Mission Statement and Goals

Code of Conduct

Dress Code and Professional Appearance

Daily Procedures

Service Standards

Maintenance and Supply Request

Social Media and Branding Policy

Scheduling and Availability

Cancellation Policy

Communication Expectations

No Drama Lama Policy

Safety and Accessibility Protocols

Professional Compliance Requirements

Continuing Education Agreement

Payroll Portal Access

Mission Statement and Goals

Mission Statement:
Blue Buddha Healing Arts is a sanctuary for healing, relaxation, and self-discovery. We offer a refuge of non-judgment and transformation, where clients and staff alike can grow and thrive.

Tagline:
A refuge to heal your body, free your mind, and find your tribe.

Goals:

1. Support Personal Growth: Create an environment where therapists can expand their skills and knowledge.

2. Deliver Exceptional Service: Provide clients with an unparalleled experience rooted in care and expertise.

3. Foster Innovation: Encourage creativity and innovation in wellness practices and business operations.

Code of Conduct

At Blue Buddha Healing Arts, professionalism and respect are foundational to our success.

1. Professional Behavior:

   • Treat all clients, colleagues, and management with respect and courtesy.

   • Arrive on time, prepared, and in proper attire.

2. Client Confidentiality:

   • Protect all client information, including personal and medical details.

   • Never disclose information without explicit consent.

3. Ethical Standards:

   • Adhere to the ethical guidelines established by professional massage organizations and Pennsylvania law.

   • Avoid conflicts of interest and maintain professional boundaries with clients.

4. Reporting Issues:

   • Report workplace concerns, violations, or unethical behavior to management promptly.

Dress Code and Professional Appearance

• Wear clean, professional clothing that aligns with Blue Buddha’s “Spa Black” dress code or company-branded shirts.

• Maintain impeccable hygiene, including trimmed and clean nails.

• Avoid wearing strong fragrances, as they may impact sensitive clients.

• Keep hair neatly styled.

Daily Procedures

Pre-Shift Duties:

• Arrive at least 20 minutes early to review your schedule and prepare your workspace.

• Ensure your room is clean and welcoming, with fresh linens, sanitized tools, and appropriate ambiance (lighting, sound curtains closed, music, and temperature).

• Familiarize yourself with the day’s schedule, especially for clients booked for spa days or multiple services, to ensure seamless transitions.

During Sessions:

• Client Consultation: Begin each session with a thorough consultation to understand the client’s needs, preferences, and any contraindications.

• Adjustments for Comfort: Tailor the session to the client’s preferences, including table temperature, music, and pressure.

• Client Communication: Allow the client to determine the level of conversation. Do not speak unless spoken to, prioritizing their relaxation and comfort.

• Confidentiality: Maintain client privacy and confidentiality throughout the session.

Spa Day Procedure:

• For clients booked for multiple services as part of a spa day, make every effort to keep them in the same treatment room throughout their visit.

• Coordinate with other team members to ensure smooth transitions between services without requiring the client to move.

• Adjust the room setup between services to maintain cleanliness and comfort.

Red Light Protocol

Post-Session Duties:

• Offer professional aftercare recommendations tailored to the client’s needs to enhance their wellness goals.

Post-Session Cleaning:

• Wipe down all surfaces, including the massage table, face cradle, and Ashiatsu bars.

• Mop the floors to maintain a clean and hygienic environment.

• Replace linens and ensure all soiled laundry is properly stored.

• Restock supplies as needed and prepare the room for the next session. Add any low product orders to the maintenance order form.

Service Standards

• Tailored Services: Adjust techniques and approaches to meet individual client needs.

• Time Management: Start and end sessions on time while ensuring clients receive their full appointment duration.

• Feedback Integration: Actively listen to client feedback and incorporate it into future sessions.

Maintenance and Supply Requests

To ensure that all treatment rooms are fully equipped and operational, Blue Buddha Healing Arts has a streamlined process for ordering supplies and reporting damaged equipment.

