Initial Consultations

Procedure for Initial Consultation (60 Minutes)

Client Arrival (5-10 Minutes Before Appointment)

• Admin and/or Practitioner greet the Client (within 20 Seconds): Welcome the client by name as soon as they arrive.

  • “Hello [First Name], welcome to Effect. Please take a seat and relax. Here’s a form to fill out (if needed). If you have any questions, leave them blank and we can go through them together.”

• Clinic Induction (Max 5 Minutes): Make them feel welcome and show essential facilities.

  • “Thanks for waiting! Just before we step into the consult room, let me show you where the water is, and the bathroom is through that door on the right.”

Consultation (Max 50 Minutes)

Introduction (2 Minutes)

• • If the client is new to Exercise Physiology: “Have you ever seen an Exercise Physiologist before? How was your experience?” Or "What did your doctor/referrer tell you about coming in to see us today?"

  • Start with an Open Question: Build rapport and establish trust. “How can I help you today?”

Subjective Assessment (Max 20 Minutes)

• Key Steps:

  • Identify the primary concern and relevant history (focused on exercise prescription needs).

  • Rule out any red flags.

  • Explore client goals by finding the emotional tipping point for seeking help. "what led to the point you decided you needed help for this?"

  • Reassure, educate, and prepare the client for objective testing.

  • Example: “This is what I think may be happening, and we’ll confirm it through A and B.”

Objective Assessment (Max 20 Minutes)

1. Consult Room Tests:

   • Perform key tests such as BP/HR (if necessary) and range of motion/special tests.

   • Explain the significance of the tests: “These tests give us a perspective of your problem.”

2. Gym Floor Tests:

   • Cardiovascular (CV) fitness tests (e.g., 6MWT, YMCA step test) and strength tests (e.g., 5RM, STS).

   • Mobility and balance assessments (e.g., TUG, SLstance).

   • Movement analysis (e.g., step down, SLsquat).

Treatment and Plan (Max 10 Minutes)

• Goal Setting & Expectations:

  • Create: no more than 1-2 goals that are meaningful to the client. (More on goal setting HERE)

  • Re-affirm: "Does this sound like something you're wanting to work toward?"

  • Set plan and expectations: Timeframes, basic treatment mapping, expectations of client (eg. daily HEP, attending weekly EP for 8weeks, etc.)

• Treatment/HEP:

  • If necessary, provide treatment (e.g., pain modulation or stretching).

  • Prescribe a home exercise program (HEP) with no more than 3 exercises ideally.

  • Demonstrate exercises and run through them with the client.

  • Input HEP into Physitrack, print, and explain the app (can help client set up in follow up appointment).

• Booking Next Session:

  • Reiterate 3 key takeaways (problem, goals, and plan).

  • “Did we meet your expectations today? Any questions?”

Admin Handover & Follow-Up

• Escort client to front desk and speak clearly to admin with client present

eg.

"We have discussed seeing Brett (Client) weekly (frequency) for a period of 6 weeks (timeframe). Can you please help Brett with these appointments? Please also scan his management plan in and give his folder to him. Thank you."

• Thank client for their time "Thanks for coming in today, I will see you (next appt). Expect a call from me in two days to check in

• Scan/upload any relevant documents (e.g., contact/preEx forms, referrals) if needed or delegate to admin.

• New Client Checklist: Complete all checklist items (Google Docs).

Important Communication and Tips for Success

First Impressions Matter:

• Greet clients warmly and confidently. Show interest from the start.

• Maintain open body language and smile with your eyes to create trust​(2 HM_Communic8_WeekTwo_…).

Listening Techniques:

• Global Listening: Pay attention to body language, tone, and emotional cues. Avoid distractions​(2 HM_Communic8_WeekTwo_…).

• Ask Open-Ended Questions: “Tell me your story” or “How can I best help you today?” Let them speak without interruption​(2 HM_Communic8_WeekTwo_…).

Building Empathy:

• Use cognitive empathy: “It seems like you’ve been through a lot, and I can sense your motivation to improve”​(2 HM_Communic8_WeekTwo_…).

• Always validate their feelings and avoid making assumptions.

Use of Small Talk:

• Begin with light conversation or compliments to ease tension.

• Write down any unique details they share for future reference​(2 HM_Communic8_WeekTwo_…).

Managing Expectations:

• Be clear about the expected outcomes of the session and the timeline for achieving goals.

• Use the 4 key validation questions:

  • What’s wrong with me?

  • How long will it take?

  • What can I do about it?

  • What can you do for it?​(2 HM_Communic8_WeekTwo_…).

Active Listening Skills:

• Paraphrase and summarise frequently to ensure clarity.

  • Example: “It sounds like you’re worried something has been missed in your scan.”

• Strategically use silence to let the client open up​(2 HM_Communic8_WeekTwo_…)​(2 HM_Communic8_WeekTwo_…).

Resources: