W5 Therapy Rooms

W5 Therapy Rooms – Therapist Procedures

1. Therapist Eligibility & Documentation

All therapists must be fully qualified and provide the following documents before using the rooms:

• A copy of relevant professional qualifications

• A current membership certificate with the appropriate governing body

• A valid professional insurance certificate

Once all documents have been received and verified, you will be given instructions on how to access the building and rooms.

2. Building & Room Access

• Access to the building and therapy rooms is via entry codes.

• Codes will be issued only after all required documentation has been verified.

3. Client Arrival & Entry Procedure

• Please instruct clients to press No. 27 on the keypad upon arrival.

• The office phone/intercom inside your room will ring, allowing you to grant them access

4.Punctuality Policy

• Clients must arrive on time for their session.

• There is no internal waiting area for clients.

• If clients arrive early or the weather is poor, they may wait in nearby cafés (e.g. Starbucks) or local shops.

This policy is in place to minimise interruptions caused by buzzing and to protect the confidentiality and flow of ongoing sessions.

5. Session Length & Room Changeover

• Room bookings are for 1 hour, which equates to a 50‑minute therapy session.

• Sessions must:

  • Start on the hour

  • End at 50 minutes past the hour

  • Allow 5 minutes to vacate the room

You are expected to leave the room by 55 minutes past the hour.

• If you require a full 60‑minute session, you must book a 2‑hour slot.

• A clock is located in the main area.

• At 5 minutes before the next booking, the incoming therapist may respectfully knock on the door.

• The next therapist will have 5 minutes to set up their session.

6. Food, Drinks & Cleanliness

• No eating is permitted in the therapy rooms.

• Water is provided for therapists and clients.

• Clients may bring drinks purchased while waiting (e.g. takeaway coffee). Please ensure spills are avoided and cleaned immediately.

• Do not dispose of drinks containing liquid in the rubbish bins.

• Dirty glasses must not be left on cabinets or surfaces at any time.

7. Liability

W5 Therapy Rooms is not responsible for any loss, theft, or damage to personal belongings occurring inside or outside the premises.

8. Waiting Area & Confidentiality

• There is no waiting area for clients inside the building.

• To protect confidentiality, only therapists may briefly wait in the space between sessions.

• A white noise machine operates in the main area to enhance privacy.

  • Do not switch this off at any time.

9. Children on the Premises

• Children must be supervised at all times and must never be left unattended.

• Clients (including children) may not use the space as a waiting area.

• Parents may not wait inside while children are in session, and children may not wait while parents are in session.

10. Working With Clients Under 16

Therapists seeing clients under the age of 16 must:

• Hold appropriate professional insurance

• Have a valid DBS check

11. Parking Information

Parking is available at Springbridge Multi‑Storey Car Park:

• Address: 9 Spring Bridge Road, W5

• Approximately a 3‑minute walk across the park

Rates:

• £1/£2 per hour (7:00am – 6:00pm)

• Free after 6:00pm

• Weekends: £3 all day

12. Toilet Access

• Toilets are accessed by code.

• The code will be provided to you and displayed on the notice board.

13. Lighting

• Please do not use wall light switches.

• Lighting is provided via lamps only.

• Lamp switches are located on the floor.

14. Cancellations & Refunds

• A 48‑hour cancellation policy applies.

• Cancellations must be made at least 48 hours in advance to qualify for a refund.

• Each therapist is entitled to four refundable cancellations per month.

• A £2 administration fee applies to each cancelled session.

Refunds:

• Processed at the end of each month

• Funds typically take 5–10 working days to appear in your account

Thank you for helping us maintain a professional, calm, and confidential environment for both therapists and clients.