1. Maintenance and Supply Request Form:

• Therapists can access the Maintenance and Supply Request Form to:

  • Request restocking of supplies, such as linens, oils, or cleaning products.

  • Report any damaged or malfunctioning equipment (e.g., tables, tools, or room fixtures).

Social Media and Branding Policy

Brand Representation:

• Represent Blue Buddha Healing Arts professionally on all public platforms.

Content Creation:

• Collaborate on creating content such as wellness tips, technique demonstrations, or behind-the-scenes photos.

Model Release Form Requirement:

• Obtain signed Model Release Forms from clients before using their likeness in any marketing material.

Personal Social Media Accounts:

• Avoid engaging with clients on personal accounts unless boundaries are clear and professional.

Scheduling and Availability

1. Work Schedule:

   • Therapists are expected to provide services during their scheduled hours, as determined and agreed upon with Blue Buddha Healing Arts.

   • Schedules can be viewed anytime by accessing MindBody.

   • Any changes to scheduled clients must be approved by management.

   • Any permanent schedule changes must be approved by management.

2. Arrival Times:

   • Therapists must arrive at least 20 minutes before their first scheduled client to ensure their workspace is prepared and they are ready to start on time.

3. Flexibility and Communication:

   • Notify management promptly if any conflicts arise, with as much notice as possible, to allow time for adjustments.

4. Adherence to Schedule:

   • Punctuality is essential. Repeated tardiness or failure to adhere to the agreed-upon schedule may result in disciplinary action, as outlined in the Performance Expectations and Tardiness Policy.

Cancellation Policy

At Blue Buddha Healing Arts, we understand that life can be unpredictable. To maintain fairness and respect for our therapists’ time, the following cancellation policy applies:

1. 24-Hour Notice Requirement:

   • Clients must provide at least 24 hours’ notice to cancel or reschedule an appointment.

   • This allows us to offer the appointment time to other clients and ensure efficient scheduling.

2. Late Cancellations and No-Shows:

   • Clients who cancel with less than 24 hours' notice or fail to attend an appointment may be charged 100% of the cost of the service reserved.

3. Exceptions to the Fee:

   • While the cancellation policy is in place to respect the time of our therapists, management may waive the fee in cases where the client’s cancellation is due to:

     • Illness.

     • Family emergencies.

     • Other acceptable, unforeseen circumstances.

4. Severe Weather or Emergencies:

   • Weather-related closures or emergency cancellations will be communicated via the MOGI WhatsApp chat.

Communication Expectations

Clear and effective communication is vital to maintaining smooth operations and a supportive work environment. All therapists are expected to adhere to the following guidelines:

1. Monitoring WhatsApp Chats:

   • Therapists must monitor the Massage WhatsApp Chat and MOGI WhatsApp Chat at all times to stay updated on:

     • Schedule changes or cancellations.

     • Important team announcements and operational updates.

     • Weather-related closures or emergencies.

   • Therapists are expected to check these chats regularly and ensure timely responses to relevant messages.

2. Use of WhatsApp Groups:

   • The Massage Chat is reserved for operational updates specific to massage therapists.

   • The MOGI Chat is used for Messages of Great Importance, including weather closures and emergency announcements.

   • The TEAM Chat is used for team related and personal messages, jokes or well wishes.

3. Timely Communication:

   • Notify management promptly of any schedule conflicts, concerns, or changes.

   • Actively participate in discussions related to operational improvements or client care.

4. Team Meetings:

   • Therapists are expected to attend monthly team meetings to stay informed and contribute ideas for team growth.

   • Schedule one-on-one reviews with management as required to discuss performance, feedback, and growth opportunities. These meetings are to be scheduled at least quarterly by the therapist.

Professional Communication and Team Support Policy

At Blue Buddha Healing Arts, we strive to maintain a positive, respectful, and professional work environment where all team members feel valued and supported. To ensure a healthy and productive workplace culture, the following guidelines apply to all staff:

1. Positive Communication:

• Maintain a respectful and professional tone in all interactions with colleagues, management, and clients.

