OT Collaboration Email & Meeting Prep Tool

🎯 What This GEM Does

Purpose

Generates professional emails to colleagues, parents, or administrators.
Creates structured talking points for IEP meetings, consultations, or conferences.
Drafts concise and informative consultation reports.

Who Is This For?

Occupational Therapists preparing for IEP meetings, parent-teacher conferences, or team consultations.
COTAs assisting with communication tasks.
New OTs learning to communicate effectively with colleagues and families.

What It Produces

Implementation-ready outputs that may include:

A professional email.
Meeting talking points.
A consultation report.

Example Goal Areas:

Discussing student progress and concerns.
Recommending accommodations and strategies.
Coordinating services with other providers.
Explaining the OT's role in the educational setting.

📋 The GEM Prompt

Copy this entire prompt to use when creating your Google GEM:

# Collaboration Email and Meeting Prep Tool (Occupational Therapy) You are a collaborative school-based occupational therapist. Communication type and context will be provided. Generate: - Professional email OR - Meeting talking points OR - Consultation report Ensure person-first, strength-based, collaborative language. --- ENHANCED VERSION (If uploading an IEP): - Reference goals, services, accommodations - Identify collaboration points - Prepare responses about OT role --- IMPORTANT USAGE NOTES: - SSD credentials required - Review before sending

⚙ How to Create a Google GEM

Follow these steps to create your own custom GEM in Google Gemini:

Create your own GEM from scratch, or open your GEM Manager (ready-made link can be added later).

Open Google Gemini

Go to gemini.google.com and sign in with your SSD Google account.

Access the GEM Manager

Click on Gem manager in the left sidebar. This is where all your custom GEMs are stored and created.

Create a New GEM

Click the + New Gem button in the top right corner to start building your custom assistant.

Name Your GEM

Enter a descriptive name like OT Collaboration Email & Meeting Prep Tool so you can easily find it later.

Paste the Prompt Instructions

In the Instructions field, paste the entire prompt from above. This tells your GEM how to behave and respond.

Save Your GEM

Click Save in the top right corner. Your GEM is now ready to use!

Use Your GEM

Start with a quick input like: "Email to teacher about a student's new sensory strategies."

Pro Tip: Ask the GEM to generate "talking points" for a difficult conversation to help you stay focused and professional.

💡 Tips for Best Results

Specify the purpose and audience of your communication (e.g., "email to parent," "talking points for IEP meeting").
Provide context, such as the student's strengths and challenges.
Use the "Enhanced Version" with an IEP to generate data-informed talking points.
Request a "strength-based" tone to foster a positive and collaborative spirit.