Frequently Asked Questions

Double Time Docs is a web-based software tool that focuses on efficient Pediatric Speech and Language Pathology, Occupational Therapy and Physical Therapy documentation. The software is designed specifically for school districts, contract companies, and pediatric clinics. It allows for the therapist to write an individualized narrative report in about an hour. As the therapist answers questions (multiple choice, fill in the blank, short answer) the software automatically generates a Word document or Google Doc that can be exported and fine-tuned. This process eliminates the need for the therapist to use strategies such as templates or cutting and pasting.

DTD is for any Pediatric Speech and Language Pathologist, Occupational Therapist or Physical Therapist who writes narrative evaluations while in the school setting or a pediatric clinic. It is especially beneficial to new graduates or new therapists in the pediatric setting.

Some therapists take three hours to write an evaluation and others take only 1 hour. The average amount of time a therapist takes to write an evaluation is around 2.5 hours, so the amount of time saved will be based on the individual. If you complete the caregiver and teacher questionnaires, you can save a significant amount of time because all you have to do is log in and click the answers. The more evaluations you do the faster and easier it becomes due to familiarity.

Simply put, DTD generates a fully functional SLP, OT or PT evaluation report in about 1 hour just by answering questions and providing comments. This means that the therapist, district, or company does not have to change their IEPs software. If a therapist chooses to use DTD, all they would have to do is answer questions, download their report and cut and paste it directly into their district software such as IEP Direct, EASY IEP, SESIS, Frontline, etc. It's essentially what you're already doing but in 1 hour rather than 2 or more hours. A therapist wouldn't even need to have permission to use DTD from their supervisor, district, or board of ed because the final result from DTD is a report, the same as if you'd written it without the help of our software.

In a survey of over 250 OTs, it takes on average a little over 2 hours to write an evaluation even when using strategies such as templates and cutting and pasting. The percentage of therapists with 2-10 years of experience who take more than 3 hours to write an evaluation is an astounding 40 percent. When therapists use the DTD software program, they are able to do an evaluation in about one hour.

A lot! Here are some key points:

• Reports done in a fraction of the time.
• A therapist can be more productive by focusing on planning, treatment, and consultations.
• Reports are written to the standards of the district.
• Consistency between therapists - new/old and district/contract
• Teaching tool for new grads
• Data collection
• One template for initials/triennials/observations
• Reduces common errors such as wrong name, pronouns, etc.

We are not aware of any other software program that can write a full evaluation using similar technology. There are websites that will analyze and provide interpretations on specific standardized tests, but they do not encompass the whole student's speech, occupational or physical performance areas.

Our mission is to make the process of writing an evaluation faster and less stressful for the therapist so that they can focus on other aspects of their job, their families, and themselves.

Most companies and schools do not provide a comprehensive mentorship that will teach therapists how to write an evaluation. When 62 therapists were asked "How did you learn how to write an evaluation?", 43 percent of them said they learned on the job. This means that they are learning how to write an evaluation when they get the referral or they are being mentored which can occupy more time and money from the district. This process can also be very stressful and overwhelming to the therapist. When the therapist answers the questions in the DTD software, it will help organize and teach the therapist what to look for when evaluating the child.

Some companies and districts utilize their employees to help teach therapists how to write an evaluation. Other school districts have employees (not necessarily in the same field) proofread reports prior to being sent home. DTD can help eliminate this time spent by making a template that meets the standards of the district/company. It will also save the therapist time, which makes them more productive by focusing on treatment planning and interventions instead of spending hours writing an evaluation.

Yes, we offer Team Pricing at discounted rates. Please contact us at info@doubletimedocs.com for more information.

The quality of an evaluation report can include the format, grammar, and content which can all be subjective. Even though some school districts or contract companies provide a format and content guideline for the therapist to follow, it does not necessarily mean that the quality is consistent among all therapists. Consistency in format, content, and organization was important to most of the therapists we surveyed while developing the DTD software. It provides a sense of unity amongst therapists within a company or district. It also makes it easier for IEP team members such as teachers and psychologists to read and find information easily.

As of right now, no. In the future we would like to collect data from the reports (without personally identifiable information) for districts and companies. The goal is to use the data to improve, implement, or modify current strategies or programs. Data is important for therapists to collect to help reinforce or implement a program. For example, if a therapist or district implements a handwriting program in kindergarten or 1st grade, the district would be able to see how the referrals have changed over time.

When you're done editing the doc in our software, you can download a Microsoft Word document, and/or export it to your Google Drive as a Google Doc. You can then edit and fine-tune it as much as you want and share it with colleagues like any other file.

