While SLP Toolkit is designed for one user per account, we understand that some SLPs and SLPAs choose to share. If you decide to share, it’s important to know that data loss or duplication can happen, especially if you’re both logged in around the same time or working in different time zones.
Best Practices
Decide who will be the active user; have the other person log out completely.
Stagger logins so you’re not active in the same session at the same time.
Always log out completely before the other person logs in.
Avoid having the same session open on two devices.
Refresh the Daily Data page before and after each session to ensure the latest schedule and goals load.
If both need to participate, one person can use a Data Collection Sheet , and the other can enter the data later.
If you are in different time zones and both provide services to the same students, set both devices to the same time zone to help ensure sessions and reports display correctly.
If both need to provide services at the same time, offset groups by one minute to allow two schedules to run simultaneously.
SLP + SLPA Scenarios
Click on a scenario below for further guidance
SLP supervises/SLPA provides services (in the same timezone)
SLP supervises/SLPA provides services (in the same timezone)
Supervisor logs in on their device to review sessions but does not enter data or make any changes
SLP supervises/SLPA provides services (in different timezones)
SLP supervises/SLPA provides services (in different timezones)
Supervisor may need to adjust the time zone on their device and open sessions in the SLPA's timezone for accurate session times
If SLP is the SLP Toolkit account holder but the SLPA is providing the services, the supervisor can:
overwrite the Provider Name within the Medicaid report field (click here for more info)
ORexport the Medicaid report and manually edit the Provider column in the CSV file
SLP/SLPA or grad student provides services for shared caseload
SLP/SLPA or grad student provides services for shared caseload
There are two ways to set up and run 2 schedules at the same time:
The SLPA can create a 'one time' event by right clicking on the agenda at that time and adding students manually.
Offset sessions for the 2nd schedule in the Scheduler view (i.e. colored blocks) by one minute to ensure both events show on the Agenda page of Daily Data:
SLP's schedule: Group 1 (9:00-9:30 am)
SLPA's schedule: Group 1 (9:01-9:31 am)
Stagger logins/entering data or have SLPA/grad student take paper data and enter into SLP Toolkit later
If the two providers are in different times zones and both providing services to the same students, the SLPA can switch the time zone on their device to the SLPs time zone (or vice versa) for accurate session times and avoid duplicate sessions appearing on the Agenda page of Daily Data.
ex: SLP provides tele therapy and SLPA is in the school building
If SLP is the SLP Toolkit account holder but the SLPA is providing the services, the supervisor can by export Medicaid report and manually edit the Provider column in the CSV file.
Coordinating Two-Factor Authentication (2FA) Verification Codes
At this time, 2FA can only be disabled for a district-funded license, as the Plan Manager has access to those settings. If you’re currently set up as a personal subscription (paid in the app), reach out to hello@slptoolkit.com for more info on how to switch your account from personal to district!
Supervising SLP signing off on SLPA notes
Currently there isn't a specific way to sign off on SLPA notes in SLP Toolkit but, here are a few workarounds you may find helpful:
Option #1: Generate the 'Medicaid Data Export' report in the Reports tab which downloads to your device as an editable CSV file and also includes a column where you can add your signature.
Option #2: Some supervisors like to include their name or initials next to the SLPA's notes in the section where notes were recorded (i.e. 'Student' notes, 'Goal' notes).
Option #3: You can also use a free PDF editor to add your signature to data reports/SLPA notes.
Medicaid Data Sharing and Supervisory Sign-Offs
Some districts have specialized workflows set up to share SLP Toolkit data directly with their Medicaid vendor to streamline the claims submission process.
If your district uses this integration, please keep the following operational requirements in mind:
Supervisory Sign-Off Location: Official supervisory sign-offs for speech-language pathology assistant (SLPA) services must still be completed directly within your Medicaid vendor's platform.
Scope of SLP Notes in Toolkit: While supervising, SLPs can add notes to an SLPA's session within SLP Toolkit, these notes are for documentation and internal tracking only. Adding a note in SLP Toolkit does not replace or satisfy the requirement for a formal, legal sign-off on services within the Medicaid billing system.
Medicaid Data Sharing and Updating Provider Names
When districts use specialized Medicaid workflows to share SLP Toolkit data with a billing vendor, documenting services accurately ensures claims are processed without issue.
If your district utilizes a specialized Medicaid workflow, keep the following requirements in mind:
Updating the Provider Name: If an assistant or supervising provider documents services under a shared or supervisory account structure, the Provider Name on the Medicaid Data report automatically defaults to the primary account owner. Before exporting the report, update the Provider Name field for any session delivered by another provider to ensure claims map correctly to the individual who actually delivered the care.
Bulk Editing Provider Names: For efficiency, select multiple sessions delivered by the same provider on the Medicaid Data report, click Actions, and use Edit Data to update the Provider Name for all selected sessions at once.
Supervisory Sign-Offs: Adding notes or updating session details in SLP Toolkit does not replace formal supervisory approvals. Formal sign-offs on assistant services must still be completed directly within your Medicaid vendor's platform.
Feedback
With individual in-app licenses, our Customer Happiness team can support everything available today and help SLPs get creative with workarounds inside software. When the needs go beyond that, like account sharing or custom setups, our district sales team is the next best step.
We recommend connecting with our district support team at help@slptoolkit.com who work closely with schools and districts to explore solutions that may better fit team-based needs. You can also share your district admin’s contact info and we’ll connect with them directly if needed.