Rehabilitation progress report template and sample
A rehabilitation progress report format that puts shared goals first and gives every discipline a row, with sample entries throughout.
✓Shared goals before discipline updates
✓Attendance tracked by discipline
✓Download as a PDF to share
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What's inside
Reporting Period and Attendance
Patient and Family View
Progress Toward Shared Goals
Function by Domain
Discipline Updates
Risks, Safety and Equipment
Barriers and Team Actions
Discharge Planning Update
+ 2 more sections
Preview · 10 sections
Rehabilitation Progress Report
Patient
Patient ID
Date of birth
Report date
Setting (inpatient, day, outpatient)
Key worker
Reporting period
Team review date
Reporting Period and Attendance
Discipline
Sessions Offered
Sessions Attended
Reason for Any Gap
Physiotherapy
Occupational therapy
Speech and language therapy
Psychology / counselling
Rehabilitation nursing
Patient and Family View
Patient's view of progressIn the patient's own words where possible. Note if a relative interpreted.
Family or carer viewWhat the family has noticed at home, on visits, or in calls. Name who said it.
Progress Toward Shared Goals
Shared Goal
Starting Point
Current Performance
Status
Evidence and Source
Function by Domain
Domain
Change This Period
Help Now Needed
Reported By
Mobility and transfers
Self-care and daily living
Communication and swallowing
Cognition
Psychosocial wellbeing
Community and vocational participation
Discipline Updates
Discipline
Focus This Period
What Changed
Next Focus
Physiotherapy
Occupational therapy
Speech and language therapy
Psychology / counselling
Rehabilitation nursing
Risks, Safety and Equipment
Risk and safety changes
Equipment issued, ordered or returned
Barriers and Team Actions
Barrier
Team Action
Owner
By When
Discharge Planning Update
Discharge planning statusDestination, provisional date, home visit, equipment, carer training and referrals, as the team has agreed them.
Plan for Next Period
Goals continued, revised, added or closedGive a one-line reason for each change.
Next review date and agreed actions
Therapist Sign-off
Therapist
Designation
Registration
Date
How to fill it in
1
Reporting Period and Attendance
State the dates covered and each discipline's sessions offered, attended and reasons for gaps.
More guidance
State the dates covered and fill the attendance table for each discipline: sessions offered, sessions attended, and a short reason for any gap, such as illness, investigations, a family function or transport. Patterns matter more than totals. If speech therapy is often missed because it follows a tiring physiotherapy session, that is a timetable change the team can make.
2
Patient and Family View
Write the patient's view of change first, then what named family members noticed.
More guidance
Ask the patient what has changed for them and write their answer before the team's view. Then add what the family has noticed at home, on visits, or in phone calls, naming who said it. These views often catch changes therapy sessions miss, such as better sleep, interest in the newspaper again, or new worries about money and work.
3
Progress Toward Shared Goals
One row per shared goal: start, current performance in the same unit, status, evidence.
More guidance
One row per shared goal, in the same order and wording as the goal plan. Give the starting point and current performance in the same unit so the change is visible. Status is the treating team's judgement. Evidence names the source: which discipline, which sessions, which observation. If a goal had no therapy time or no new evidence this period, say so plainly.
4
Function by Domain
Note change the shared goals do not capture, one or two lines per domain.
More guidance
Use this table for change the shared goals do not capture. Keep each domain to a line or two, describe help in concrete terms, and name the team member reporting it. If a domain did not change, write “no change this period” so the reader knows it was considered. Where your team uses a functional measure, give its name and result as the manual reports it.
5
Discipline Updates
Each discipline writes two or three lines: focus, what changed, and what comes next.
More guidance
Each discipline writes two or three lines: what it focused on, what changed, and what comes next. This is where impairment-level detail belongs, such as standing tolerance or reading accuracy, which keeps the shared goal rows functional. Full detail stays in the discipline notes; the report only needs enough for a reader to see how each discipline contributed.
6
Risks, Safety and Equipment
Note risks that started, changed or resolved, and equipment issued, ordered or returned.
More guidance
Note each risk that started, changed or resolved since the last report, and any equipment issued, ordered or returned. Copy precautions exactly as the responsible clinician confirmed them. If there was a fall or incident, say that it was reported under the clinic's procedure and where the record is kept, without repeating the incident detail.
7
Barriers and Team Actions
Name what is slowing progress, with an action, an owner and a date.
More guidance
Name what is slowing progress, with a team action, an owner and a date for each. In rehab, barriers often sit outside therapy: fatigue, pain, low mood, a carer who cannot attend training, travel costs for an outpatient, or family disagreement about where the patient will live. Writing each with an owner turns a worry into a plan.
8
Discharge Planning Update
Restate the destination and date, then what has moved since the last report.
More guidance
Restate the planned destination and date, then what has moved since the last report: home visit done or booked, equipment ordered, carer training completed, community referrals sent. If the plan has changed, give the reason and whether the family has agreed. Describe what is arranged rather than predicting how the patient will manage.
9
Plan for Next Period
List goals continued, revised, added or closed with reasons, then the next review date.
