Therapy Room – Standard Operating Procedures


Standard Operating Procedures Therapy Rooms – Invicy Ltd.

Last updated: 06/09/2023

1. Pre-screening (including an example of what we use at Clear Medical Clinic – covid health-related).
2. Availability of therapy rooms T1 and T2, and T3.
3. Ad-hoc charges per hour explained.
4. Weekly pre-booked slot charges explained (minimum a month and charged irrespective of use).
5. Cancellations.
6. Client journey and expectations.
7. Entering and leaving the therapy room – Therapists.
8. GDPR (General Data Protection Regulations).
9. Insurance and Indemnities.
10. Penalties.

1. Pre-screening.

Therapist Screening:

Before making a booking of the therapy rooms, we ask that you submit and receive acceptance of the following:

This form must only be submitted to us once, but we ask that you immediately inform us of any changes to it.

We ask that you ask your client/ inform them of the following before they attend the clinic:

• Have they exhibited any symptoms of COVID-19 within the last week?
• Have they been on holiday in the last four weeks, and if so, where?
• Toilet facilities are unavailable at the clinic. Toilets are for staff use only.
• Kitchen drinks/reception facilities are unavailable at the clinic.
• Do not bring unnecessary baggage, such as luggage and shopping etc., to your appointment (accessories to be kept to a minimum).
• Please bring a pen as this may be required, and we cannot provide one.
• I am aware that I must attend my appointment at the designated time and have vacated the premises after 55-57 minutes (this is to allow social distancing measures to be carried out safely).

An example of an online prescreening form used at Clear Medical Skin Clinic can be found here: (these are relevant to clinical practice procedures – insurers/online government guidance can advise you of what is required of you).

2. Availability of Therapy Rooms T1 and T2, and T3

T1 and T2 are only offered to talking therapists after an agreement with Invicy Ltd., which offers the therapy room service. They are available within these hours:

• Tuesday to Thursday 8:50/8:55 am until 6:50/6:55 pm
• Friday 8:50/8:55 am to 5:50/5:55 pm
• Saturday 8:50/8:55 am to 3:50/55pm

T3 is only offered to physical therapies after an agreement with Invicy Ltd., which offers the therapy room service. They are available within these hours:

• Tuesday to Thursday, 10:30 am  until 7:30 pm
• Friday 10 am to 6 pm
• Saturday 10:30 am to 4:30 pm

We endeavour to inform you of unavailable rooms or changes to the SOP 4 weeks prior. We reserve the right to make changes with immediate effect in cases of emergencies.

3. Ad-hoc charges per hour explained:

The rooms are charged at £12 per hour, and if the client does not Attend (DNA) or there is a last-minute cancellation (LMC), the room will be charged at full price. There is no charge for the use as long as an SMS is sent to 07960 121 865 24 hours in advance.

4. Weekly Pre-booked slot charges explained (minimum a month and charged irrespective of use).

If you would like to pre-book your slots weekly, this can be done at the following rates:
2hrs = £18 3 hrs = £26 4 hrs = £34 5hrs = £42 6 hrs = £50
7 hrs = £58 8 hrs = £66
The allocated slot can be booked by emailing and will commence when pre-booked ad-hoc appointments are present; this will be communicated via email. Before this, if not arranged, the AD-HOC £12 rate is applicable and will be outlined via email. They require a 2-week notice of termination and have to be for at least four weeks. DNA charges do not apply to these pre-booked slots; you are liable for the amount irrespective of whether they are used.

5. Cancellations

You can now cancel your booking via a link in the confirmation email you received when making the booking. If you cancel a booking, it will cancel all of the slots made during that email/session. However, to make cancellations easier – you can still make singular bookings that will allow you to cancel one at a time. If you choose to book various slots during one session, be mindful that cancelling one of them can not be done without cancelling them all and will entail rebooking the required slots immediately.

Please text Nadia on 07960 121 865 to notify us that there is a cancellation if you cannot do this yourself, at least 24 hours prior to your booking or your booking will be charged in full.

6. Client journey and expectations.

The client will arrive at their appointment on time and will be either texted/called to enter the clinic and guided in some form by their therapist directly to their therapy room. There is hand sanitiser available at the clinic entrance and in each therapy room.

7. Entering and leaving the therapy room – Therapists.

Vacate the therapy room 3-5 mins before the end of your hour/last consecutive hour booking (we want to ensure other therapists are accommodated and that our staff are not inconvenienced as they may have prior commitments) – see section 9 below as Invicy Ltd. will issue penalties if not adhered to have cameras filming entry points to the clinic). We ask that you text 07960 121 865 if you need to log a DNA (client did not attend) or LMC (last-minute cancellation).


Any data disclosed to any persons relating to the use of the therapy rooms will be kept strictly confidential and, if shared with any other persons not relating to this agreement, will cause the agreement to be terminated. The occurrence will also lead to prosecution in line with GDPR (General Data Protection Regulation 2016/679) laws.

9. Insurance and indemnities.

If you are not already doing so, please regularly contact your insurer to ensure that you have the correct policy to perform the type of service in the therapy room.

It is the therapist’s responsibility to be qualified in their field and keep up with continuous professional development. We also ask that you email us a copy of your professional indemnity and public liability insurance as it renews to have copies of these on record.

10. Penalties

If the room you have booked is not vacated 3 mins to the end of your booking slot, you will be issued a warning; on repeat offence, there will be a £10 penalty per occurrence. If there is someone in after you, they need to use the room on time. Also, other people may be present in the hallways, and we must maintain a professional environment for all Therapists and clients visiting the clinic.

Some of you may already know that, at times, pre-pandemic, therapists would wait outside the therapy rooms when another therapist is in a session. We appreciate that talking therapy can sometimes run over, and most people are accommodating. However, respecting everyone who visits or works within the premises is part of our SOP (standard operating procedures).

Note:  If you have any questions or queries about anything mentioned within these standard operating procedures or would like to discuss a request, please do not hesitate to email or call Nadia; she will assist you.