Speech-therapist software: booking, child cards, exercises, payments
A speech clinic lives on a course and on parents asking about progress. A notebook and a Messenger group will not watch attendance, homework and instalments. Speech-therapy software: a calendar, a child card, a parent portal, SMS, lesson packs.
A speech therapist — especially with children — sells a course of sessions and parent teamwork, not a one-off “treatment”. You want speech-therapist software, online booking and a way for a parent not to write in a group chat “does Jan have homework this week?”. The system: visit booking, an organisational card (not a hospital record), home exercises, payment for an 8/12-lesson pack, an SMS before the slot. That is closer to a dietitian and a physiotherapist than to a sales funnel: a standing slot, a parent in the background, an instalment that either arrives or does not.
A private clinic in Poland often mixes afternoons at the table with nursery visits and video sessions. The first consult (history, observation, a plan) is a different product from the next 30–45 minutes of a series. Rules that work say it plainly: a cancel “on the morning of the session” is too late, because you will not fill that window. No-show benchmarks in medical and therapy services often sit near 18–22% without a reminder and a clear payment rule. A notebook will not count that. Speech-clinic software will.
What breaks on paper
The diary lives in Google Calendar, attendance in a notebook, fees in Excel, homework in last Tuesday’s mail, and a speech recording on a private phone. When a child is ill you move three series by hand and lose whether the pack still counts. When a parent asks about progress you hunt a slip. When the nursery wants confirmation that the child attends, you reconstruct the month from memory.
- Google Calendar, a notebook for attendance, Excel for fees — three sources of truth.
- A 45-minute no-show: the child “forgot”, the chair sits empty; without SMS and a 24h rule it repeats.
- The parent does not know which online / PDF exercises they were given last week.
- Two parallel groups (articulation / delayed speech) and one room — a timetable clash.
- A nursery partnership: consents, pickup, who sees notes.
- Video on Zoom with no payment and no card in one place — a link in SMS, the till elsewhere.
- Travel: time between sites does not exist in the calendar, so you promise an impossible 15 minutes.
- A 10-lesson pack sold in December, unused dates in March, a fight over whether they lapse.
This is not “missing an app”. It is a clinic that sells time and a relationship, and measures them in three notebooks. Speech-clinic software will not replace your diagnosis. It will replace the chaotic back office that eats evenings and spoils parent teamwork.
A week the system has to carry
Monday: two nursery groups in the morning (consents, an attendance list, a short note for the teacher — not the full card). Afternoon: a series of regular children in the room, one new history, one adult video session for stammering. Tuesday similar, plus a parent who wants to move the standing Thursday. Friday: pack invoices and SMS for next week. If any of those channels lives outside the panel, Friday is manual bookkeeping, not therapy.
So the calendar must know the resource (you / a second therapist / a room / travel), the visit type (consult, series, group, online), the length and the cancel rule. It is the same mechanism as physiotherapy, only the SMS often goes to a parent, not the patient, and the home exercise is part of the product, not “an attachment if we remember”.
What speech-therapist software should do
We do not build an “AI speech-therapy platform”. We build clinic operations: who, when, for how much, what the parent should do by next Tuesday. Diagnosis, method choice and clinical judgement stay with you. The system is not a medical device and it does not pretend to “spot a lisp from a recording”.
- Online booking: children / adults / stammering, length, room or video.
- Series: every Tuesday 16:00 × 10, one pack payment, automatic dates, pack validity in weeks.
- A card: the cooperation goal, parent notes, a short progress line, files (a recording only with consent).
- Home exercises online / files — the parent sees the current task in the portal, not a hunt through mail.
- A 24h and 2h SMS, a deposit on the first slot, a waitlist for a freed time.
- A parent portal: dates, absence, invoice, advice — no working notes if you set it that way.
- Several rooms / a nursery visit: a room resource + travel time, a separate site consent.
- Video: the same slot and card, a link in the confirmation, payment before join, not “a transfer after”.
Reception (if you have it) sees the diary and payments. A second therapist — only their children. The parent — their dates and the task. The nursery — only what the contract and consent allow, usually attendance and a general note, not your full write-up. Roles are not a GDPR decoration. They are the only way a site partnership does not leak the card.
