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

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