There are many ways that technology can be deployed to help educational therapists with their practice.  There is direct client service technology that presents content to work with and to gamify the work.  There is communication technology for virtual sessions, e-meetings, email, and texting.  Finally there is technology to manage the business itself.

Technology offers resources that can save time and improve accuracy, but they also require careful selection and an investment of time and money to use them.  Some systems stand alone and do one function.  Others are integrated to support many aspects of your business.  A system that does more for you usually takes more time to learn and to set up but saves you more time once you are using it regularly.

If you ask other ETs what technology they find most helpful, you will see the wide range of options from very little to fully integrated client systems.  Many ETs are willing to show you what they use and describe the setup process for you.

Technology is an area where it is easy to get very excited and select costly programs that seem to do a lot, but when implemented, don’t really fit your needs.  Take the time to investigate your tools before you buy or subscribe to them, and you will get the right balance for you.

Some Terminology

Accounting software is used to record and report on all financial activities.  In a typical accounting system, setup involves establishing accounts and categories that you will encode when you enter information.  Once the setup is complete, you input each financial event (income received, payment made) and encode the type of event it is.  With all the data in the system and coded properly, the system can generate reports for tax authorities and for managing your business.

Billing and receiving software is used to generate bills and record receipts.  The setup involves client information, rates, billing frequency, and method (email, USmail, or other).  Once the system is set up, enter the date and time to be billed and what it is for.  The system will generate bills according to the frequency you set up.  When payment is received, enter the date and amount of the payment and the system will update the client’s amount due.  Some billing systems will send the bills over email.  If your billing system is set up for electronic billing, it can actually charge a client’s credit card or bank account, which streamlines the receiving process.  Billing and receiving programs can generate past due reports for you to follow up with clients.

Communication technology includes email, phone, and meeting programs.  Most clients have access to email and phones.  If you have a virtual practice, you will need some form of meeting technology which allows you to see and talk with your clients over the computer.  In order to use meeting technology, your computer will need to be equipped with a camera, microphone and speakers, and enough power to handle the interaction.  You will also need a fast internet connection to avoid stalls during your conversations.  Most meeting software includes a whiteboard on which both you and your client can write and the ability to share documents so that you and your client can view and edit them together. The AET Code of Ethics addresses important considerations for virtual educational therapy.

Integrated systems are systems that support many functions.  A key benefit of an integrated system is that you only put information in once and the system uses it whenever it is needed.  For example, if you have one integrated system for accounting, billing, and receiving, you only put the client name and contact information in once.  If the client moves, you only change the information in one place.

Client management systems are fully integrated systems that are designed for a therapy practice.  They typically include scheduling, communication, accounting, billing and receiving, and client notes.  A system that is designed for a therapy practice should have security built in to protect the client’s privacy and confidentiality.  In order for these systems to work for you, they need to be set up well.  Before you implement your system, you would benefit from guidance from a technology consultation and advice from an accountant.  Once the setup is completed, a client management system can save you time and accuracy in running your business.

Cost Considerations

There is a wide range of technology available.  Most software requires a subscription with a monthly fee or direct purchase of the product.  When you consider the costs of the software, it helps to think about the initial cost of equipment and setup and the ongoing cost for subscription and time to use it as distinct items in your budget.  In general, a system that does more will cost more, and it will also save you more in the long run.  Be thoughtful in your selection and technology can support you in having a well run business.

Technology changes constantly, and the tables below are generated at a point in time.  They are intended to give you an idea of what to think about and are not recommendations.  AET does not recommend any specific technology for your practice.

Pros and Cons of Technology by Type

The tables below address each type of technology available and some pros and cons for selecting them.  AET does not recommend specific systems for your practice, but does recommend deploying technology where it best fits your business goals.

Using Technology to Conduct Team Meetings
Pro	Con
Easier scheduling and access	Internet access is required. There can be a Latency/Lag (Delay in data).
Easier to record	Misunderstandings can arise if a client reads a tone into your email that is not intended.
Easier document sharing	You lose the benefit of viewing non-verbal communication (when compared to the in person people).
Ability to “mark up” a document	You need to be careful about your client’s privacy.  This includes a release allowing you to communicate by email and to whom.  Also care must be taken to always send the right documents to the right email address.
Most clients have access to email.	It requires equipment to access email and the internet.
	Interpersonal relationships are better formed in person.
	It takes longer to sign IEP documents as they have to be circulated to each signee after the meeting.
	People who are easily distracted or tend to procrastinate can be drawn away from important work to check email and lose efficiency.

PROS: As team meetings are a central part to collaboration, it is important to think about what varying levels of technology integration can be used for conducting team meetings. The main way to do that is through meeting in person or online.

Using Technology for Billing and Receiving
Pro	Con
Saves time	Country availability for countries with different currencies and exchange rates can be more costly.
Automated billing	There are usually extra fees for credit cards/electronic payments.
Tracking past due bills	More possible payment methods to keep track of can lead to confusion about what is paid and what is past due.
Reduces paperwork	Refunding if a mistake is made can be more complex.
Tax reporting likely becomes easier
Streamlined payment for customer ease
Buying things is more accessible

Using Technology for Communication Email, Video Telephone, Texting (Parent, Child, and Teacher)
Pro	Con
Scheduled messages (Flexible hours)	Hardware updating
Timing	Learning software
Accessibility to other students	Less non-verbal cues
Telehealth software	Easier to ignore
Documented communication	Documented communication
	Lack of tone (Text based)
	Must have written consent

Using Technology for Client Management
Pro	Con
Technology makes it easier to be HIPAA compliant.	Can be more expensive.
Centralizing of notes, billing, scheduling, reports, treatment planning, client portals, document sharing	Setup has a lot of details, and good set up is essential to gaining the benefits of the integration.
There is less paperwork.	Security is critical with client data all stored electronically.

Marketing
Pro	Con
Technology can allow for further reach of clients.	There are so many options for marketing that it can get overwhelming.
Technology enables you to tap into social media.	It is easy to overpay for technology or to get technology that is slick but has far more bells and whistles than you use.
Automation can save time in the long run.	Automations takes time to set up and manage.
There are easier graphic design (templates exist for free) options.	Technology needs regular review for effectiveness.
Technology can help hone in on your brand.
It can be easier to track marketing content and analyze its effectiveness.

Tools and Equipment For a virtual or in person practice, there are online apps and programs that can save time and space as well as adding excitement and engagement for students.
Pro	Con
Technology takes up less physical space.	It is easy to get overloaded with options.
Technology can be more accessible.	It is easy to spend beyond your budget.
There is a potential for easier access at home.

Accounting Considerations for Tax Reporting
Pro	Con
An accounting system will keep all of your records of income and expenditures in one place.	Set up takes time to be sure you can get the information you need in the right formats for reporting and tax records.
Once it is set up, it is easy to use, which makes it more likely that you will stay on top of your accounting needs.	If information is mis-categorized when input, it will make your data inaccurate.
Technology can save time when you need reporting for taxes or for analysis of your business.	It takes time to learn how to use it.