You might have noticed that more and more schools are turning to virtual related services to support their students, and for good reason. Across the country, special education teams are stretched thin. Positions go unfilled for months. Rural districts are especially struggling to find providers nearby. Even well-staffed schools face challenges meeting IEP timelines and keeping up with documentation. In the middle of all this, students still need services, and families still rely on schools to deliver them with care and consistency.

That’s where school teletherapy comes in. Virtual services offer a way to connect students with experienced providers, even when in-person staffing isn’t possible. But finding the right partner matters. Not every provider understands how schools operate, how IEP teams collaborate, or what compliance really looks like in practice.

In this blog, we’ll walk through what makes a provider stand out. You’ll learn which services can be delivered virtually, what questions to ask when evaluating your options, and how to identify the best virtual related service provider for schools. 

Why More Schools Are Turning to Virtual Related Services

 

Today’s school districts are navigating growing challenges around delivering special education and related services. Staffing shortages, changing student needs, and increased expectations for flexibility have all contributed to a shift in how services are delivered. As a result, many administrators are exploring virtual related services as a way to provide consistent support for students while still meeting IDEA compliance requirements.

Remote special education is no longer considered an emergency response or a temporary solution. For many schools, it’s become a reliable part of the service model, especially when traditional staffing options fall short. The growing interest in teletherapy for schools reflects a broader shift toward meeting students where they are, using technology to expand access without compromising quality.

 

Filling Gaps from the Special Education Staffing Crisis

The national shortage of special education personnel continues to impact schools of every size and setting. According to data from EdResearch for Recovery, 51% of U.S. schools had unfilled SPED positions as of March 2025. These gaps can lead to delays in IEP services, increased caseloads for existing staff, and rising rates of burnout.

Virtual related services have emerged as a practical way to address these challenges. Districts are using remote providers to fill vacancies in hard-to-staff areas like speech-language pathology, school psychology, and occupational therapy. While some schools use teletherapy as a short-term bridge, others are building it into their long-term staffing plans. This approach allows schools to maintain service continuity even when local hiring isn’t possible.

 

Expanding Access for Rural and Underserved Schools

For rural schools and geographically isolated communities, access to qualified providers has been a challenge for years. Hiring a full-time school psychologist or speech therapist may not be feasible due to low student numbers or budget limitations. Remote special education offers a way to close that gap, giving students access to the services they need without requiring staff to relocate or commute long distances.

Several rural districts have found success by partnering with virtual providers for both evaluations and ongoing therapy. In some areas, virtual sessions have allowed students to receive OT or counseling for the first time. With the right technology and training, rural schools are able to offer high-quality services that would otherwise be out of reach.

 

Meeting Parent and Student Needs Post-Pandemic

The COVID-19 pandemic reshaped how families think about learning and support. Many parents now expect greater flexibility from schools, especially when it comes to scheduling, service options, and communication. For students with IEPs or 504 plans, teletherapy for schools can offer consistency during times of transition, regardless if it’s moving between schools, recovering from illness, or navigating schedule changes.

Since 2020, districts have reported a steady increase in family requests for virtual sessions, particularly for counseling and related services that benefit from familiar, low-stimulation environments. For students with anxiety or sensory sensitivities, logging in from a quiet space at home can be more effective than meeting in a busy school office. By incorporating virtual related services into their broader plan, schools can better meet the diverse needs of students and families in a post-pandemic world.

 

What Services Can Be Delivered Virtually?

Speech and Language Therapy (SLP)

Online speech therapy has become one of the most widely adopted virtual services in education. Through live, interactive sessions, speech-language pathologists (SLPs) can address a full range of IEP goals related to articulation, receptive and expressive language, fluency, and pragmatic/social communication.

SLPs use digital tools to keep sessions engaging and personalized. These might include:

• Boom Cards for vocabulary and comprehension work

• Articulation-specific apps for sound production

• Visual supports, games, and interactive slides

• Augmentative and Alternative Communication (AAC) tools for nonverbal or minimally verbal students

Because these tools can be shared on-screen and adapted in real time, students often remain highly engaged, even in short, focused sessions.