More guidance
List the shared goals that continue, are revised, are added or are closed, with a one-line reason for each change. Then give the next review date and the actions agreed, each with an owner. This section should match what the team decided at its last meeting; if it does not, check before sending the report.
Rehabilitation progress report template and sample: filled sample
Fictional entries, initials only, showing the level of detail to aim for. Impression and summary sections are left for the treating clinician.
Reporting Period and Attendance
Occupational therapy: 10 offered, 8 attended. Sessions on 14 and 15 March missed because of fever; resumed 16 March.
Patient and Family View
Mr R.: “I can go to the toilet with just the walker now, but I still feel scared at night.” Daughter: he talks more at meals and asked about the shop for the first time on Sunday.
Progress Toward Shared Goals
Goal 1: walk bed to bathroom at night with walker, wife standing by. Start: one person steadying at hips. Now: standby help on 5 of 6 recorded nights. Status: progressing. Evidence: nursing night records 10–20 March; PT session 18 March.
Function by Domain
Communication and swallowing: orders his own tea at the canteen with occasional word-finding pauses; eats the diet recommended by SLT at family meals without coughing episodes reported. Reported by SLT.
Discipline Updates
Physiotherapy: focus on standing balance and stairs. Now climbs 6 stairs with one rail and supervision. Next: a full flight with his son assisting.
Risks, Safety and Equipment
One fall on 12 March in the ward bathroom, no injury reported; incident form completed. Grab rail fitted beside the commode 13 March. Wheelchair loan returned; walking with walker indoors.
Barriers and Team Actions
Barrier: wife cannot attend afternoon carer training because she collects the grandchildren from school. Action: move carer sessions to 10 am on Tuesdays and Fridays. Owner: Ms A. (OT). From 24 March.
Discharge Planning Update
Home visit completed 20 March by OT and PT. Family fitted a grab rail in the bathroom; commode delivered. Provisional discharge date 12 April unchanged.
Plan for Next Period
Goal 2 closed (achieved). Goal 1 continues. New goal 5: climb a full flight of stairs with son assisting, by 9 April; PT lead. Next team review 26 March.
Rehab progress report vs team meeting note
Rehab progress report
Team meeting note
Purpose
Summarises progress over a period
Records what one meeting discussed and decided
Audience
Patient, family, referrer, funder
The rehab team
Time covered
Several weeks
One meeting
Core content
Goal progress, function, attendance, discharge plan
Updates, decisions, actions with owners
Writing style
Plain language in full sentences
Brief and action-focused
Tips and mistakes to avoid
Do
Draft from the latest team meeting note and recent session notes, then send each discipline its own rows to check.
Keep shared goal wording identical to the goal plan, and date any revised wording.
If the family reads Hindi, Marathi or another language best, translate the shared goals table for them.
For an employer or insurer, include only what the patient has agreed to share.
In healhab, clinics fill their own progress report template from reviewed session notes, and a report is never published automatically.
Avoid
Reporting each discipline separately with no shared goal rows.
Calling progress “improving” without comparing it to the starting point.
Leaving out missed sessions or family disagreement, which often explain a stuck goal.
Predicting how far the patient will recover instead of recording what happened.
About this progress report
A rehabilitation progress report summarises a period of team rehab: attendance by discipline, progress against each shared goal, change in mobility, self-care, communication, cognition and participation, risks, and the discharge plan. This free template is built for multidisciplinary teams and can be filled in online without signing up, then downloaded as a PDF.
At a fixed review point in any rehab setting
Before a family meeting, so everyone shares the facts
When a doctor, employer or insurer asks for an update
When deciding whether to extend, change or end the programme
Read more
Team progress reports are hard to write because five people saw the patient in five settings. This template gives each discipline a row but puts the shared goals first, so the report reads as one account of the patient.
Write it at a fixed interval, before a family meeting, or when a referrer or insurer asks. The key worker drafts it from session notes and team meeting records, and each discipline checks its own rows.
Questions
What should a rehabilitation progress report include?+
Dates covered, attendance by discipline, the patient's and family's views, progress against each shared goal with evidence, change by domain, discipline updates, risks and equipment, barriers with actions, the discharge plan, and goals for the next period.
How often should a rehab team write progress reports?+
Your centre decides. Common choices are every two or four weeks, before each family meeting, and whenever a referrer or funder asks. Keep the interval consistent so reports can be compared.
Who writes a multidisciplinary progress report?+
Usually the key worker or rehab coordinator drafts it, and each discipline checks and signs off its own rows. The clinician leading the episode reviews it before it is shared.
Is a rehab progress note the same as a progress report?+
A progress note usually records one session or one day. A progress report covers a period and draws on every discipline. For day-to-day notes, use the rehabilitation SOAP note template.
Can we send the report to the family on WhatsApp?+
Many families in India prefer it. Follow your clinic's sharing policy, send only the final reviewed version, and check the number belongs to someone the patient has agreed should receive it.
Should test results go in the progress report?+
Only where they help a reader understand function, with the test name, date and the result as the manual reports it. Detailed results belong in each discipline's records.
Is there a filled sample of this progress report?+
Yes. Each section guide on this page shows a fictional sample entry, using initials only. Goal status and any clinical interpretation are left for the treating team to judge and write.
