Team Meeting guide

The handover that lets your Allied Health Professional (AHP) define safe tasks for your Allied Health Assistant (AHA).

The quick version

How long
Confirm with your AHP
Cost
A paid meeting
Who attends
AHA and AHPThe client or carer is optional for an online discussion.
What you leave with
Agreed tasks and a communication plan

Updated October 2026

Before

In short: provide background information and arrange the handover with your AHP.

Prior to the Team Meeting, we ask the client or carer to provide background information for the Team Meeting Form.

Two ways to meet

A joint session - usual

The AHA attends the AHP's regular session with the client.

An online discussion

If a joint session is not possible, the AHP and AHA can meet online. It is optional for the client or carer to be present.

The Team Meeting Form must be completed either way.

During

In short: agree the tasks, the safety requirements and how the team will stay in touch.

The Team Meeting is a handover session which allows the team to get to know each other, demonstrate therapy tasks, and ask follow-up questions.

Work through the Team Meeting Form

  • The AHP and AHA complete and discuss the client's therapy goals, therapy plan and risk assessment.
  • Discuss the format and frequency of ongoing communication. The AHP should decide how frequently ongoing communication is to occur.
  • The AHA can refer to this document when they commence independent sessions with the client.

By the end, everyone knows

  • What the AHA will work on independently with the client
  • What the AHA will do if they have questions or concerns
  • How often the AHA will update the AHP

Sample Team Meeting Forms

Occupational Therapy Physiotherapy Speech Pathology

Open the Team Meeting Form

After

In short: share the completed form, then book independent sessions and keep communicating.

Finalise and share

The AHA finalises the Team Meeting Form and shares it with the client or carer, the AHP and Fora. Everyone can check that the AHA has correctly understood the tasks.

Book independent sessions

The AHA and the client or primary carer can book independent sessions and begin working on the tasks identified for the AHA.

What happens at check-ins

  • The AHA reports back on how sessions are progressing.
  • The AHP helps the AHA troubleshoot any issues.
  • The AHP makes adjustments to the therapy plan.
  • The AHP demonstrates new therapy activities. The AHA tries these with the client and the AHP provides feedback.
  • The AHP shares resources.

Keeping the team connected

  • After each AHA session, with the client or carer's permission, the AHA should email progress notes to the AHP. The client or carer already has access to these notes through their Fora account.
  • The AHA and AHP should have regular check-ins, typically joint sessions where the AHA attends the AHP's regular session with the client.
  • Check-ins may begin more frequently while the AHA is learning new skills, then reduce in frequency. If joint sessions are not suitable, check-ins may take place by video or phone call.

Examples of ongoing communication

The format and frequency are discussed at the Team Meeting and decided by the AHP.

Speech Pathology

  1. After every sessionThe AHA emails progress notes and questions to the Speech Pathologist and the client's carer. The Speech Pathologist emails feedback and answers.
  2. First monthThe AHA attends the Speech Pathologist's regular 1-hour session with the client every fortnight.
  3. Then: every 4-6 weeksThe AHA attends the Speech Pathologist's regular session.

Occupational Therapy

  1. After every sessionThe AHA emails progress notes to the Occupational Therapist and the client's carer.
  2. Every 4-6 weeksThe AHA attends the Occupational Therapist's regular 45-minute session with the client at school.
  3. Within that session15 minutes discussing changes to the plan, then 30 minutes observing the Occupational Therapist demonstrate new activities.

Physiotherapy

  1. After every sessionThe AHA emails progress notes and questions to the Physiotherapist and client. The Physiotherapist emails feedback and answers.
  2. Every 3-4 weeksThe Physiotherapist and AHA have a video call.

What you need to do

Client or family

  • Provide background information before the meeting.
  • Review the completed form shared by the AHA.
  • Book independent sessions with the AHA after the Team Meeting.

AHA

  • Complete and discuss the goals, plan and risk assessment with the AHP.
  • Finalise the form and share it with the client or carer, the AHP and Fora.
  • Send progress notes with permission and attend the agreed check-ins.

AHP

  • Define suitable tasks and clear parameters for the AHA.
  • Discuss the goals, plan and risk assessment with the AHA.
  • Decide how often ongoing communication happens and provide guidance at check-ins.

Questions

Are telehealth team meetings ok?What is involved in a Team Meeting (also sometimes referred to as a therapy handover)?How do I maintain contact with the client's AHP? How closely will I work with them?My AHA and AHP have had a Team Meeting, how do I schedule regular sessions?What is a Team Meeting?How often does my AHA need to speak with my AHP?Who is responsible for the AHA?What happens if I can't organise an in-person session? Are online Team Meetings ok?

Next: regular sessions and check-ins

Begin the agreed tasks and stay in touch with your AHP.

Speak with the team