Occupational Therapy (OT)

Virtual OT for schools is both possible and effective when sessions are structured intentionally and aligned with a student’s specific goals. Occupational therapists can work on fine motor skills, visual-motor integration, self-regulation strategies, and daily living skills, all within a virtual format.

Therapists might guide students through:

• Handwriting tasks using a document camera or screen sharing

• Movement and sensory activities using household objects

• Visual tracking exercises with digital materials

• Self-care routines with modeled demonstrations

Virtual OT often includes close collaboration with caregivers or paraprofessionals, especially for younger students or those needing physical prompts. With the right setup, therapists can gather valuable observations and support carryover across home and school environments.

 

Mental Health, Counseling, and Social Work

School-based mental health services can be especially well-suited for virtual delivery. Licensed school counselors and social workers are able to meet with students online to support emotional well-being, social skills development, and behavior regulation.

Common services include:

• One-on-one counseling sessions tied to IEP or 504 goals

• Small group support focused on peer relationships, coping strategies, or self-advocacy

• Behavior planning and consultation with school teams

• Integration into Multi-Tiered Systems of Support (MTSS)

Many students appreciate the privacy and flexibility of virtual counseling. When paired with caregiver communication and school staff collaboration, remote services can offer meaningful, ongoing support for students navigating emotional or behavioral challenges.

School Psychology and Psychoeducational Evaluations

Thanks to advances in technology and virtual testing platforms, many schools now rely on remote IEP services for assessments and evaluations. Licensed school psychologists can conduct psychoeducational evaluations through secure video sessions, supported by online rating scales and structured observation tools.

Common features of virtual school psychology services include:

• Cognitive and academic assessments using digital protocols

• Teacher and parent rating scales that can be completed on a computer or tablet

• FERPA– and HIPAA-compliant video platforms to ensure student privacy

• Real-time behavioral observations during live sessions or classroom screen-sharing

In districts facing psychologist shortages or long evaluation waitlists, virtual assessments offer a timely, compliant solution that keeps the eligibility process moving forward.

 

Academic Interventions and MTSS Support

Virtual providers can also support students through targeted academic interventions, particularly those delivered within an MTSS framework or aligned with IEP goals. These interventions may focus on foundational reading, math, or writing skills, delivered in one-on-one or small group settings.

Services might include:

• Structured literacy lessons using evidence-based programs

• Math fact fluency or problem-solving strategies through interactive tools

• Writing prompts with real-time feedback and scaffolds

• Progress monitoring tools that track growth over time

When coordinated with general education teachers and case managers, virtual interventions can help reduce learning gaps and keep students on track academically. These services are especially helpful when local intervention staff are unavailable or stretched thin.

 

A high-quality provider will do more than just offer these services. They’ll tailor them to fit your systems, your students, and your IEP compliance requirements. Knowing what’s possible is the first step toward making the most of virtual related services in your district.

What to Look for in the Best Virtual Related Service Provider

 

Choosing the best virtual related service provider for your school involves more than just fulfilling a  list of available services. District leaders need to evaluate whether a provider can truly integrate into their systems, align with their compliance requirements, and support both staff and families every step of the way.

A strong school teletherapy partner brings infrastructure, collaboration, and clinical expertise that matches the realities of a school-based setting. Here’s what to look for as you evaluate your options.

 

Licensed, School-Experienced Clinicians

Licensure is the starting point, however it’s not the finish line. The provider you choose should ensure that every clinician is fully licensed both in the state where they live and the state where they provide services. This ensures they’re working legally and ethically with your students and that their documentation holds up under state and federal review.

Just as important is their understanding of school-based systems. Clinicians should be familiar with:

• Participating in IEP meetings and reevaluations

• Writing present levels, progress notes, and service logs

• Collaborating with teachers, paraprofessionals, and administrators

School experience helps virtual providers step in as true members of the team, not just outside contractors.

