Provider Coordination Log Editable

About this resource

You have five providers on your team, four students on your caseload, and no one place that shows what you told the SLP or whether the OT heard the update. This is the case manager's side of keeping a multi-provider team aligned on goals and in touch. One fillable PDF: a provider contact sheet (role, goals assigned, how often you sync, contact info for each provider), an aligned-goals matrix (every student's IEP goals down the rows, each provider across the columns, a checkmark where they work together), a weekly communication log (what was shared, who told whom, action items, dated), a resource-sharing log (strategies and articles shared between providers by date), a weekly coordination check-in (structured team meeting notes), a quarterly summary, role expectations, an onboarding checklist for new providers, and a filled example for an invented team with five providers and four students. Type it once before the year starts; a mid-year goal change is a five-minute edit.

WHAT IS INCLUDED - 16 pages, 479 type-in fields

Setup

• How This Plan Works - one row per page: what it is for, when to fill it in, the order before the year starts, and what to redo when a goal or a provider changes
• How the Type-In Fields Work - one page, so nobody emails you
• Provider Contact Sheet - 8 rows: role (SLP, OT, PT, counselor, reading specialist, etc.), initials used on the matrix, which IEP goals this provider carries, how often you touch base, contact info
• Aligned-Goals Matrix - 11 goal rows, 6 provider columns (room to add more), a header row, and a totals row; every goal has at least one provider, every provider has at least one goal

Coordination

• Weekly Communication Log - 11 rows: date, shared by (which provider or the case manager), topic (a change, a new goal, something one provider found), told (who needs to know), action items and due dates, initials
• Resource-Sharing Log - 10 rows: date shared, shared by (provider name), resource (article, strategy, video, observation), relevant to (which goal, student, or skill), notes or link, received by (initials)
• Weekly Provider Check-In - structured notes for a 15-minute meeting: goals being worked on, what is working, what needs to change, student updates, action items with due dates, next check-in date, facilitator notes
• Quarterly Coordination Summary - a 6-row student/goal review table (student, goal, provider, on track, note for the team) plus a four-times-a-year narrative review: are goals aligned, are providers talking, what is working, what is missing, what we will change next quarter

Team

• Provider Role Expectations and Responsibilities - six areas (communication, goal alignment, student updates, shared strategies, access and scheduling, documentation) typed by the case manager in plain words, plus a box for your district's rules on coordination and supervision
• Onboarding Checklist for New or Reassigned Providers - seven items to cover in the first week, a five-item checklist of what the case manager prepares beforehand, plus a 7-row table for topics from the first team meeting
• Confidentiality and Professional Boundaries - a short agreement in plain words: what stays in a student's file, what is shared with the team, what is reported and to whom as your district's policy says, and five professional boundaries the team keeps together

Example And Reference

• Example: Provider Contact Sheet Filled In - five invented providers (SLP, OT, PT, counselor, reading specialist) for four invented students with assigned IEP goals, plus three filled sample communication-log entries and one filled sample resource-sharing-log entry showing the format in use
• Example: Aligned-Goals Matrix Filled In - the same team and students; every cell shows which provider works on which goal, with a goals-per-provider table, a goals-per-student table, and a worked quarterly-summary sentence

What This Is, And What It Is Not

It is a fillable PDF. Open it in a PDF reader, click a line, a box, or a cell, type, press Tab to move on, and Save As. It works offline with no account or subscription. It is NOT a Google Slides file, a Google Doc, a PowerPoint presentation, or an Excel workbook.

It is not a provider credential record, a supervision log, an evaluation, or a legal statement of what each provider may be asked to do or what must be reported; that is your district's policy, and the expectations page has a line to write it on. It is not a substitute for each provider's own progress notes, data sheets, session log, or caseload tracking. It is not a health record: no diagnoses or medication here, only the IEP goals the team is working on together. Example students and providers are invented and labeled as such on the page.

Who This Is For

Special education case managers, coordinators, or lead teachers who supervise or bring together a team of related-services providers (SLP, OT, PT, school counselor, reading specialist, and others), especially in schools where providers work across multiple buildings or in pull-out sessions. Teachers building a shared document for the first time a new provider joins the team. Anyone who has spent a meeting discovering that two providers worked on the exact same goal in two different ways.