I recently received a call from a client I had in my care 3 years ago.  She wanted to know if I still had her paperwork, if I still had her charts, if I still had her workouts, her weight, her progress… She told me she needed these for an insurance claim she was submitting.  I didn’t panic, I knew I had them but what got me worried was her insurance claim.  I proceeded to ask her a few questions, if I could help her with her claim, if there was something amiss with her health?  It’s not that I wanted to recruit her as a client, it was to find out how far back she was going and who she was naming in her claim.

It turns out, she has a dislocated shoulder and was trying to get disability insurance compensation.  So how does that affect me?  Well it doesn’t because I have the file!  In no way could she come back to me with claims that the problem started in the gym.  At no point was there a mention of discomfort or pain, nor was there a pre-existing pathology that I had ignored.  There was no point in sending her the information from the file, but it’s her file and I had no reservations about sending off a pdf version for her insurance company.

This could have been a problem if I didn’t keep accurate, up to date files on each and every client.  Here’s what you should always have in file:

• a physical assessment report
• a medical assessment report
• a complete detail of her workout regimen, including weight load, number of reps and then a quick note on her performance – these should be signed at every workout both by her and by you
• a weight tracking chart
• a nutritional log

It seems like alot of information, but this will ensure that you are insured!  It will keep the client on track and on task, it will allow you to move forward without repetition and will allow you to be as creative as you can while keeping your client informed at all times.  If she can see her chart every time she comes in, if she has to sign off on every workout, make notes and make comments in writing, she will take ownership of her work.  The insurance companies cannot possibly work without your files, you are at risk every time she comes in to see you.

Be prepared by staying on top of your game, on top of your work and on top of the information.  Without it, you are just another trainer out there.  Dare to be different by being the professional you want to be seen as.  Position yourself amongst the best and the brightest by keeping accurate and up to date files.

If you want to know more about client files and how to work them, I have developed a complete module on this subject.  I’d love to help you be the best at what you do.  Here we go!  www.myoprecision.com