 

Full Range of Services

Many virtual providers specialize in one or two disciplines, most commonly speech-language therapy or occupational therapy. That may be enough for some districts, especially if only a few roles are unfilled. But if you’re looking to scale or streamline, working with a provider that offers multiple virtual IEP services can be a real advantage.

When possible, it helps to find a provider that can support:

• Speech-language therapy

• Occupational therapy

• Counseling or social work

• School psychology and evaluations

• Academic intervention or MTSS support

Having these virtual related services under one roof isn’t always necessary. However, when it’s available, it can reduce scheduling conflicts, simplify communication, and minimize the number of outside vendors your team needs to manage. For districts juggling complex caseloads or midyear staff transitions, an integrated approach can provide both consistency and peace of mind.

If you’re only looking to fill one role for now, that’s okay. But it’s worth asking potential partners how they might grow with you over time.

 

Built-In IEP and Medicaid Documentation Support

Documentation is a core part of compliance and one of the biggest pain points for busy SPED teams. The best providers offer real-time data tracking so you can easily monitor service minutes, goal progress, and any missed sessions.

Look for features like:

• Session notes aligned with IEP goals

• Service logs ready for internal audits or Medicaid billing

• Progress monitoring tools that align with quarterly reporting cycles

Providers who understand these needs can help your district stay organized and compliant, while also saving valuable time for your team.

Onboarding and Ongoing Tech Support

A smooth transition is critical for success. Your provider should offer structured onboarding not just for the students they serve, but for the school staff and families they’ll be working with.

Strong onboarding includes:

• Family orientations or info sessions

• Staff training for how to coordinate with virtual providers

• Clear setup instructions and login support

Ongoing support matters too. Whether it’s troubleshooting a video call or updating access to shared documents, having a help desk or point person available makes a big difference.

 

Communication and Collaboration Tools

The best virtual providers know that strong communication is the foundation of effective school partnerships. They stay in regular contact with case managers, contribute to team decisions, and keep parents in the loop about student progress.

Key communication features to look for include:

• Weekly or monthly service updates

• Email summaries after each session

• Shared access to data or reports

• Availability for IEP meetings or team huddles

A school teletherapy partner should feel like an extension of your in-house team rather than a siloed service working behind the scenes.

 

Ultimately, your virtual provider should meet the same standards you’d expect from an in-person team: licensed staff, solid systems, collaborative spirit, and a deep understanding of what your students need to thrive. Evaluating these elements up front helps ensure that your virtual IEP services will be legally sound, educationally effective, and easy to manage across the school year.

 

How to Choose the Right Provider for Your School

Finding the right virtual related service provider is a critical decision that can impact everything from student outcomes to staff satisfaction and compliance with IDEA and Medicaid. With more schools embracing virtual and hybrid models, it’s essential to select a partner who understands your school’s needs and can deliver both quality sessions and care, as well as solutions.

A strong remote special education partner should bring both expertise and infrastructure to support a range of services, including speech therapy, occupational therapy, counseling, and school psychology. Below are key questions and warning signs to help guide your decision-making process.

 

Questions to Ask Before You Sign a Contract

Use this checklist to evaluate any provider you’re considering:

• Are all providers fully licensed and experienced?
  Ask if clinicians are licensed not just where they live, but in the states where your students receive services. It’s also important to ensure they bring relevant experience to the role, including familiarity with IEP collaboration, documentation expectations, and working as part of a broader support team.

• How do you track and report student progress?
  A top-tier provider should offer regular, real-time reporting on student goals and service minutes. Look for systems that align with your school’s IEP tracking and data requirements.

• What kind of tech and onboarding support do you provide?
  The transition to virtual services should be smooth. Ask what kind of setup, live training, and ongoing tech support are available for school staff, families, and clinicians.

• Can you meet IDEA and Medicaid compliance requirements?
  Providers should be able to speak to their ability to meet federal and state-level compliance expectations, including proper documentation, service logs, supervision models, and billing support.
  