GDPR, children and recordings — no “dump it on a drive”
Health data and children’s data are a special category. Consents split by purpose: SMS contact, image, a speech recording, information to the nursery. Retention after the cooperation ends is your policy; the system has a date from which it reminds you to delete or archive, not a folder “forever, they might come back”. Recordings only with consent, limited access, on an EU server — not on Messenger and not on a public homework link with a child’s face. More: GDPR in applications.
The pack, absence and a rule the system actually enforces
Clinics that do not drown in disputes have a simple rule: cancel by the day before (not “on the morning”), an uncancelled session leaves the pack or is payable, illness with a note — an exception you define. The software does not invent the terms. It shows the parent at pack purchase how many sessions remain, until when they are valid, and what a late cancel does. Otherwise in March you fight over three “unused” Thursdays from December.
- An 8 / 10 / 12 pack with an expiry (for example 8–10 weeks), not “sometime this term”.
- A one-click cancel in the portal until the cut-off — after that the slot is payable.
- A waitlist: a freed 16:00 goes to the first child in line, not “who types faster in the group”.
- A 24h SMS cuts the share of no-shows that are simply forgotten, not bad faith.
- An invoice / payment proof on the pack, not collected “at month end from a notebook”.
The first consult often stays off self-service: a short form or a call about age and goal, then you offer a slot. Series continuation — the parent books open windows themselves or stays on the standing time. That is not distrust. It is protecting a first meeting so it lasts as long as the history really needs, not as long as someone clicked in a widget.
Home exercises a parent can find on Wednesday evening
A series stands or falls on work at home. If the task lives in a mail attachment named “ex3-final.pdf”, a parent will not find it at dinner. The parent portal shows the current exercise, a short note, optionally a file or a model recording (yours, not the child’s face), and the next visit date. You can see whether the parent opened the material — without grading and without “AI that checks speech”. That is organisation, not a diagnostic device.
A material library (your PDFs, cards, links) is phase two. At the start it is enough to attach a file to the visit and show it to the parent. Building a “marketplace of exercises for every therapist in Poland” is another product. First stop your parent writing “what did you set?”.
Nursery, travel and video — three calendars in one
Sessions at a site are a separate contract: who pays (parent / nursery), who sees attendance, what time you finish, how long the drive to the clinic is. A calendar that does not know travel time will sell 13:00 at the nursery and 13:20 at the table. An adult or older-child video session is the same slot engine, another channel (link, pay first, a quiet room). We do not mix Zoom payment with a card in a notebook. One job, one status, one history.
A generic calendar or speech-clinic software
One person, phone booking, no packs — a calendar SaaS can be enough, and we will say so. Your own speech-therapist software when you have a team, nursery sessions, video, a white-label parent portal, packs and exercises as a product, or you do not want children’s data living in a tool you do not control. We do not promise a certified medical device, a hospital record or a model that “diagnoses a speech sound disorder”. We watch clinic operations. Diagnosis stays with you.
What the system does not do — and we will not pretend
- It does not diagnose, score a recording with an algorithm or suggest a label.
- It does not replace a journal a given school or public payer requires if you work there.
- It is not a medical device and not software for electrostimulation or other hardware.
- It does not run a full hospital record. The card is a cooperation and operations tool.
- It does not put a child’s face on a public drive “because it is easier to share with mum”.
Words a parent types — and words you type
The parent: “speech therapist [district] book”, “speech therapy for children online”, “how much is a lesson pack”. You: speech therapist software, speech clinic system, visit booking, child card, online exercises, parent app, lesson pack, video visit. The site with a calendar catches the first set; the panel catches series, fees and the task. A Google Business Profile will bring a phone call; it will not watch whether Thursday 16:00 is free and whether the pack is still alive.
An MVP the clinic will feel in month one
We do not start with a library of 400 worksheets and store apps. We set visit types, series, a pack with expiry, SMS, a parent portal (date + task + cancel) and roles. We move active children, not a decade of archive. After four weeks you see no-shows, late cancels and whether parents open the task at all. The material library, a second room and native — phase two.
- Visit types and lengths, resources (clinic, online, a nursery room).
- The pack, a 24h rule, SMS, a waitlist.
- An organisational card + consents (SMS, recording, the site).
- Parent portal: next date, current exercise, sessions left.
- After a month: which fields do you skip? We cut them; we do not add an “AI module”.
