Every appointment, report and home activity for your child, in one calm system
The Therapy and Appointments Manager gives parents and carers a method and ready-made tools for waiting lists, sessions, home practice, goals, consent and claims, with your child's own voice at the centre.
- A 15-sheet Care Team Manager workbook with leave-by times, waiting list alerts, home practice load, goals, claims and a dashboard
- Four fillable PDF forms for before, during and after appointments, progress reviews and consent
- 38 ready-to-edit messages to professionals, 6 spoken scripts and 8 claim and funding letters
- A 12-week calendar, a 30-task board import, cheat sheets and 29 AI prompts with privacy rules
Therapy and Appointments Manager · Bodhih Pro Kits · 108 by Bodhih Training, trainers to 2,000+ companies since 2008.
How do I keep track of my child's therapy appointments and professionals?
Keep one record for the whole team: a list of every professional, every appointment and referral, notes after each session, home activities against your family's real capacity, goals scored every four weeks, and every cost and claim. The Therapy and Appointments Manager kit from Bodhih Training gives you that system as a workbook, forms and message templates.
Want the full free guide first? Read How to manage your child's therapy appointments and care team.
You already feel the problem. Here is what it is costing you.
Letters everywhere, picture nowhere
Reports in a drawer, advice in a photo, dates in three inboxes. Every professional sees one part of your child, and you are the only one holding the whole story.
Waiting with no idea what is happening
A referral goes in and months pass. You are not sure whether it is still active, whether there is a cancellation list, or what you could do meanwhile.
Home practice that takes over home
Each therapist gives a few activities. Added together they fill the evening, siblings lose out, and everyone feels behind.
Not sure if it is helping
Sessions continue, but goals are vague and progress is hard to see. Asking the question feels awkward, so it does not get asked.
Money leaking out of the side
Session fees, reports, travel and parking add up, while claims go unsubmitted or unchased.
Picture the next few weeks with the kit open beside you.
Imagine a Sunday evening twenty minutes from now. As you open the Care Team Manager, the Dashboard tells you what matters this week: one appointment to confirm, one referral to chase, home practice just inside your family's capacity.
On Tuesday you walk into the clinic with page 1 of the prep form already filled in and your child's My say page in your bag. You hand it over and say, "I've jotted down what's changed." When you read the plan back before you leave, you know exactly what to do at home, for how long, and when to stop.
When a therapist asks for all the reports, you sort before you send, ask your child, and log what went where. When a claim is refused, you open the appeal letter, fill the brackets and post it the same day.
Whether you start with the Settings sheet tonight or with the next appointment's prep form tomorrow, the system picks up wherever you are, and protected family time goes in the calendar first.
19 files that do the work for you
The e-book shows you how. The tools make it happen. Here is exactly what you download.
Therapy and Appointments Manager (e-book, PDF)
The guide: methods, worked examples, scripts and exercises
Start here: the whole job on one map
The job as a flow with the file to open at each step, your first hour, and a 30/60/90-day plan for using the kit.
Care Team Manager workbook
The master workbook: 15 sheets for settings, team, appointments with leave-by times, waiting lists, session notes, home programme load, week plan, goals, costs and claims, documents, consent, an options scorer, a monthly view and a dashboard with chart.
Before the appointment
Three-page fillable prep form: the ten-minute prep for every appointment, questions for a first meeting with a new professional, and 'My say', your child's own page.
Session notes and home programme
Two-page fillable form: notes in three layers (during, read-back, within the hour) and the home programme agreed, with how long, how often, signs to stop and the review date.
Progress review
Three-page fillable review for every 12 weeks or any review meeting: goals and scores from the Goals sheet, the four is-it-working checks, your child's voice and the decision with next steps.
Consent and information sharing record
Two-page fillable record: sort information into share freely, ask first and keep private, record your child's view, and log what went where.
Messages to professionals library
38 numbered, ready-to-edit emails and texts for referrals, appointments, reports, reviews, claims, consent, school, work and family, plus 6 spoken scripts for hard moments.
Our child summary for new professionals
A ready-to-send one-to-two page profile of your child, written with them where possible: strengths, communication, what helps, what is hard, the team and current goals.
Claim and funding letter templates
8 ready-to-send letters: insurance claim cover letter, itemised invoice request, doctor's confirmation request, claim appeal, funding or plan review, employer flexibility request, records request and an end-of-block handover letter.
