Have you ever had a new client tell you about a pre-existing injury or condition after their first class? Maybe they tell you about some discomfort on the way out the door, or they call a day or two later to report pain that hasn’t gotten better. If this hasn’t happened to you, you’re lucky, or you have a great screening process. I hope it’s the latter. If it isn’t, you’re still lucky because by the end of this article, you’ll know how to develop a screening process that will help keep you and your clients safe.
Situations like this often trace back to a lack of communication and what was discussed, documented, or missed during client intake. What is your process for meeting a client for the first time? Do you have them sign the waiver and send them on their way, or do you have them fill out the appropriate paperwork and get to know them?
Pilates client screening helps prepare the client and the instructor for a safe and successful session together. It invites clients to disclose any injuries or conditions that may affect their ability to exercise. From the instructor’s perspective, it is the opportunity to learn about your clients, along with their needs and abilities, so you can tailor your teaching to them.
The Role of Client Screening in Liability Exposure
Upon reaching the studio, new clients may be excited, nervous, or rushed to get into class, and the instructor may be feeling the same. It may be tempting to quickly check in a client and breeze through the screening process. It is important, however, that each client goes through a thorough process prior to class.
If you’re not sure if you have a client screening process, let’s talk about what they are. A screening process can look quite different, depending on where you teach. If you’re at a gym, clients have likely already signed a waiver and other participation forms when they got their membership. If this is the case, you may need to review these records before class if you have access to them. If you don’t, make it a point to be in a place where you can welcome new students to class and talk with them for a minute or two so you can find out about any pre-existing concerns.
Pro Tip: If you have the time, invite new students to come to class a few minutes early so you can introduce them to the equipment and class flow. It lets you get to know them, and discussions about health conditions often come up more naturally here than in a forced setting.
If you’re in a studio where you’re responsible for checking in clients and then teaching, make sure you know what the protocol is for new clients where you teach. This can include waivers, the PAR-Q+, health disclosures, or other screening tools.
If you’re a solo teacher, the responsibility falls on you to develop your own screening process and keep records showing what clients disclosed to you.
Intake records like these help demonstrate that reasonable professional steps were taken prior to participation. They are invaluable in the event that a client attempts to blame you for an injury or condition that may have already been present.
Thorough Pilates client screening can limit your exposure to liability related to:
- Allegations of undisclosed or misunderstood injuries
- Claims that appropriate screening questions were not asked
- Disputes about readiness for participation.
It reduces uncertainty and miscommunication, and also helps our clients feel safe and cared for as they participate.
Where Screening Gaps Commonly Lead to Claims
If you have a client screening in place already (which I hope you do), where does it fall short? Watch for common scenarios like these that may indicate your client screening isn’t quite up to par:
A client notes “Past knee issues” with no further details on an intake form. This is basically an open invitation for a knee injury during class.
A client marks “Yes” to several questions on the PAR-Q+ or other pre-participation screening, and no follow-up questions are asked. If you don’t ask questions, you won’t get answers, and those answers can be the difference between negligence and quality care.
A client’s claim later alleges that your screening did not adequately address their limitations. No instructor wants a client to be injured, but if we don’t do our part to ensure their safety, that responsibility can fall on us.
Each of these scenarios can be avoided by making small and simple changes to your client screening process.
If your intake forms are rushed or incomplete, require that instructors and new students be 10-15 minutes early to class to provide adequate time for completion and discussion.
If your client minimizes prior injuries or discomfort on an intake form or initial discussion with the instructor, gently ask follow-up questions and encourage open, honest discussion.
Even if a client has prior Pilates experience, do not make assumptions about their ability levels. Ensure that all new students are screened in the same manner.
If a follow-up question or another part of a client screening is missed during initial intake, rectify it as soon as possible. Mistakes happen, but the sooner they can be corrected, the lower your liability will be.
Client Screening Within Fitness Settings
Does your state mandate client screenings prior to fitness instruction? Chances are, probably not. Most state and local governments do not require screenings or assessments to be done before a client participates in an activity. As Pilates instructors, we have to rely on internal intake processes rather than external regulation.
If you’re part of a larger entity, like a franchise, box gym, or multi-studio group, there should be a consistent screening process that provides the same experience across all locations.
If you’re teaching on your own, in private classes, small group sessions, or hosting events, ensure you have a screening procedure in place here too. Screening before a private session will help you tailor the workout more precisely and give the client more confidence in your abilities and professionalism as an instructor.
Screening often gets missed before small group sessions and special events, especially if they’re casual or hosted by a single instructor. One-off events are often at higher risk because client screenings tend to fall by the wayside. People who attend these events may not be familiar with you or with Pilates in general, making it even more important to perform screenings and ensure their safety in a new environment.
Consistent client screening across all of your teaching platforms will help align expectations between you and your clients before participation even starts. When there is clear communication, you’re inviting a better overall experience and reducing your exposure due to misunderstandings or a lack of communication.
