If you’re like us, you know how important tracking progress is in therapy. But let’s be honest—it’s also one of the most time-consuming parts of the job. We’ve all spent more hours documenting than actually connecting with clients, and that’s just not sustainable. That’s why we decided to give Google’s AI tools a try, and here’s what we discovered.
We started using Google Sheets with its new AI features to streamline our data tracking. Instead of manually entering formulas or calculating accuracy rates, we just asked Sheets to “summarize the trend of correct responses for the last 8 sessions” or “highlight any sessions where accuracy dropped more than 10%.” It’s surprisingly intuitive, even if you’re not a spreadsheet expert. The best part? It frees up so much time—time we can spend interpreting the data, not just crunching it. For example, we used to spend 15–20 minutes per client session just organizing data, but now we’re down to 5–7 minutes, which adds up over a busy week.
Automating repetitive calculations—like percent accuracy, frequency counts, and error patterns—is a lifesaver, especially when juggling multiple clients or managing large caseloads. We also love how easy it is to generate visual charts. For example, we can request a line chart showing progress on a specific goal, and Sheets creates a clear, shareable visual. Families and multidisciplinary teams find these charts really helpful, and it’s a great way to show clients their progress in a tangible way. One parent told us, “Seeing the chart made it easier to understand my child’s progress, and it gave us hope when things felt slow.”
Another win: Google’s AI can take our raw session notes—just bullet points or keywords—and turn them into clear, objective summaries. It’s not perfect, but it’s a huge time-saver, especially after back-to-back sessions. Plus, the AI can scan multiple sessions to spot patterns we might miss, like recurring errors or triggers for certain behaviors. While we still interpret what those patterns mean, the AI speeds up the process and helps us catch details we’d otherwise overlook. For instance, we noticed that a child’s language gains were stronger on days with more structured routines, which led us to adjust our intervention plan.
There are some hiccups, though. The AI doesn’t always get the nuance right, so we still need to review and tweak the summaries and charts. Also, there’s a learning curve—some therapists might feel overwhelmed at first, especially if they’re not tech-savvy. And of course, privacy is a big concern. We always double-check that our data is stored securely and that we’re following all the necessary guidelines, especially when working with minors. We use Google’s built-in privacy controls and make sure our clients’ information is never shared without consent.
But here’s where it gets tricky: how is your patient data stored? Where is it stored? How is it used to train models or used internally? What can you actually do as a therapist to protect client confidentiality? Where are these files kept, and what controls do you have over access and sharing? These are all critical questions we’re still exploring, and it’s important to stay informed about Google’s privacy and security policies. If you want to know more, join our upcoming training sessions or reach out to us—there’s a lot to unpack, and we’re here to help you navigate it all.
Overall, Google’s AI tools have made our data tracking smarter and more efficient. They don’t replace the human touch—clinical judgment, empathy, and context are still irreplaceable—but they do help us focus more on what matters: building connections with clients, practicing skills, and responding to their unique needs. If you’re looking to spend less time on admin and more time on therapy, it’s definitely worth giving these tools a try.
AI is not here to replace us; it’s here to help us do our jobs better. When used thoughtfully, these tools can amplify our ability to track progress accurately and support families with the insights they deserve. So go ahead—give AI-assisted data tracking a shot. You might just find it as helpful as we did.