Family therapy and appointments agreement
A one-page household agreement: who does what, how you decide together, protected family time, siblings, bad-week plan and review date. Works for every family shape.
Worked example pack: Amara's twelve weeks
The main forms and templates completely filled in for one composite family, so you can see what good looks like before you write your own.
AI prompt pack for therapy and appointment admin
29 tool-agnostic prompts grouped by step of the job, each with what to paste in and what to check before you use the output, plus privacy rules.
Who does what in the team
One-page guide to the professionals around a child: what each usually does, other titles they go by, and a good first question for each.
Decision card: is it working?
If-then decision card: four checks in order (goal, time, change, your child) and what to do for each answer, with exact words.
Funding and claims notes (dated)
Dated country notes on services, plans and funding routes in India, the UK, the US, Canada, Australia, the UAE and Singapore, with official places to check.
Appointment mistakes to avoid
Twelve common, avoidable mistakes in managing therapy and appointments, each with the fix and the kit file that prevents it.
12-week care rhythm calendar
31 calendar events for one full 12-week cycle: set-up tasks, a weekly twenty-minute rhythm, protected family time, goal ratings, claims checks and the progress review.
Therapy task board import
30 tasks with list, file to open, timing and notes, ready to import into Trello, Asana, Notion, Microsoft Planner or Jira.
Chapter by chapter
Each chapter opens with a real situation, gives you a method and ends with something to do today, using the tools in your kit.
- Format
- PDF e-book + XLSX + fillable PDF + DOCX + PDF cheat sheets + ICS + CSV
- Files
- 19 files plus a one-click ZIP
- E-book
- 61 pages
- Works with
- Excel, Google Sheets, LibreOffice, Numbers, Word, Google Docs, Acrobat Reader, GoodNotes, Google Calendar, Outlook, Apple Calendar, Trello, Asana, Notion
- Best for
- Parents and carers coordinating several professionals for a child with additional needs
The team around your child
Build a one-page map of every professional, who leads, where the gaps are, and why your child belongs on it.
Waiting lists and assessments
Keep referrals alive with a confirm, log and chase rhythm, and use the wait well.
Appointments, travel and telehealth
Run every appointment with the 7-2-0 routine, plan travel, and set up telehealth properly.
Before the session: preparing with your child
Prepare in ten minutes and bring your child's own view on the My say page.
In the room: questions, notes and advice
Ask specific questions, take notes in three layers and handle conflicting advice calmly.
A home programme that fits your home
Fit home practice to your family's real capacity by prioritising, tucking it into routines and reviewing.
Goals, progress and the "is it working?" question
Track clear goals on a simple 0 to 10 scale and use four checks when you are unsure a therapy is helping.
Sharing information with consent
Share information on purpose: sort, ask your child, send the minimum and keep a record.
Public, private, costs and claims
Choose between public and private services with clear questions, and track every cost and claim to payment.
Protecting family time, siblings and you
Protect family time, give siblings their own time, share the admin and plan for bad weeks.
Not just reading. Tools you will actually open again.
E-book
- Therapy and Appointments Manager e-book: 10 chapters, about 9,900 words, with 6 illustrations, worked examples and country notes dated October 2026
Start here
- 00-Start-Here-Map.pdf: the whole job on one page, your first hour and a 30/60/90-day plan
Spreadsheet
- Care-Team-Manager.xlsx: Settings, Team, Appointments, Waiting List, Session Notes, Home Programme, Week Plan, Goals, Costs and Claims, Documents, Consent Log, Options Scorer, Monthly View and Dashboard with chart
Fillable PDF forms
- Before-the-Appointment.pdf: ten-minute prep, first meeting questions and the My say page
- Session-Notes-and-Home-Programme.pdf: notes in three layers and the agreed home plan
- Progress-Review.pdf: goals, four is-it-working checks, your child's voice and the decision
- Consent-and-Information-Sharing-Record.pdf: sort, record and review what you share
Word templates
- Messages-to-Professionals-Library.docx: 38 numbered messages plus 6 spoken scripts
- Our-Child-Summary-for-New-Professionals.docx: a ready-to-send profile written with your child
- Claim-and-Funding-Letter-Templates.docx: 8 ready-to-send letters
- Family-Therapy-Agreement.docx: a one-page household agreement
- Worked-Example-Pack-Amaras-Twelve-Weeks.docx: the main forms filled in for one composite family
- AI-Prompt-Pack-for-Therapy-Admin.docx: 29 prompts with what to paste in and what to check
Cheat sheets
- Who-Does-What-in-the-Team.pdf
- Decision-Card-Is-It-Working.pdf
- Funding-and-Claims-Notes-October-2026.pdf
- Appointment-Mistakes-to-Avoid.pdf
Calendar and task board
- 12-Week-Care-Rhythm.ics: 31 events for one full cycle
- Therapy-Task-Board-Import.csv: 30 tasks for Trello, Asana, Notion, Planner or Jira
When you have worked through it, you will be able to…
Every outcome is practised with a worked example and a tool, not just described.