Red Flags to Watch Out For

While many companies offer virtual services, not all are built to support the full IEP process. Be cautious of providers who:

• Have vague or unclear service models
  If they can’t explain exactly how services are delivered, how staff are onboarded, or how students are matched with clinicians, consider it a warning sign.

• Only offer one or two service types
  Some vendors may only provide speech therapy or counseling, requiring you to juggle multiple providers for a full caseload. This fragmentation can create communication gaps and more work for your team.

• Don’t offer real-time progress monitoring or service tracking
  Without a transparent system for logging and sharing service data, it’s difficult to ensure compliance and track student growth.

• Lack dedicated onboarding support
  If you’re left to coordinate setup and troubleshooting on your own, the burden falls on your school staff. A reliable partner should walk you through the process step by step.

 

Why Schools Trust Lighthouse Therapy

When schools partner with Lighthouse Therapy, they’re gaining a trusted ally in delivering high-quality, compliant, and student-centered virtual services. As a school-based teletherapy provider, Lighthouse was created specifically to meet the needs of K–12 schools. Every system, process, and hire is made with students, educators, and IEP teams in mind.

From the very first conversation to full implementation and ongoing support, schools trust Lighthouse Therapy because we speak their language, understand their challenges, and deliver services with care, consistency, and transparency.

 

Our School-Based, Compliance-First Approach

At Lighthouse Therapy, we believe that high-quality virtual services begin with licensed professionals who understand the unique landscape of school-based therapy. We go beyond minimum requirements to ensure compliance and excellence.

• Clinicians are licensed in both the states where they live and the states where they serve, which is a critical distinction for ensuring legal and ethical service delivery in virtual models.

• Our team includes speech-language pathologists, occupational therapists, school psychologists, counselors, and special education professionals who are not just clinicians: they are educators, collaborators, and IEP team contributors.

• We are not clinic-first providers. Every clinician is trained and supported to meet the specific compliance expectations of IDEA, Section 504, Medicaid billing, and local district policies.

• Internal quality checks and ongoing professional development ensure that documentation, service logs, and parent communications are timely, consistent, and aligned with school expectations.

Why it matters: When you work with Lighthouse, you’re working with a partner who understands the stakes, from due process protections to audit readiness. We reduce your risk while enhancing the quality of student services.

 

Student-Centered Services, Built for Teams

We know that effective therapy doesn’t happen in a silo. That’s why every Lighthouse Therapy clinician is trained to collaborate, proactively and professionally, with your existing teams.

• Clinicians are embedded into your IEP meetings, problem-solving teams, and MTSS frameworks, helping ensure continuity and alignment.

• We prioritize goal sharing, intervention alignment, and transparency so everyone supporting the student is on the same page.

• Progress monitoring is not an afterthought. Our therapists provide routine updates to teachers, families, and school teams through secure platforms and regular touchpoints.

• Family partnerships are encouraged and supported through open communication, virtual office hours, and clear documentation that’s accessible and understandable.

Why it matters: A therapy session is just one piece of a student’s day. Our services are designed to wrap around your school’s systems so students are supported across classrooms, services, and settings.

 

Flexible, Scalable, and Cost-Effective

Every school has a different caseload, budget, and level of internal staffing support. Our model is built to flex with you.

• Whether you need services for a single student in a rural district or a district-wide solution across multiple campuses, we customize your plan based on your real needs.

• You’ll receive transparent, itemized pricing up front: no hidden costs, no surprise invoices, and full clarity around what you’re paying for and when.

• Need to scale up midyear due to enrollment changes or staff leave? We can adjust your service plan quickly and efficiently without delays or onboarding headaches.

• Our model can reduce costs associated with travel, staffing gaps, and inefficient vendor contracts, while increasing service delivery and documentation compliance.

Why it matters: Your students don’t stop needing support just because your staffing shifts. With Lighthouse Therapy, you have a dependable, cost-effective solution that grows with you.

 

Built by Educators. Backed by a Mission.

