Client records for your Reiki business when you have no budget

2 minutes reading time

Grow your Reiki business using these free tools*

  1. Client records you’re here!
    1. Bookings
    2. Client sessions
    3. GDPR
  2. Diary
    1. New appointments
    2. Reschedules
    3. Cancellations
    4. Availability
  3. Brand
    1. Social media
    2. Website
  4. Bookings
    1. Payments
    2. Financial log
    3. Receipts
    4. Reminders
  5. Startup checklist
    • Inspiration from experienced Reiki business owners

*A Keia plan from 33p-a-day would also take care of all this, including a dedicated Customer Support Manager for all the questions that haven’t been asked yet.


Contents

Client records on zero budget has five sections:

  1. Setup
    1. Privacy & Security
    2. Copying files provided by Keia
  2. New clients
  3. Bookings
  4. Client sessions
  5. GDPR

1. Setup

I find Google’s suite of office software (Docs, Sheets, Drive, Slides etc) to be perfect for what we’re doing, and very easy to learn if you’re not already familiar with it.

The free versions have more than enough oomph to get a small business up and running.

Google Drive (where your Docs and Sheets are stored) is recognised as being secure enough for both medical and legal professionals.

We believe it meets the requirements for security and client confidentiality for any small wellness business, and Reiki is no exception.

If you don’t already have one, please sign up for a Google Account.

Privacy & Security

  • Ensure that the privacy of every MASTER or BLANK document is set to ‘Private’ before you make any copies for use. Then if someone obtains a link to one, they cannot view its contents unless they are logged in to your Google Account.
  • Get in the habit of locking every device as soon as you stop using it.
  • If using a public computer or someone else’s device, log out immediately after use, even if you are then using the device to do something else.

Copying files provided by Keia

Throughout these free SOP’s for your Reiki business, you will be prompted to make copies of various Docs and Sheets.

  • Select the File menu dropdown, then ‘Make a copy’.
  • Modify them however you see fit.

If you use them, it would be nice for Keia to get some kind of mention, but no pressure either way 🙂

  • Please start by making a copy of the client records example form.
  • Save it in your files as ‘BLANK client record’.
    • Then make copies of that, when following the procedures below.

2. New clients

If accepting a booking from someone for the first time, follow these steps before proceeding to [3. Bookings].

  1. Make a copy of your BLANK client record.
  2. Call it ‘Client name – Client Record’
    • for example, Joe Bloggs – Client Record.
  3. Send the client a personalised copy of your Client Information Form as soon as possible i.e. do not wait for them to make payment, if they are not paying just yet.

A huge benefit of using Google Docs now comes into play – you don’t have to file or archive this, as it’s automatically saved to your Drive.

You don’t even have to ‘save’ your work. Every keystroke you make is immediately saved.

Neat eh?

You can even jump back to snapshots of how things were at different points in time.

J’adore 🙂

When you need to find a record, search for the client’s name in Google Drive, or search for “Client Record” and it will show all the client files (this is why ‘Client Record’ should always be part of the file name).

Client Information Form

also known as the consent form, or the treatment form

This form informs the client that Reiki does not take the place of medical treatment.

It is also a way to keep track of client contact information, as well as keeping a session history so you can check progress and see what techniques you have used and their results.

It is also a way to collect email addresses for your email list, which is an important way to market your business.

– William Rand

See what other Reiki businesses have in their client information form

3. Bookings

For every booking, follow every step below in order, as soon as possible following receipt of a booking request:

  1. Check diary for your availability.
  2. Check client record for comments from previous sessions.
    • If they don’t have a client record, go to the above SOP [2. New Clients].
    • Check that you have sent them the Client Information Form. This is noted at the top of their record.
  3. Take payment.
  4. Update the client record with the payment details.
  5. Update the financial log.
  6. Email the client a booking confirmation with receipt attached.
    • If they have only paid a deposit or instalment, confirm the amount remaining to be paid.
  7. Update diary. If possible include a link to their client record.
  8. Diarise reminders to send the client:
    • One week before (if applicable).
    • One day before.

4. Client sessions

  • After each session with a client, update their file with a summary of how it went.
  • Not only will this help you to keep track of their progress, but it will also help you to establish professional standards of practice.  
  • Additionally, in the rare occurrence of a liability action, you will need to provide documentation of the client’s sessions.

5. GDPR

A customer may request a copy of everything in their client record.

Or they could ask you to delete their file.

Both very rarely happen.

In fact, since the introduction of GDPR on 25th May 2018, I have never heard of a single client making either request to any of the thousands of practitioners signed up with Keia, across 28 wellness areas from acupuncture to yoga (two clicks and it’s taken care of).

If you’re asked to, I’d recommend:

  1. Do as requested.
  2. Email the client to say it’s done
    • Ensure ‘Data copy’ or ‘File deletion’ is in the email subject, so it’s easy to search for if needed.

Respond to all requests courteously as soon as possible. This will help your reputation for professionalism – people talk! People also remember how you made them feel… connected, acknowledged, reassured.

Next section: Diary

Back to Reiki business guide

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