The OT template and report was developed and organized by following the guidelines and samples from Best Practices For Documenting Occupational Therapy Services in Schools, Occupational Therapy Evaluation for Children 2nd Edition, AOTA Occupational Profile Template, and reviewing reports from many therapists across the country.

Our SLP, OT and PT versions were all developed by our staff who each have 20+ years experience in the pediatric setting and have written and read thousands of reports. We've distilled all the best elements into a comprehensive yet easy to read format.

Yes, all reports are based on the individual's behaviors, scores, teacher/parent report, and individual performance.

No, you can answer whatever questions you feel are relevant to the student. The questions that are not answered will not be included in your report.

Recently edited sentences, based on your answers to the questions, are highlighted in blue so you can quickly see your changes. If you rollover a sentence and it turns yellow, click on it and you will be taken to that specific question so that you can edit or change your answer.

We have a full line of school-based and clinic-based versions for OT, PT and SLP. Six versions in total.

We take data security very seriously. You can read our Privacy Policy which describes in detail how we handle student data under FERPA, and explains our data and site security as well.

All users must log in with a password to access DTD. Your secure login is the first security measure in effect, so please keep your password safe. DTD uses hashing (one-way encryption) to store your password in our database, keeping it secure. We cannot read your password in our database. You can use the forgot password link to reset it if needed.

Only you, your team admin (if opted-in) and the DTD admins have access to the docs that you create. Our admins have access only for the purposes of maintaining the services and carrying out day to day operations.

DTD uses industry-standard security practices when storing the doc's data in a secure database. We also utilize SSL (https) which encrypts all data being sent between your computer and our servers.

If you prefer to add an extra layer of security, you can use a fictitious first name for your student, download the Word doc or Google Doc, and do a quick search-and-replace for the first name. That way, the student's name will never be stored on our servers. The same can be done for the student's age, your school's name, etc.

Our host

DTD runs on a host that utilizes Amazon Web Service (AWS) data centers. AWS ensures a high level of physical security to safeguard their data centers. Among others things they employ two-factor authentication for all their authorized staff members, military grade perimeter controls and security staff at all ingress points.

As for environmental protection, AWS has sophisticated fire detection and suppression equipment, fully redundant power infrastructure with integrated uninterrupted power supply (UPS) units and high end climate control system to guarantee an optimal working environment for the hardware.

More info can be found at our host, Heroku.

We are continuously improving DTD by adding new features. If you have a particular feature request, we'd love to hear it! Please email us at info@doubletimedocs.com and let us know what you have in mind.

You'll get 1 free Doc Credit and 30 days to use all of DTD's tools. There is no difference or limit to the functionality of the tools between the Free Trial and a paid subscription. So, dig in and try everything.

Access to DTD requires a paid monthly subscription. You can pause your subscription at any time and restart it again, keeping all your Doc Credits and Docs in your account. For example, you can pause for the summer or during months where you don't have any evals to write.

To create and edit a Doc on DTD, you need to redeem a Doc Credit. You can purchase any number of Doc Credits at any time. The more you purchase at once, the lower the price per Doc Credit. See the Doc Credit prices on our home page.

No! Doc Credits do not expire. They roll over each month. Once purchased, you can use them as long as you have an active subscription.

In order to view, edit or download your Docs you will need an active monthly subscription.

No. Once you download a Doc, it will no longer be editable on our site software. We encourage you to use the Preview function often to see exactly what the report will look like before downloading. Once downloaded, the Doc will not be editable in the software on our site, but you can edit in Microsoft Word or Google Docs as much as you like. It is a normal Word .doc or Google Doc like any other. If you need to Doc unlocked after you've downloaded it, please contact us for assistance.

Yes, there is no long-term commitment. You can cancel your subscription at any time by going to the Subscription page and clicking the "Turn off Auto-Renew" button. Your card will not be charged after clicking that button.

No, sorry. We do not give prorated refunds when canceling your plan. At any time, you can turn of Auto-renew and you will not be billed again. However, you'll still have access to the software until the end of the billing period you paid for.

Yes! If you need to pause your subscription at the end of the school year, or at any other time, you can do so. When you sign up again, you will pick up right where you left off - you will have access to your old Docs and Doc Credits.

We accept credit cards and can also accept a Purchase Order if requested.

Yes. We work with the industry leader in credit card processing, Stripe. Your credit card details are securely transmitted to Stripe and stored there. Your details never touch our servers. Stripe handles all credit card transactions for DTD.