December 8, 2025

Covering Another Teammate’s Caseload? Create, Collaborate, and Communicate Your Way to Success

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December 8, 2025

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If you’ve ever been asked to cover another teammate’s caseload—especially at a school you haven’t visited before—you know it can feel a bit nerve-wracking. You want to support students, maintain continuity of care, and keep things running smoothly… but where do you start?

Here’s a simple three-part framework—Create, Collaborate, and Communicate—to help you navigate the process with confidence and professionalism.

1. Create a Game Plan

Before diving in, take time to organize and prioritize. A little structure goes a long way when you’re stepping into someone else’s system.

Start by gathering key details:

  1. Caseload overview: How many students? What goals need to be targeted?
  2. Schedules and routines: Try to obtain a schedule of the student’s day if possible. We all know that things can change a schedule such as field trips and special events. The secretary can be your best friend in getting this information.
  3. Therapy spaces and materials: Where will you work, and what tools are available? Many of our teammates are so generous to offer their materials for use in their space while they are out.

Then, make a solid plan.

You don’t have to reinvent the wheel—just decide how you’ll handle therapy sessions, documentation, and communication. Even a one-page “coverage plan” can help you stay grounded and efficient.

Tip: Create a simple checklist or spreadsheet you can reuse each time you cover a site—it saves time and helps you notice patterns or missing info right away.

2. Collaborate with the Team

You might be the SLP stepping in, but you’re not stepping in alone. Collaboration helps bridge gaps and keeps services consistent.

Key people to connect with:

  1. Teachers: Be sure to introduce yourself and communicate clearly to maintain professionalism.
  2. Paraprofessionals or assistants: They often know student preferences and can help with transitions or behaviors.
  3. Office staff and administration: They can help you find rooms, schedules, and forms—and are usually lifesavers when things get hectic!

By showing initiative and respect for established routines, you build trust and make your time at the site smoother for everyone involved.

3. Communicate Clearly and Often

The best coverage experiences come down to communication—we are communication experts after all!

Touch base with the regular assigned teammate if possible. Ask for key details (caseload summary, therapy materials, a map of the school) and if they’d like updates afterward. Information about the specific students is also helpful information for building confidence going into the site. 

Final Thoughts

Covering another SLP’s caseload doesn’t have to feel overwhelming. When you create a plan, collaborate with the team, and communicate clearly, you not only support the students—you also uphold the trust and integrity of your profession.

With a little structure and teamwork, you can turn what could feel like chaos into a well-orchestrated experience.

Hannah Collie, M.S., CCC-SLP

February 23, 2026
Evidence-Based Practice (EBP) is a term that many of us thought a lot about during our time as students, but how about now as practicing clinicians? It can be far too easy to let research slip away from the forefront of our minds and settle into comfortable routines of clinical practice. It is crucial that we remain plugged into the latest research to make sure that what we are doing is aligned with evidence-based practice. As defined by ASHA, EBP includes clinical expertise, internal and external evidence, and client perspectives.  Here are a few ways to stay connected to high quality evidence while juggling all the other responsibilities of being an SLP: Collect sources that are applicable to the caseload that you serve. There are many wonderful resources available to us through the ASHA practice portal. Spend some time searching through the latest journals to find information that could benefit your students. Additionally, SIGs and organizations such as The Informed SLP take away some of the heavy lifting and create digestible forums already prepared. Keep a "practice bank." It is a great start to be sifting through evidence and articles galore, but what do we do with them afterwards? Transform your application of evidence by creating a system that works for you. Save journals in an organized fashion with notes that include assessment and treatment ideas, tools, and resources. Connect with SLP communities. Having a growth mindset means continual dedication and devotion to learning. Learning with others can make evidence feel transformative and "alive" instead of theoretical. Find professional virtual groups, local meet-ups, or communities of practice where evidence can become tangible. EBP doesn't have to be intimating or all-consuming. With a few intentional habits, you can stay plugged in to the latest research and be confident in clinical decisions. Hannah Collie, M.S., CCC-SLP
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