Frequently Asked Questions

General

What is Double Time Docs?

Double Time Docs is web-based software developed by an occupational therapist that focuses on efficient Occupational Therapy documentation that is designed specifically for school districts, contract companies, and pediatric clinics. It allows for the therapist to write an individualized narrative report in 30 minutes. As the OT answers questions (multiple choice, fill in the blank, short answer) DTD automatically generates a Word document that can be downloaded and fine-tuned. This process eliminates the need for the therapist to use strategies such as templates and cutting and pasting.

Who is DTD for?

DTD is for any occupational therapist working in the school setting or pediatric clinic who writes narrative evaluations. It is especially beneficial to new graduates or new therapists in the pediatric setting.

Can DTD really save me that much time?

Since most of our referrals are based on writing, I like comparing DTD to modifying a student's written output. When a student has to independently think of organization, spelling, punctuation, grammar, and the mechanics of writing or typing it can take a long time. It's the same for OT's when they write their evaluations. DTD does most of this for you all you have to do is answer the questions which obviously takes a certain amount of time.

Some therapists take three hours to write an evaluation and others take only 1 hour. The average amount of time an OT 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 questionnaires (caregiver, teacher, and DTD printable questions) you can save a significant amount of time because all you have to do is click the answers. The more evaluations you do the faster and easier it becomes due to familiarity.

Why do I need DTD? Our district or company already has an online program.

Simply put all DTD does is write a fully functional OT report by answering questions and providing comments in about 30 minutes. This means that the therapist, district, or company does not have to change their IEPs software. If a therapist is willing 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. Pretty much what they are already doing but in 30 minutes rather than 2 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 is just a report.

How long does it take for an occupational therapist to complete a DTD evaluation versus a regular evaluation?

In a survey of over 250 OTs, it takes an average therapist 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 program, they are able to do a evaluation in under 30 minutes.

What's so great about DTD?

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.

How is DTD different than other websites?

DTD is not aware of any other program that can write a full evaluation based on occupational performance of a child. There are websites that will analyze and provide interpretations on specific standardized tests but they do not encompass the whole student's occupational performance areas.

What is the mission of DTD?

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.

How is DTD beneficial to therapists new to the field (new graduates or new to the setting)?

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. If the therapist follows the Quick Tips and answers the questions on the DTD template, it will help organize and teach the therapist what to look for when evaluating the child.

What's the benefit of having a company or school district utilizing DTD for all their therapist?

Some companies and districts utilize their employees to help teach therapists how to write an evaluation. Other school districts have employees (not necessarily OTs) 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.

Do you offer any discounts to companies or school districts that would like to utilize DTD for all their therapist?

Yes, please contact us at info@doubletimedocs.com for more information.

Why is it a good idea to have a universal template for Occupational Therapists?

The quality of an occupational therapy 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 occupational therapists we surveyed while developing the DTD service. 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, psychologists, and other OTs to read and find information easily.

Do you collect data from the reports stored online?

As of right now, no. In the future we would like to collect data from the reports (no 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 if at all.

About Our Software

How was this template organized and developed?

The 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 other therapists across the country.

Are DTD reports individualized?

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

Why can't I see the charts for the assessment or fill them out online?

The assessment descriptions and charts show up on the Preview feature and when you download the document. At this time, you are able to write only your interpretation and implications of the scores online. Once you download the document you can fill in the charts. We hope to automate this process and add it as a feature to DTD soon.

Do I have to answer all the questions?

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.

In the Preview, why are some sentences highlighted in yellow?

If you click on the sentence, it will take you to that specific question so that you can edit or change your answer.

What security measures has DTD taken to safeguard data?

As you know, users must log in to access DTD. Your secure login is the first security measure in effect, so please keep your password safe. DTD encrypts your password in our database, keeping it secure.

Only you 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 encryption 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 false first name for your student, download the Word 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.

Our host employs a multi tier security strategy. On the inside, all operating systems and software components are kept up-to-date. On the outside, our host utilizes network firewalling and hardened TCP/IP stacks to mitigate hacking attempts.

More info can be found at our host, FortRabbit.

Where is feature X?

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.

Account and Billing

What do I get with my Free Trial?

You'll get 1 free Doc Credit and 7 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.

How do monthly and yearly subscriptions work?

Access to DTD requires a paid subscription. There are several plans to choose from that include different numbers of Doc Credits.

What are Doc Credits and how do they work?

To create and edit a Doc on DTD, you need to redeem a Doc Credit. Each plan comes with a certain number of Doc Credits each month and are issued on your billing date. To view or edit your Docs, or to redeem a Doc Credit, you must have an active subscription. See our plans and choose the one that best fits your needs.

Do Doc Credits expire at the end of my billing period if I don't use them?

No! Doc Credits do not expire. They roll over each month. So, for example, if you subscribe to the Plus Plan, you'll receive 3 Doc Credits on your billing date each month. If you only use 2 Doc Credits in your first month, the 3rd Doc Credit will roll over and be available until you use it, along with 3 new Doc Credits for your 2nd month. This way, if you don't use any Doc Credits for a month or 2, your accrued Doc Credits will be waiting for you when you log in the next time.

What if I run out of Doc Credits during my monthly billing period and I need more?

You can purchase individual Doc Credits at any time. If you have a heavy case load in a particular month, and you need a few extra Doc Credits, simply purchase them separately. Go to your Credits page where you can buy them. They'll be available for use instantly after purchase.

Can I see my Docs even if I don't have an active subscription?

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

Is there a time limit to editing each Doc?

Yes. Once a Doc is created, you have 30 days from that date and time to edit the Doc. After 30 days, you may continue to download the Doc as a Microsoft Word file and edit it on your computer, but you will not have access to the DTD tools to edit that Doc. If you need an extension, please contact us and we can extend your access to edit the Doc.

Can I cancel my monthly subscription any time? How do I do it?

Yes, there are no long-term commitments. 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.

Can I change my plan at any time?

Yes! Changing your plan is simple. Just go to your Subscription page and click the plan button you want to change to. Note that your new Doc Credits will be issued on your next billing date.

If I change or cancel my plan, is there a prorated refund on what I've paid for the current billing period?

No. There is no proration on monthly plans when changing or canceling your plan. This is because Doc Credits are issued to you upon successful payment at the start of your billing cycle. Once Doc Credits are issued to you, they are yours to keep and use, as long as you have an active subscription. If you change your plan, you are not charged again until the start of your next billing cycle.

If I cancel my plan and want to sign up later, will I have access to my old Docs and Doc Credits?

Yes! If you need to cancel 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.

What forms of payment do you accept?

We accepts credit cards only.

Are my credit card details safe and secure?

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.