Documentation and Communication During Intake
How long does your new client intake process take? If you’re already busy trying to check in clients and then get on your A-game before walking into the room to teach, you might not feel like you have the time to have a heart-to-heart with each new client that walks through the door. I’m here to tell you that this first conversation with a new client does not have to be long or difficult. Yes, it will require more planning and a bit of extra time, but it doesn’t have to be much.
Start with written intake forms as the primary documentation tool. Have them easily accessible for new clients when they walk through the door. If you’re busy, you can have them fill out the forms while you’re checking in other clients. When they’re finished, take a minute or two to talk with them about any questions that need follow-up or further discussion.
Pro Tip: While it may seem silly to practice the screening process, it can be incredibly helpful to practice what you’ll say when you talk to new clients after they fill out intake forms. Make it friendly and encouraging, more of a “get to know you” conversation than an interrogation.
Be sure to use consistent screening questions and processes for all clients. Judging someone’s fitness level and abilities based on their appearance does not qualify as a screening. I’ve seen places that skip over forms or assessments because someone looks healthy. Those assumptions can come back to bite you, so keep your screenings consistent.
Cover more than just the basic waiver and consent forms. Choose high-level screening options that include:
- Informed consent and participation waiver forms
- A history of pain, discomfort, or prior injuries affecting movement and/or exercise
- Recent changes in physical condition (e.g., surgeries, injuries, serious illnesses)
- Client goals
- Prior Pilates or other exercise experience.
Once you have this information, it’s important to store client records and to do so securely. Don’t toss out forms, even if the client is perfectly healthy. These records serve as proof of disclosure and reasonable attempts to ensure safety if litigation is brought against you. Client information should stay private and protected, and should be used to enhance their Pilates experience.
Equally important as the first client screening is maintaining ongoing communication with clients regarding changes in health conditions or abilities. It can be as simple as a yearly follow-up with clients or a simple “Would you take a minute to make sure your information is up to date?” occasionally during check-in. Maintaining screening records is part of your responsibility as a fitness professional and is always worth the time it takes.
How Client Screening Reduces Liability Claims
If you’ve read my recent article about risk management in Pilates businesses, you’ll know that many big risks can be mitigated with small and simple actions. Client screening is one of those actions, and one that can’t be overstated.
We’ve all been handed packets of paperwork, whether at the doctor’s office, the gym, or even to have your car’s oil changed. Signing releases and waivers has become commonplace at almost every business in the service industry (except perhaps restaurants, which might curb your desire to eat out). This has led a lot of people to sign their life away without reading the contents of the contract.
Don’t let your Pilates classes be one of these. Take it a step further than just handing clients a clipboard. Take this time to get to know new clients and talk with them. Even the most simple of discussions can help clarify expectations and limitations. It is an opportunity to introduce your teaching style and the modifications you give for varying abilities.
If your clients know what to expect, they will go into the class better prepared and leave the class having had a safer and more enjoyable workout. These expectations also help your client take responsibility for their own experience. These practices do not eliminate the possibility of claims made in the event of an injury, but they do greatly reduce the risk. Thorough and appropriate screening demonstrates to clients and potentially to legal professionals that appropriate steps were taken to gather client information and reduce risk of injury. While I hope that you never have to use them, they provide a great piece of mind if something were to happen.
The Role of Liability Insurance in Screening-Related Claims
Even with thorough client screening, liability claims may still arise, which is why risk management practices such as screening should always be coupled with an insurance policy for maximum protection.
Instructors and business owners may want to carry different types of insurance. The most commonly offered types are professional and general liability coverage. Oftentimes instructors have a limited amount of coverage through their employer that can assist if a claim is filed against them. However, it is generally a wise business decision to carry your own insurance regardless of what your employer covers.
Whether you are a business owner or an employee instructor, how a claim is framed influences which type of insurance coverage is used.
- Professional liability insurance is used for alleged failures in professional services, including screening or instruction. This is a must-have for both instructors and business owners.
- General liability insurance is used for bodily injury arising from participation or the environment the class is held in. This type of insurance is especially beneficial for business owners, but can provide an extra layer of protection for employed instructors as well.
Liability insurance supports Pilates instructors when screening and prevention efforts are not enough. The coverage you choose should be based not on your ability to teach or what you think might happen. Even the best of teachers in the nicest studios can experience accidents. Good insurance coverage can help protect you, your finances, and your career as a Pilates instructor.
Screening + Insurance: The Safest Combo
You heard it in your Pilates teacher training and now you’re hearing it again. Protect yourself. You have worked hard to get to where you are in your career, whether you are just starting or you are a veteran teacher. You may never have to use your insurance, but if you do, it is the best safety net to fall into.
A key piece of that safety net is your client records, including screenings and assessments. They hope you stay safe as a teacher and prepare you for real-world liability situations so that you can keep teaching what you love.
Insure Fitness Group provides Pilates instructor insurance through a single annual policy focused on professional and general liability coverage. This insurance complements client screening and documentation practices by supporting Pilates instruction and client participation.