Lighthouse Therapy isn’t run by investors or a corporate board. We’re clinician-owned and educator-led, which means our priorities are clear:

• Students first.

• Compliance always.

• Collaboration at every step.

From day one, we’ve set out to make virtual therapy feel more personal, more professional, and more practical for schools. That’s why so many schools across the country trust Lighthouse Therapy to meet their students’ needs, both for today, and for the long term.

 

FAQs About Virtual Related Services

As more districts explore virtual related service providers, it’s natural to have questions about how they work, what’s allowed under IDEA, and how to ensure students get the support they need. Below are answers to the most common questions we hear from school administrators and special education leaders.

 

Is teletherapy effective for school-based related services?

Yes. Research and field experience have consistently shown that virtual related services can be just as effective as in-person services, especially when delivered by licensed, experienced professionals who are trained in school-based practice. Virtual therapy offers flexibility, increased access to specialists, and consistent service delivery, even when staffing shortages arise.

What services can be delivered virtually under IDEA?

Most related services can be delivered remotely in accordance with IDEA, including:

• Speech-language therapy

• Occupational therapy

• School counseling and social work

• School psychology and evaluations

• Academic intervention and MTSS support

As long as the services are appropriate to the student’s needs and supported by the IEP team, they can be delivered virtually.

 

Are virtual related services compliant with FAPE?

Yes, when implemented correctly, virtual IEP services are fully compliant with FAPE (Free Appropriate Public Education). The key is to ensure services are tailored to the student’s needs, delivered by qualified personnel, and aligned with IEP goals. Documentation, progress monitoring, and family communication must also meet state and federal expectations.

 

How do I know if a provider is qualified?

Look for a provider that:

• Employs clinicians licensed in both the provider’s and student’s states

• Has experience in remote special education settings

• Offers school-based documentation and compliance support

• Can speak clearly to IDEA, Medicaid, and district-level processes

• Provides transparency in service delivery, supervision, and data tracking

Choosing a provider with a school-based focus—not a clinic-first mindset—is key.

 

Can hybrid service delivery be written into an IEP?

Yes. Many districts now use hybrid models that combine in-person and virtual services. These can be written directly into the IEP as long as they reflect the student’s individual needs and are agreed upon by the full team. Hybrid delivery can offer flexibility, expand staffing options, and support continuity of care during transitions.

 

What kind of tech does a student need for teletherapy?

Students need:

• A device with a webcam and microphone (laptop, desktop, or tablet)

• A stable internet connection

• A quiet, distraction-free environment

The best school-based therapy providers also offer tech support, device compatibility checks, and accessibility accommodations for students with unique needs.

 

Choose a Provider That Fits Your District

The success of your special education service model depends not only on staffing and scheduling, but also on who you trust to work with your students. As virtual services become a more permanent part of school programming, choosing the right partner matters more than ever.

 

What Defines the “Best” Virtual Provider?

Having services available is one thing. Delivering them in a meaningful, student-centered way is another.

The best school-based therapy providers:

• Understand the full IEP process and build their model around it

• Prioritize outcomes over output, focusing on real progress, not just minutes

• Communicate clearly and often with IEP teams, families, and administrators

• Offer both flexibility and accountability

• Deliver consistent, high-quality support across the year—even during staffing shifts

 

Why Outcomes and Alignment Matter

Ultimately, the goal isn’t just to fill a gap, it’s to ensure each student receives meaningful, legally compliant, and effective support. That takes more than technology. It takes people who are committed to working as part of your school’s ecosystem.

 

Take the Time to Compare

Every district is different. We encourage you to compare providers across key areas:

• Compliance knowledge

• Communication and collaboration

• Therapist licensure and expertise

• Tech support and onboarding

• Flexibility and pricing transparency

Use these factors to guide your decision, not just cost or availability.

 

Looking for a partner who understands compliance and connection?

Contact Lighthouse Therapy today to schedule a discovery call and explore custom virtual solutions for your district.  Let’s build a service model that works: for your students, your team, and your future.