Private-practice paediatric therapists and educational psychologists (UK, HCPC-registered) playbook · 7 jobs

AI for private child therapists: 7 jobs to hand to AI this week (admin templates and checklists only: no child or family information, no reports, no clinical content)

This page is for the business-admin side of a private paediatric occupational therapist, speech and language therapist or educational psychologist working in the UK. It is not for clinical work. AI here never drafts an assessment or EHCP report, writes or tidies a session note, summarises a child’s history, writes a letter about a child’s progress, or gives a clinical view: that is your judgement, and a child’s name tied to a therapy service is likely to count as health information under data protection law. Every job has the same first rule: do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video to an AI tool, and use placeholders such as [CHILD A]. The professional bodies say much the same in their own words: the RCSLT’s May 2026 principles say identifiable client information must not be entered into AI tools unless the system has been formally approved for secure clinical use under organisational information-governance requirements; the RCOT’s July 2026 standards say OTs do not input personal, identifiable or sensitive information into AI tools unless they meet your organisation’s requirements, and that if using AI to support record keeping you document when it has been used; and BPS guidance written for BPS Qualifications says no confidential client or identifiable personal data may be entered into AI tools unless an approved, compliant system is in place and a DPIA has been done. For a sole practitioner, what counts as “approved” is yours to define, so this page does not offer any route that puts child information into an AI tool. HCPC, the regulator, has said it will publish information on using AI “this autumn” and had not published it when this page was checked, so open its site again before you rely on any statement here. Evidence for this niche is mixed: two practice owners’ voices, one 2021 article, one unanswered question from an educational psychologist and regulator and professional-body text, with no weekly admin figure from any practitioner, so every job is a drafting aid to check, not a shortcut.

Never used ChatGPT or another AI tool? Start with job 1 below. Each job tells you which tool to open, the exact words to paste, and what to check before you send. New to all this? Read how to use AI at work, for beginners.

Your downloads: every prompt (.txt) every prompt (.md) whole playbook for Notion (.md) printable playbook (save as PDF)

Job 1 of 7ChatGPTGemini

Make a weekly plan for your admin time, from your own list of task types and minutes, with no client or session detail in it

Private practice owners say admin takes longer than allowed for: one speech and language therapist asks whether invoices, reports, notes and resources “always take so much longer than you allow yourself time for” and recommends a time audit for a week or two, and an OT practice owner describes writing five or six reports in one day and 10 pm report sessions. A written weekly plan puts admin into protected blocks instead of the evenings. AI can arrange your own list of task types, minutes and fixed session times into a plan with batching, buffers and a stop time. It sees no child, family, school or note content: only generic labels such as “report block” or “invoice run”, so there is nothing for it to misuse.

Time: About 30 minutes, after a week of noting your own task timesTool cost: you can start with a free AI tool

An AI chat tool you already use, then your own diary or calendar (the AI sees only generic task labels and times, never a child, a school or a note)

Steps

  1. For one week, note in your own notebook how long each type of admin task really takes, using generic labels only: invoicing, enquiries, notes write-up, report writing, resource preparation, supervision, CPD, bookkeeping. Do not write a child’s name or initials in this log.
  2. List your fixed commitments as generic blocks with days and times (for example “Tuesday 9 to 1: sessions”, “Thursday 2 to 4: school visits”) and the deadlines you work to for reports, as dates without names, such as “report block due 3 November”.
  3. Paste the generic list into the prompt. Ask for a Monday to Friday plan that batches similar tasks, places notes write-up close to the sessions, protects a report-writing block ahead of each date you give, and adds a buffer and a stop time.
  4. Read the plan against your own record-keeping duties and your family commitments, change what does not work, and put the blocks into your diary yourself.
  5. After two weeks, compare plan with reality by task type, adjust the minutes, and repeat the time audit when your caseload changes.

The exact prompt

Copy, paste, then fill in the [brackets]
I am a private-practice paediatric therapist in the UK. Below are my own generic task types with the minutes I normally need, my fixed session blocks (days and times only) and my report deadlines (dates only, no names).

Task: draft a Monday to Friday admin plan as a simple table (day, time, block label). Place my admin tasks in the gaps between my fixed blocks. Batch similar tasks together, put the "notes write-up" block on the same day as sessions or as soon after as the gaps allow, protect one uninterrupted "report writing" block before each deadline date I give, leave a 30-minute buffer on each day with sessions, and end admin by [STOP TIME]. Use only my labels. Do not add any task I have not listed, do not name or describe any child or session, and do not suggest what any note or report should contain. Flag any clash with my fixed blocks instead of changing them.

