Reiki Recordkeeping and Documentation

As a Reiki Practitioner sometimes the last thing on our minds is the documentation for our practice; our primary “business” or mission is that of helping others and spreading healing light. In the course of our Reiki practices, though, it is important to keep at least basic records. Not only will proper communication and documentation make your Reiki sessions more effective but it will also help you with assessing the needs for future sessions and help you keep track of your client’s progress. It will make them feel greater comfort knowing that you are handling their sessions in a professional manner.

The following are suggestions for maintaining a well-documented Reiki practice:

Your Brochure

One of the first pieces of information that you need to provide a client or a potential client is a brochure or at least a sheet of paper about your services. Your brochure should provide an overview of your Reiki services and other offerings, what a typical session is like, how long it will last, the cost, the hours you are available, and how to reach you. You might also want to include a short definition of Reiki and any specific qualifications or specialties that you might have. Check your Members Area at the IARP website for brochures and ideas.

Client Intake Form

Prior to your first session with a client, you will want them to complete a Client Intake Form or History Form. They can arrive a few minutes early at their first session to complete this information. There is a Sample Form in your Members Area that you can tailor to your practice’s specific needs. Basically, the Intake Form should include your client’s name, address, phone numbers, why they are seeking Reiki – general wellness, pain, stress, relaxation, etc., pertinent health questions such as are they pregnant, ill, under a doctor’s care, or have any specific conditions or symptoms you should know about.

Reiki Recordkeeping and Documentation: Good Business Practice

Reiki Recordkeeping: Good Business Practice

Client Informed Consent Form

This form should be given to your client at the same time as the Intake Form. It states that they understand what the session will entail, that it will be a hands-on treatment (or if they prefer, hands-off), that you are not diagnosing or treating them for an illness or disease, and that the session is intended for relaxation and stress reduction. There is a Sample Form of this also in your Members Area at the IARP website that you can tailor to your practice’s specific needs. This form should be signed by your client before their first session with you.

Practice Policy Statement

This statement form should list your practice policies such as late policy, cancellation policy, types of payments you accept, and more. It should acquaint the client with the rules that you have set forth to make your practice run smoothly and to make your time together with your client most effective and relaxed. Everyone appreciates knowing the ground rules. There is a sample form in your Members Area at the IARP site as well.

Progress Notes

After you have finished your session you should make notes while it is still fresh in your mind. This should become part of your client’s record. It should list any likes or dislikes they might have, aches or pains, concerns, or any other comments that you feel might be useful to you during future sessions with this person. You might also wish to list a specific approach you have taken, especially if you use more than one modality, and how the client reacted. Record your client’s aromatherapy and music preferences, or any other notes for future appointments that you think might be beneficial to the client.

Other Helpful Forms of Documentation

There are many different follow-up approaches you can take. You can either hand the client or send them a follow-up survey/questionnaire about the session or mail or email a thank you note to a first-time client. Be sure to ask permission from them to mail/email items to them beforehand. You can also give or send to them a thank you coupon to help spread the word about your practice, such as if they refer a new client to you, the new client gets 10% off their initial session and your current client gets 10% off their next session. You could also ask them if they would like to be on your mailing list, and if the client is interested in any other aspect of your practice you might want to make a side notation regarding this, for example, other services or modalities that you offer, or Pet Reiki, or if you carry a special line of products that the client seemed very interested in and they might be interested in learning more or knowing about an upcoming sale. You should be keeping a list of your current clients, when they had appointments, how much they paid, and their phone numbers for quick access for reaching them. If you have set up another future appointment, you will want to be sure to either call them with a reminder close to the date, email them as a reminder or send them a card as a reminder as well (again assuming they have provided permission to contact them in one or each of these ways).

Keeping proper documentation takes a little bit of time but it helps you to stay organized and to serve your clients in the best manner. And it helps you to do what you do best – spreading the loving, compassionate light of Reiki to help those in need. Reiki Blessings to you in all of your work!

**This article appeared in The Reiki Times, the official magazine of the International Association of Reiki Professionals.

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