- You will be able to see your child's whole team, who leads, and where the gaps are, on one page
- You will be able to keep every referral active and know when to chase
- You will be able to prepare for any appointment in ten minutes, with your child's own view included
- You will be able to leave each session with a clear, written home plan
- You will be able to match home practice to your family's real capacity and ask the team to prioritise
- You will be able to track goals simply and raise the is-it-working question calmly
- You will be able to share information on purpose and keep a consent record
- You will be able to record every cost and follow each claim to payment
Know your starting point. Prove your progress.
People who measure before and after improve faster and can show it. AssessAll, our sister assessment platform, has AI-graded assessments that pair with this kit. Take one now, work through the kit, then re-take it.
Family & Elder Caregiving Judgment
Take the assessment →AssessAll assessmentAttention to Detail & Error Checking
Take the assessment →AssessAll assessmentAssertive Communication Profile for Individual Contributors and Emerging Leaders
Take the assessment →JobularyIf-then plans that make habits stick (Jobulary)
Make it a growth plan →A taste of Chapter 4
In a short appointment, a professional is trying to understand what has changed since last time, what matters most to you now, and what they should look at today. You can give them all three in under two minutes if you prepare. What has changed. New skills, new worries, changes in sleep, eating, school, mood or medication, and any life events (a house move, a new sibling, a bereavement, a new teacher). What matters most. Not ten things. One main concern, with one or two others if time allows. Examples. "He has meltdowns" is hard to work with. "Three times this week, at about 4pm after school, he lay on the floor and covered his ears for 20 minutes" gives the professional something real.
The honest comparison
| Free templates and typical advice | This kit | |
|---|---|---|
| Method | A blank appointment log | A full method from team map to weekly rhythm, taught in a 10-chapter e-book |
| Waiting lists | Not covered | Weeks-waiting formulas, chase alerts and message templates |
| Home practice | A list of activities | Minutes per week against your family's capacity, with routines and a week plan |
| Your child's voice | Rarely included | A My say page in the prep and review forms, and a column in every relevant sheet |
| Costs and claims | One currency, no claim tracking | Any currency, claim status, days open, letters and dated country notes |
| Words to use | None | 38 messages, 6 scripts and 8 letters |
| Countries | One system assumed | Notes for India, the UK, the US, Canada, Australia, the UAE and Singapore, dated October 2026 |
Made for you if…
- Parents and carers of children and young people with additional needs or disabilities, with or without a diagnosis
- Families waiting for an assessment who are already managing several professionals
- Grandparents, foster carers and co-parents across two homes who share appointments
- Families using a mix of public, private, school-based and insurance-funded services
- Teachers, teaching assistants and support staff who coordinate with therapists
- Anyone who has said, 'I know the letter is somewhere'
Probably not for you if…
- Anyone looking for a recommendation of which therapy to choose or avoid: this kit never does that
- Professionals wanting a clinical record system for their caseload
- Families who need legal representation in a dispute: please contact an independent advocate
Built by trainers, tested in real rooms.
Bodhih Training has designed and delivered corporate programmes since 2008. Bodhih Pro Kits package what works in those workshops into a guide plus the exact tools we use, so you can apply it the same day without a facilitator in the room.
From here to using it in three steps
- STEP 1
Tap Get the kit
Name, email and country. UPI, card or netbanking in India; international cards everywhere else. No account to create.
- STEP 2
Download instantly
Your download page opens at once, with every file and a one-click ZIP. A permanent link lands in your inbox too.