RULES FOR THIS CHAT: Do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video. I have not included any and will not. I will give you only my own text, headings, dates and figures that I have typed in. Use the blanks [CHILD A], [PARENT], [SCHOOL] and [REFERRER] only. Do not ask for them and do not invent any. You must not give or suggest any clinical judgement: no view on any child’s needs, diagnosis, progress, provision, goals or recommendations, and no view on what any assessment, report, clinical note, plan or letter about a child should say. Do not write, edit, summarise or check any clinical note, assessment, report, EHCP content or letter about a child. Where a clinical fact or decision is needed, write [PRACTITIONER TO COMPLETE]. Everything you write is a blank layout or a draft that I, the registered practitioner, will read, complete and approve myself, and I stay accountable for it.

MY TASK TYPES AND MINUTES: [PASTE]
FIXED BLOCKS: [PASTE]
REPORT DEADLINES (dates only): [PASTE]

✓ Check before you send

  • Every label in the plan is generic (for example “report block”, “invoice run”): no child name, initials, school or case detail appears in the plan, and none went into the AI tool.
  • The notes write-up block sits on the same day as sessions or soon after, because HCPC’s standards say records should be completed “promptly and as soon as possible after providing care”.
  • Report-writing blocks come before your real deadlines with a day to spare, and the plan did not move your fixed session blocks.
  • You have time for supervision, CPD and breaks in the week, and a stop time you can keep.
  • After two weeks you compared the plan with what really happened and changed the minutes.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Open this job on its own page →

Job 2 of 7ChatGPTGemini

Draft your invoice cover email and a three-step payment chase as templates with blanks, so no child or service detail is ever typed into the AI tool

Practice owners say cash flow is a worry: one OT practice owner writes of not knowing when invoices will come in, and another therapist names sending invoices and chasing late payments as slow admin. An invoice or chase that names a child and a therapy tells the reader about a child’s health, and the ICO says data concerning health is special category data, so the safe route is to build the wording once as a template and fill in names and amounts in your own system. AI drafts the template text with blanks, in a polite and firm tone, for three stages of chase. It never sees a child, a parent, a service description or an amount, and you add every detail yourself after the draft is saved.

Time: About 20 minutes once; a minute per invoice afterwardsTool cost: you can start with a free AI tool

An AI chat tool you already use, then your own email or practice system (the AI sees only blank templates; names, amounts and service lines are added by you afterwards)

Steps

  1. Write your payment terms yourself in two or three lines: days to pay, how to pay, and any late-payment charge you have agreed in your terms. Decide the invoice wording your accountant is happy with, such as “Professional services, [DATE]”, and do not put a condition, a diagnosis or a type of assessment on an invoice line unless you must.
  2. Paste only your payment terms and the stage names (invoice cover, friendly reminder, firm reminder) into the prompt. Do not paste any invoice, name or amount.
  3. The AI returns three short email templates with blanks for [PARENT], [INVOICE NUMBER], [AMOUNT], [DUE DATE] and [SIGN-OFF], each under 100 words, with subject lines that name no child and no service.
  4. Save the templates in your email or practice system. For each invoice, fill the blanks by hand, check the subject line and body for any child’s name or condition, and send from your own email.
  5. For invoices to schools, solicitors or local authorities, check your own terms and take advice before charging interest. Keep a dated record of every reminder you send.

The exact prompt

Copy, paste, then fill in the [brackets]
I am a private-practice paediatric therapist in the UK. Below are my own payment terms.

Task: draft three email templates, each under 100 words, plain English, polite and firm: (1) an invoice cover email; (2) a friendly reminder for an invoice that is a few days overdue; (3) a firm reminder. Each must use only these blanks: [PARENT], [INVOICE NUMBER], [AMOUNT], [DUE DATE], [PAY BY DATE], [SIGN-OFF]. Give each a subject line that contains only [INVOICE NUMBER] and the words "Invoice" or "Reminder". Repeat my payment terms exactly as I give them in each template. Do not name or describe any child, therapy, assessment, report or service, do not calculate or state any interest or fee, do not threaten any action I have not named, and do not mention any health or education matter.

RULES FOR THIS CHAT: Do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video. I have not included any and will not. I will give you only my own text, headings, dates and figures that I have typed in. Use the blanks [CHILD A], [PARENT], [SCHOOL] and [REFERRER] only. Do not ask for them and do not invent any. You must not give or suggest any clinical judgement: no view on any child’s needs, diagnosis, progress, provision, goals or recommendations, and no view on what any assessment, report, clinical note, plan or letter about a child should say. Do not write, edit, summarise or check any clinical note, assessment, report, EHCP content or letter about a child. Where a clinical fact or decision is needed, write [PRACTITIONER TO COMPLETE]. Everything you write is a blank layout or a draft that I, the registered practitioner, will read, complete and approve myself, and I stay accountable for it.

