Therapy caseload vs. workload: The magic number to end burnout.

As a related services therapist, effectively managing your workload can reduce the potential of experiencing burnout.

At Kelly Pediatric Therapy, we don't want our pediatric providers to ever feel overwhelmed. So, it’s our goal to help you achieve the right workload balance that also best supports the children and families who we serve.

Key takeaways.

• Your caseload reflects the number of students you serve.
• Workload includes the direct and indirect responsibilities required to support students effectively.
• Effective workload management means considering all factors — not just the number of students on your caseload.
• Kelly Pediatric Therapy helps you evaluate your workload, implement personalized strategies, and advocate for your needs to find a balance. 

Why effective caseload management matters.

Effective caseload management allows you to deliver high-quality services while maintaining a sustainable workload. Your caseload is who you serve.

Your workload is everything you do to provide those services effectively. Workload isn’t just about direct therapy hours. It also includes indirect time you spend completing the following responsibilities:

• Collaborating with teachers and families
• Planning interventions
• Attending IEP meetings
• Documenting services
• Tracking and reporting progress
• Completing evaluations

Guidelines that shape school-based therapy caseloads.

The OT and PT governing associations clearly state school-based therapy guidelines. These standards determine an appropriate caseload depending on your clinical specialty.

The following should be included when determining the OT and/or PT workload:

• Traveling between schools
• type of service provided
• duration and frequency of service
• geographic location of student
• engagement with team
• administrative time
• supervision time

The guidelines ensure that your workload isn’t too much to handle. That way, you can provide quality services that help students make meaningful steps toward their goals without feeling overwhelmed.

At Kelly Pediatric Therapy, we monitor state guidelines, maximum number of students, and make sure to strike the right workload balance for our providers.

Understanding the IEP's role in workload.

Individualized educational programs (IEPs) detail the goals and supports a student in special education will receive to learn and thrive in the classroom. The IEP directs your therapy plan, ensuring your services align with a student’s needs and desired outcomes.

Your role extends beyond direct therapy sessions. You contribute valuable insights to help shape the goals, services, and strategies that support student progress. These tasks are an important part of your workload and require time beyond direct therapy sessions to complete.

Helping you build a sustainable caseload.

Juggling these responsibilities can seem daunting without the right support. Partnering with Kelly Pediatric Services means you don’t have to go at it alone.

Maybe you’re feeling burned out with a high caseload. Your clinical director can offer coaching and recommend practical solutions, like working with students in small groups or pushing into the classroom. This approach can help you work more efficiently while providing a space for students to work together and practice their skills in real-life situations.

Our clinical directors are here to help you consolidate cases and ensure you’re providing meaningful support to each student you serve. We also work with school districts to advocate for caseloads that reflect the level of support each student requires.

 Larysa Spisic, MS, OTR/L, is  a Senior Director, Provider Care and Client Services at Kelly Pediatric Therapy. She says that while we have therapists who may have caseloads, our leaders work to hit that magic number. Spisic says there are several things to take into consideration when you're looking at a caseload and the makeup of the students.

Using technology to find the magic number.

Our goal is to help you discover the magic number that aligns with quality support and work-life balance. While caseload size is an important factor, it doesn’t tell the full story. That’s why we evaluate and monitor your workload by reviewing data from our billing system.

From working in specialized classrooms to attending meetings, we factor in your direct and indirect responsibilities to determine what is truly manageable for you. For example, if you’re feeling overwhelmed with 40 students, we can use your billing data to understand exactly how you’re spending your time. This allows us to make personalized recommendations to maximize student time and support your well-being.

There are also workload calculators that can help you find that magic number. After you enter your caseload numbers and the frequency of services, these tools calculate the time needed for therapy sessions, documentation, collaboration, and other responsibilities to create a more accurate picture of your workload.

Avoiding Burnout.

Our providers will tell you that working in a school-based setting is rewarding work. However, there is a growing number of students who require therapeutic supports during their school days. This creates many more job opportunities (and caseloads) than ever before.

Our partner school districts are working hard to remain in compliance with each student’s IEP. They understand that there’s much more involved in school-based pediatric therapy workloads —especially when it comes to documentation.

Spisic says having a good working relationship - supported by data - with the district is key.

For example, she says if you push into a classroom, not only will you be able to see more students, but you’ll see them in their most natural environment. Or, working in small groups for OT or SLP often better supports students' needs. One idea is to have them throw a ball with a pee. It lets them practice the physical interaction and build social skills.

At Kelly Pediatric Therapy, our leaders also review how to make therapy notes more concise and objective. We also coach providers to set up their schedule so that they can maximize their time with the students and don’t become burned out.

Spisic says if a provider truly is to the point where they're maxed out, we're an advocate for them in coordinating workload with the school district. We might be able to advocate for another therapist to come on for an additional day or two days, or maybe someone to help with evaluations. We work to ensure our therapists have just right balance, and that student (and district) needs are being met.

Grow your career with Kelly Pediatric Therapy.

At Kelly Pediatric Therapy, our mission is to support dedicated therapists like you, so you can make a difference for children and families in our schools, clinics, and communities. We offer resources, mentorship, and real opportunities for career growth—plus a true work-life balance. Learn more about all the ways we support our therapists. 

Explore our PT, OT, SLP, and behavioral health opportunities in schools across the country.