- STEP 3
Open the first tool
Start with the quick-start chapter, then the main spreadsheet or planner. Most buyers use something from the kit the same day.
Less chasing, more noticing
Open the Settings sheet tonight and give the system fifteen minutes. Whether you begin with the team map or with the prep form for your next appointment, everything lands in one calm place, leaving more room for the rest of family life.
Personal licence for the buyer's own use (and use with your own team or clients where the kit says so). Please don't share or resell the files. Team and company licences: solutions@bodhih.com.
The Bodhih family, when you are ready for more
The Big Feelings Toolbox
Emotional literacy for every child.
Morning Heroes
Picture routine cards for mornings and bedtime.
AssessAll
250+ AI-graded assessments to measure skills and earn verified credentials.
Jobulary
Individual development plans that start from evidence and stay yours.
Bodhih Training
Run this topic as a live workshop for your team, in person or online.
Pewple
Book a vetted coach for career, leadership or communication. Pay per session.
Bodhih.org pathways
Certification pathways in Applied AI, Workplace English and management.
Therapy and Appointments Manager: FAQs
Read the free guideAlready bought? Resend my linkIs this medical or therapy advice?
No. The kit is educational and organisational. It never recommends, rules out or judges any therapy, and it does not diagnose. Work with your child's clinicians, therapists and school, and check funding or legal questions with the official source or a qualified professional.
Does it work if my child does not have a diagnosis yet?
Yes. Many families manage several professionals while waiting for an assessment. The Waiting List sheet and the chase messages are built for exactly that stage.
Which countries does it work in?
Any. Type your currency and preferred terms on the Settings sheet. The e-book teaches a method that does not depend on one system, and a dated cheat sheet gives notes for India, the UK, the US, Canada, Australia, the UAE and Singapore with official places to check.
How do I prepare for my child's therapy appointment?
Spend ten minutes before: note what has changed, choose one main concern, write one or two real examples, list your questions in order and decide what you want to leave with. Bring your child's own view. The Before-the-Appointment form walks you through it.
How much home practice should we do?
Only your child's professionals can say what matters for your child. The kit helps you set your family's real weekly capacity, add up what has been asked, and ask the team which one or two activities matter most when the total is too high.
How do I know if a therapy is working?
Check four things in order: is the goal clear, has there been enough time and practice, is there any change, and how does your child feel about it. The decision card and the Progress Review form help you raise the question calmly with the team.
Does my child have a say?
Yes. The My say page, the child's view columns and the household agreement all build in your child's voice in whatever way they communicate. Supports are about understanding and choice, never compliance.
Can I measure my starting point as a carer?
If you want to measure your starting point, the AssessAll assessments Family & Elder Caregiving Judgment, Attention to Detail & Error Checking and the Assertive Communication Profile look at the judgement, accuracy and speaking-up skills this work relies on. They are optional.
How do I turn the weekly rhythm into a habit?
Turn it into a development plan with if-then plans: 'If it is Sunday at 7.30pm, then I open the Dashboard for twenty minutes.' Jobulary's guide to if-then plans explains the idea, and the 12-Week-Care-Rhythm calendar puts the slot in your diary.
Can I share the files with my child's school or my partner?
You can use the kit with your own family, your partner, co-parent and the professionals and school who work with your child, including sharing filled-in forms and summaries. Please do not share or resell the blank kit files.
How much does Therapy and Appointments Manager cost?
₹799 including 18% GST for buyers in India, or $24 for buyers outside India. One-time payment, no subscription, with an automatic invoice.
How do I get the files after paying?
Instantly. Your download page opens the moment payment succeeds, and a permanent download link is emailed to you. Download each file separately or everything in one ZIP.
What software do I need?
Any of the usual tools: Excel or Google Sheets for spreadsheets, Word or Google Docs for templates, Adobe Acrobat Reader, Preview, Xodo or GoodNotes for the fillable PDFs, and Google, Outlook or Apple Calendar for the calendar plan.
Can I get a refund?
Because it is a digital download, kits are not refundable once downloaded. We always refund a duplicate charge or a failed delivery, and if a file is corrupted and we cannot fix it within 3 working days. Full terms: bodhih.org/refunds.
Can my company buy this for a team?
Yes. Team and company licences, and workshops on this topic run by Bodhih Training, are available. Write to solutions@bodhih.com or call +91 99000 11601.