MY PAYMENT TERMS: [PASTE]

✓ Check before you send

  • The subject lines and bodies contain only blanks: no child’s name, initials, therapy type, assessment or report is named anywhere in the templates.
  • The payment terms in each template match your written terms exactly, and the AI added no interest figure, fee or threat.
  • When you fill a template in, you check the subject and body again for any child’s name or condition before you send it.
  • For invoices to a school, solicitor or local authority, you have checked your own terms and any rule on late payment before you quote a charge.
  • No child or family information, and no invoice or amount, went into the AI tool.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Open this job on its own page →

Job 3 of 7ChatGPTGemini

Lay out a blank log for amendment requests on your reports, which you complete yourself, with no report content in it

An OT practice owner describes the “emails back-and-forth with amendments made on reports”. When a school, solicitor or local authority asks for changes to a report, the risk is that a request to change wording becomes a change to your clinical finding without anyone noticing, or that two versions are in circulation. A simple log of who asked, what kind of change it was, what you decided and which version went out keeps the trail. AI lays out the blank table only. You decide every amendment, you make every change in your own document and system, and the AI never sees a request, a report or a version.

Time: About 10 minutes to lay out; a couple of minutes per request afterwardsTool cost: you can start with a free AI tool

An AI chat tool you already use, then your own spreadsheet (the AI sees only column headings, never a report, a request or a name)

Steps

  1. Decide your own version-numbering rule (for example v1, v2) and where each report version is stored in your records, and write it as one line.
  2. Decide your own categories for an amendment request, in your own words, for example: typing or format error, factual detail you can verify from your own records, request that would change a clinical statement or recommendation, or request you decline. Write them in a short list yourself.
  3. Ask the AI for a blank table with these columns: date received; who asked (role only, such as school, solicitor, local authority or parent); how received; type of change (your categories); your decision; date reply sent; version issued; where the new version is saved; notes by you. Add a header with your version rule.
  4. Copy the table into your own secure spreadsheet. Log each request on the day it arrives; the log holds no child name or report text, only the job reference you already use.
  5. Review the log monthly. Any request that would change a clinical statement is decided by you alone, and you note when and why.

The exact prompt

Copy, paste, then fill in the [brackets]
I am a private-practice paediatric therapist in the UK. Below is my version-numbering rule and my own categories for amendment requests on reports.

Task: lay out a blank table for my own spreadsheet to log amendment requests. Columns: Date received; Who asked (role only); How received; Type of change (my categories as a dropdown list); My decision; Date reply sent; Version issued; Where the new version is saved; Notes (mine). Above the table, a header block with my version-numbering rule exactly as I give it and a line "Job reference only: no names, no report text". Ten blank rows. Do not add any example row, do not suggest what any decision should be, and do not comment on any amendment or report.

RULES FOR THIS CHAT: Do not give any child’s or family’s name, date of birth, school, address, diagnosis, scores, session notes, voice or video. I have not included any and will not. I will give you only my own text, headings, dates and figures that I have typed in. Use the blanks [CHILD A], [PARENT], [SCHOOL] and [REFERRER] only. Do not ask for them and do not invent any. You must not give or suggest any clinical judgement: no view on any child’s needs, diagnosis, progress, provision, goals or recommendations, and no view on what any assessment, report, clinical note, plan or letter about a child should say. Do not write, edit, summarise or check any clinical note, assessment, report, EHCP content or letter about a child. Where a clinical fact or decision is needed, write [PRACTITIONER TO COMPLETE]. Everything you write is a blank layout or a draft that I, the registered practitioner, will read, complete and approve myself, and I stay accountable for it.

MY VERSION RULE AND CATEGORIES: [PASTE]

✓ Check before you send

  • The log is blank and holds a job reference only: no child name, initials, report text or finding is anywhere in it.
  • Your own categories include one for any request that would change a clinical statement or recommendation, and that category is decided by you alone.
  • Every request is logged on the day it arrives, with the version issued and where it is saved, so one version is clearly the current one.
  • The log is stored securely, as HCPC’s standards require for records, and the AI was never shown a request or a report.
  • If you ever used AI to help produce a record or report, RCOT’s standard 11.1.12 and your own body’s rules on documenting that have been followed; this log does not replace that.

UK notes extra

Last reviewed Oct 2026. Free tools change. If a screen looks different, the steps still apply.Back to top ↑

Open this job on its own page →

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Questions private-practice paediatric therapists and educational psychologists (UK, HCPC-registered) ask

Can AI write session notes, reports or give a clinical view?

No. AI here never drafts an assessment or EHCP report, writes or tidies a session note, summarises a child's history, writes a letter about a child's progress or gives a clinical view. That is your professional judgement. The jobs are admin templates and checklists.

Is it safe to put a child's or family's details into AI?

No. Do not give any child's or family's name, date of birth, school, address, diagnosis, scores, session notes, voice or video to an AI tool, and use placeholders such as [CHILD A]. The professional bodies say much the same in their own words, and for a sole practitioner what counts as approved is yours to define, so this page does not offer any route that puts child information into an AI tool.

What does the HCPC say about AI?

The HCPC, the regulator, has said it will publish information on using AI, and had not published it when this page was checked. Open its site again before you rely on any statement here, and follow your own professional body's guidance (the RCSLT, the RCOT or the BPS).

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