Clinic Rules of Conduct
Incorporating security, health and safety
Here below a few basic rules that every practitioner should follow when working at Salus Wellness Clinics.
Unless differently agreed in writing each agreement will rely on the following time allocation:
- Morning slot 8:00am – 12:30pm
- Afternoon slot 12:30pm – 5:00pm
- Full Day 8:00am – 5:00pm or 12:30pm-9:30pm
- Evening slot 5:00pm – 9:30pm
All practitioners should ensure to use their room within their allocated day(s) of the week and slot(s) and leave the room ready to use by the last minute of their allocated time. Exceptions can be arranged in writing with the management team and the eventual other practitioners which would normally be using the same room at the same time.
Ad-hoc hours booking and cancellations
All ad-hoc hours must be booked into the booking app before being used respecting adequate time gaps to allow changeover. Cancellations for ad-hoc hours must be submitted by Email to the address firstname.lastname@example.org giving no less than 24 hours notice. Failing to cancel a booking with the minimum notice mentioned above will incur the hour being charged at full price. Special circumstances, such as personal accidents and justifiable medical reasons for not cancelling with the minimum notice will be considered in exceptional cases from time to time.
Use of the Room
All practitioners have a preferred room that is allocated for them or a room that is booked for them on a ad-hoc basis: there may be exceptional situations when they need to use a different room. In general the clinic will be as accommodating as possible toward reasonable and justified change of room, subject to availability and given adequate notice. It is expected the same level of flexibility from practitioners in those situations when another colleague may need to use a room and, for example, they are not planning to use it.
Layout and state of the Rooms
Each room has a set of furniture laid out in a specific way; practitioners are free and authorised to change the layout of the room they are using to best fit their specific needs. At the end of their slot practitioners should rearrange the room to its original layout. Before leaving the room for the next practitioner they should:
- empty the bin
- collect/wipe off any spillage of oil or other products they use for their practice
- bring back to the kitchen eventually used glasses and wash them up
- turn the radiator down to 0 / off
Reception and Accessing the Clinic
The reception will normally open Monday to Friday 9:00am – 5:00pm. To access the clinic outside those times practitioners have to ensure to have their own key and enter the building from the rear door. In that case it will be responsibility of the first person entering the clinic to open the front door and ensure to let their clients know that they will be picked up from the reception area. When at least one practitioner is working and the reception is closed, the front door should be open and allow clients in the reception area. The door that gives access to the downstairs landing and corridors should be kept locked. When you are the last person leaving the building you should ensure to switch off all lights, check that all windows are shut and locking all doors, leaving from the back door. The back door, the door between reception and downstairs landing and upstairs toiled have been fitted with push buttons locks (all having the same code): please ensure to have your own copy of the code in order to open those doors.
First person opening the clinic
Whoever opens the clinic should:
- Enter the clinic from the back blue door using the key and dial code
- Switch on the light in the landing area downstairs (between Neptune, Earth and the toilet)
- Switch on the light in the reception area
- Open the front door
- Hang their plaque on the allocation board
- Go to their room, hang up the plaque on the door and set-up the room
Last PERSON Leaving THE CLINIC
Whoever leaves last should lock therefore he/she should:
- Check whether they are really the last; some times plaques are left on by mistake so an extra check is due
- Tidy up the room, remove the plaque from the door and go to reception
- Remove his/her plaque on the allocation board
- Lock the front door both with ley-lock and bolt at the top
- Switch off the lights in the reception area
- Lock the intermediate door between reception and landing
- Switch off the light in the landing area downstairs (between Neptune, Earth and the toilet)
- Exit the clinic from the back doors looking both of them with the key
Leaving the clinic late in the evening or at week ends and bank holidays
The businesses next door to us, nominally The Cog Wheel Trust, run activities which often run until late in the evening (8:30pm or later). As a rule for the whole Cambridge Resource Centre, where we are located, the last person leaving the centre should lock up the gate with the pad lock. A simple agreement among tenants uses this simple rule: when leaving the centre if no other light or other sign of life is on in any other building please lock up the gate; every person working at this centre should know how to open the gate in case they are locked in. Better to lock it twice than leaving it open overnight or during week ends.
The kitchen is provided as it is with sink, tea and coffee facilities and a fridge to store food or drinks while at the clinic. Please make sure to remove your own items from the fridge as unrecognised food or drinks might be removed or disposed if seen in the fridge for long periods of time. The sink should be left clean and tidy: if you use cups or glasses you should wash them up after their use. As the kitchen is immediately adjacent to two busy therapy rooms (Mercury and Saturn) please make sure to keep noise to the minimum while there and avoid chatting or making other noises while preparing your food and drinks.
During reception opening time the management and/or reception staff will welcome all visitors and invite them to wait for their practitioner to pick them up at the right time. However the reception might be temporary closed for short period of time during lunch breaks and for various other reasons. It is responsibility of each practitioner to ensure that all clients are aware that reception might be closed, even more so for appointments in the evening or at week ends and bank holidays. Clients should be informed to enter reception, have a seat and wait for their practitioner. Also they should be picked up, on time, from Reception and walked back to Reception at the end of each appointment; under no circumstance a client should be walking within the clinic unaccompanied. Reception staff will usually welcome clients when they arrive but will not notify practitioners of their arrival. All clients should have a direct contact with their practitioner and notify them (rather than the clinic) about being delayed or when they arrive at Reception.
All practitioners have a pair of plaques with their name and specialisation. If, for any reason the practitioner’s own plaque is not available there are two pairs of generic plaques with “Room in Use” written on them. It is essential to remember to systematically hang one plaque to the “Room Allocation Board” in the Reception area and the other on the door where you are working. A door without plaque identifies a free room and all clinic staff will assume this to be the case and freely walking into free rooms. At the end of the allocated slot the practitioner must remove both plaques and put them back in the rack in Reception. Ensuring that the plaques are used in the way described above is also an essential requirement in case of emergency when it may be necessary to vacate the building in a rush when, a simple check at the Room Allocation Board, will enable the management / reception staff to know whether anybody is left in the building.
Many of the disciplines practiced in the clinic rely on a quiet environment where the client can concentrate on the voice of the practitioner without disturbance and distractions. Everybody is encouraged to speak quietly, or not al all, while entering and exiting the clinic as well as in the Reception, kitchen, aisles or stairs. Attention should also be paid to the various doors that tend to slam in a fairly noisy way.
Fire alarm, drills and false alarms
We have a single fire alarm for the whole Cambridge Resource Centre. That means that any fire (or smoke) in any of the rooms could trigger a fire alarm that causes full evacuation of the whole centre. The fire alarm gets tested weekly by specialised personnel and, although we try to arrange it on days and time when nobody from Salus Wellness is around, it might occasionally interfere with your practice. In case you hear the fire alarm ringing for more than a few seconds you should leave your room, together with your client if applicable, and join the rest of the people at the centre of the court at the back of the clinic. As all rooms are equipped with smoke sensors please be very careful about using candles or anything that burns and produces smoke. Needless to say that any false alarm could have a very detrimental effect on the clinic as a whole because of the disruption it can cause to the whole centre and other businesses.
In case an incident of any kind occurs it should be reported (a.s.a.p. and however within 24 hours) to reception by:
- By speaking to a member of the management team during reception time
- By Emailing the members of the management team and by ringing at least one of them and speaking to him.