The first consult and the series are two products, not one widget
Private clinics often publish the same band: a first consult (history, observation, screening, a plan) and follow-up sessions of 30–45 minutes. That is not the same job. The consult should last as long as an honest history takes, and it usually should not be public self-service — a short form or a call about age and goal, then you offer a slot. A series is a standing slot, an 8/10/12 pack, validity in weeks (clinics often write “pack valid 8 weeks”), a cancel by the day before. Speech-therapist software splits those types. One widget “visit 30 min” will sell you a history in a hole after an illness and shorten the first meeting to an exercise that does not exist yet.
- Consult: a form, a longer slot, a deposit, no automatic series.
- Series: a standing day and hour, a pack, SMS, a waitlist for a freed window.
- A group (articulation / training): child min/max, one room, one group attendance list.
- An adult video visit: the same engine, pay before the link, a different recording consent.
Clinic rules that do not drown in disputes say it plainly: a cancel “on the morning of the session” is too late, because you will not fill the chair. The system shows that cut-off at pack purchase and on the SMS. It does not invent consumer law. It enforces the rule you type in.
A mobile clinic and travel between nurseries
Some therapists drive to a nursery or preschool in the morning and spend the afternoon at the table. A mobile clinic needs tighter ops: drive time, parking, a room at the site, a list of children on a contract, who pays (parent or nursery). A calendar that does not know travel will sell 11:50 in one district and 12:00 in another. Speech-clinic software treats “the room at nursery X” as a resource with a window and drive time to the next point — the same pattern as a physiotherapist with a home visit.
Attendance at a site is usually a short note and a list, not a full clinical card on the teacher’s desk. Parent consent for information to the nursery is a separate checkbox. Without that a nursery partnership ends in silence (“we can say nothing”) or a leak (“the whole file mailed to the head”). Roles in the panel settle this once, not on every call from site reception.
Who pays: the parent, a private pack, the nursery — not a public-payer queue
Private clinics often state in their FAQ that the public payer does not refund visits in a private room. The speech-therapist software described here is not a public waiting list and not a journal a given school requires. It watches a private series, a pack and — if you work that way — an invoice to the nursery for group sessions. Three payment sources on one child card (parent BLIK, a pack transfer, an invoice to the site) without mixing in public-payer settlement this product does not pretend to run.
An invoice on the day the pack is bought, not “at month end from a notebook”, cuts fights over how many sessions remain. The nursery gets a monthly attendance summary, not a view of your working notes. The parent sees the pack balance in the portal. That is clinic operations bookkeeping, not a full ledger. KSeF applies when you invoice companies / sites and it concerns you — the same track as our other builds.
Describe children vs adults, in-person vs online, and whether the diary, parents or payments hurt. Speech-clinic MVP: series calendar + parent portal + SMS. No promise that the system will diagnose for you.
Frequently asked questions
- Can the parent book the child themselves?
- For a continuing series — yes, in open windows or on the standing slot. The first consult often stays a form / phone after a short history of age and goal, so the slot lasts as long as you actually need.
- Will a nursery teacher see the card?
- Only with consent, a site contract and a role. By default — attendance or a short note, not the full working write-up and not a recording.
- Pay for a missed visit and an unused pack?
- Your rule (24h, the pack counts / does not, validity in weeks). The system shows it at purchase and enforces it. You write the terms; we do not invent consumer law for the clinic.
- Speech recordings — where may they live?
- With consent, limited access, on an EU server, with a retention date. Not in Messenger, not on a private phone and not under a public “homework for the group” link.
- How long to start?
- Calendar, packs, SMS and a parent portal — weeks. An exercise library, a second site and a native app — phase two, once parents already cancel in the panel, not in a group chat.
- Is this a medical device or a hospital record?
- No. We do not certify the software as a medical device, we do not diagnose and we do not replace documentation a hospital, a public payer or a given school requires. We watch a private clinic’s operations.
- Video and travel in one calendar?
- Yes. Online is the same slot with a link and pay-first. Travel is a resource with drive time, so the system does not sell 13:00 at the nursery and 13:20 in the clinic.
- Do I need a store app for parents to practise at home?
- Not on day one. A phone portal with the current task is enough. “5 minutes before dinner” push pays off at a steady series volume, not at three children a week.
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