Practice Management Tips
November 21, 2024
Working in an intimate one-on-one setting means building therapeutic relationships is central to your practice—and that comes with unique challenges. The good news? You have the power to shape your experience and decide who you work with. This article will show you practical strategies for dealing with clients, eliminating creepy ones entirely, and ensuring your practice stays safe, professional, and enjoyable.
Dealing with creepy clients doesn’t have to derail your day. Use smart booking tools, set clear policies, and stay calm if issues arise. Document incidents, handle them confidently, and rely on strong protocols to keep your practice safe, professional, and focused on what you do best.
Online booking software is amazing—it can save you time, bring in new clients, and make running your practice so much easier. But if you’ve ever worried about who might book with you, don’t sweat it. Your client scheduling settings give you the power to control who gets on your calendar. Want to screen new clients? Easy—set it so only existing clients can book online, or limit new clients to specific services, like an initial consultation. With the right settings, you can take full advantage of the convenience while keeping things safe and professional.
If dealing with difficult clients has you frustrated, take a step back and think about the clients you love working with. Chances are, the good ones far outnumber the challenging ones. These ideal clients are the ones you want more of—and they’re also your best resource for growing your practice. There are plenty of ways to get referrals and reviews from your current client base. The simplest? Just ask! You can also create a referral rewards program to encourage them to spread the word. People who respect you and your time are likely to send more like-minded clients your way, making your practice a lot more enjoyable to run.
Let’s be real—if someone made you uncomfortable or crossed a line, you don’t have to keep them as a client. Whether they’ve been inappropriate, disrespectful, or just plain flaky, it’s okay to set boundaries. Use tools like NoShow Guard to require upfront payment from clients who are in the habit of canceling last minute or not showing up. For more serious issues, like creepy behavior—flirting, inappropriate comments, or sheet shifting—you can fire them and use your Blocklist settings to prevent them from booking with you again. Your schedule is your space, and you have every right to protect it.
Make your cancellation policy work for you. When you set it up (and if you haven’t yet, now’s the time—check out resources on how to write a cancellation policy), you probably focused on how much notice you need for cancellations. That’s important, but your policy can do more than that. Add a clause that gives you the right to terminate a session if a client behaves inappropriately. This sets clear boundaries and makes it obvious to anyone with bad intentions that you won’t tolerate nonsense. A strong policy like this can help you avoid problems before they even start.
Setting boundaries with clients begins before you even meet them. The intake form is your first line of defense, laying the groundwork for a healthy, professional relationship. By following intake form best practices, you can gather important information about their medical history, health goals, and needs while clearly outlining what your services include—and just as importantly, what they don’t.
During the first session, take time to explain how your practice works, what they can expect, and how you handle client boundaries. An open dialogue from the start can prevent misunderstandings and ensure that both you and your client feel comfortable and respected. Remember, boundaries aren’t just about protecting yourself—they also create a safe and professional environment for your clients.
Start by using a customizable intake form to gather client contact information, health history, and the reason for their first appointment. Make sure they also sign a consent form agreeing to your policies. These steps can help you avoid dealing with creepy clients in the first place. But if one slips through the cracks, documenting the situation is a must.
For minor issues, you can include the details in a SOAP note to provide context within the treatment record. However, if the behavior is severe and leads to being added to the block list, make a separate client note outside of treatment records. This ensures the incident is properly documented without compromising your professionalism. If you work with other therapists or have a front desk team, they need access to notes on flagged clients so everyone understands the situation. Good documentation protects you and maintains clear boundaries in your practice.
So far, we’ve covered how to avoid or follow up with difficult clients, but let’s talk about what to do in the moment. Your body language speaks volumes before you even open your mouth, so use it to establish control and confidence. Stand tall, make eye contact, and keep your expression firm and serious. This projects an “I don’t take any crap” attitude that most creeps will recognize and back off from quickly.
If they don’t? That’s your cue to address their behavior verbally, but starting with strong, confident body language often sets the tone and lets them know you’re not someone to mess with. Sometimes, a simple shift in how you carry yourself can make all the difference in dealing with difficult clients.
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When dealing with difficult clients, staying calm is your best tool. Creepiness can show up as rudeness, disrespect, or outright inappropriate behavior, but no matter the issue, keeping your cool is key to handling it effectively.
Before reacting, take a deep breath and center yourself. Stand tall and respond with clarity and confidence, like saying, “I’m sorry, but our policy for X is this.” By staying composed, you’re not only protecting your boundaries but also representing yourself, your business, and your profession with dignity and grace. Calmness gives you the power to handle the situation decisively and on your terms.
If the thought of calmly handling a challenging client in the moment feels overwhelming, that’s where having a protocol comes in. Think of it as your step-by-step guide for dealing with difficult or creepy situations. Often, we create these protocols after something bad happens—because we’ve learned from the experience. So, if a past encounter comes to mind, picture yourself handling it with calm and clarity. What would you do differently? Write it down—that’s your new policy for next time.
If you haven’t had to deal with a difficult client yet, good for you! Use your imagination to think through potential problem scenarios and draft a plan for how you’d handle them. When you run your business professionally, have clients sign consent forms, and follow reasonable policies, chances are you’ll avoid creeps altogether. Honestly, they’re pretty rare in most practices. But having a protocol in place ensures you’re prepared, just in case.
The way you run your business, present yourself, and interact with clients sets the tone for your entire practice. This includes everything from how your clinic looks and how you market your services to what you wear and how you conduct yourself during appointments. Professionalism isn’t just about appearance—it’s about projecting the behavior you want reflected back to you and how you manage client relationships effectively.
Establish clear, respectful policies and communicate them confidently to your clients. When you consistently show up as a professional, it sets the standard for how clients interact with you, building trust and ensuring respect in your practice.
Yes, massage therapy is a great career choice! The massage therapy career outlook is promising, offering flexible hours, meaningful work, and opportunities to improve people’s well-being. This rewarding profession allows you to build strong client connections and enjoy a balanced and fulfilling work environment.
A career in massage therapy allows you to make a real difference in people’s lives while enjoying flexibility and variety. What it’s really like to be a massage therapist includes helping clients reduce stress, manage pain, and improve their overall well-being. With opportunities to work in clinics, spas, or as your own boss, you can create a career that suits your goals and lifestyle.
Concerns about dealing with inappropriate clients are understandable but uncommon when you set clear boundaries and enforce professional policies. Most of your time will be spent with respectful clients who value your skills, making this profession both rewarding and manageable.
ClinicSense helps you maintain a safe and professional practice with features like online booking controls, intake forms, and client management tools. By setting clear boundaries and leveraging these tools, you can focus on providing great care to respectful clients while protecting your business.
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