• Focus on constructive feedback and solutions when addressing workplace challenges or conflicts.

2. No Sh*t Talk:

• Refrain from engaging in gossip, spreading rumors, or making negative comments about colleagues, clients, or management.

• If concerns or grievances arise, address them directly and privately with the individual involved or escalate them to management for resolution.

3. Building a Supportive Team Environment:

• Celebrate team successes and acknowledge the efforts of your colleagues.

• Offer support and encouragement to fellow team members to foster collaboration and trust.

4. Professional Use of Communication Channels:

• Use work-related communication channels, including WhatsApp chats, team meetings, and one-on-one reviews, for constructive and professional discussions only.

• Avoid venting frustrations or discussing personal grievances in team-wide settings.

5. Addressing Concerns Appropriately:

• If you encounter unprofessional behavior or communication, report it to management promptly and discreetly.

• Management will address concerns in a fair and confidential manner, ensuring resolution aligns with the values of respect and professionalism.

Safety and Accessibility Protocols

• Familiarize yourself with the location of the first aid kit in the staff room.

• End sessions immediately if inappropriate client behavior occurs and report it to management.

Professional Compliance Requirements

To maintain the highest standards of professionalism and compliance, all therapists at Blue Buddha Healing Arts are required to adhere to the following:

1. Liability Insurance:

• It is the therapist’s professional responsibility to provide management with proof of valid and up-to-date liability insurance at all times.

• Liability insurance must:

  • Be active and cover all professional services provided.

  • List Blue Buddha LLC as additionally insured.

• Proof of insurance must be submitted to management:

  • Upon commencement of employment.

  • During annual renewals or when any updates occur.

2. Professional Licenses:

• Therapists must hold a valid and current professional massage therapy license in the state of Pennsylvania.

• It is the therapist’s responsibility to provide management with:

  • A copy of their license upon hire.

  • Updated documentation when the license is renewed.

• Any changes to the license status (e.g., suspension, expiration) must be reported to management immediately.

3. Ongoing Compliance:

• Therapists are required to ensure their liability insurance and licenses remain active and in good standing throughout their employment.

• Failure to maintain valid insurance or licensure may result in disciplinary action, up to and including suspension or termination of employment.

Continuing Education Agreement

Blue Buddha Healing Arts is committed to supporting the professional growth and development of its therapists. To encourage continuing education and skill-building, we offer discounted training opportunities under the following terms:

1. Discounted Training Opportunities:

• Therapists may receive discounted rates for approved continuing education courses and workshops sponsored or recommended by Blue Buddha Healing Arts.

• These opportunities are designed to enhance the skills and knowledge of our therapists, aligning with the needs of our clients and the standards of our practice.

2. Two-Year Employment Commitment:

• Therapists who accept discounted training opportunities agree to remain employed at Blue Buddha Healing Arts for a minimum period of two years following the completion of the training.

• This commitment ensures that the skills and knowledge gained through the training benefit both the therapist and the organization.

3. Repayment Agreement:

• If a therapist voluntarily resigns or is terminated for cause before completing the two-year commitment, they are required to repay a prorated amount of the training discount based on the remaining time in the commitment period.

• The prorated repayment formula is:
  ∗∗ProratedAmount=TotalTrainingDiscount×(RemainingMonths÷24)∗∗**Prorated Amount = Total Training Discount × (Remaining Months ÷ 24)**∗∗ProratedAmount=TotalTrainingDiscount×(RemainingMonths÷24)∗∗

• Repayment may be deducted from any outstanding wages or commissions owed at the time of termination.

4. Signed Training Agreement:

• Therapists must sign a Continuing Education Agreement before receiving any discounted training. This document outlines the terms of the discount, the repayment obligation, and the two-year commitment period.

5. Exceptions:

• The repayment requirement may be waived or modified at management’s discretion in the event of extenuating circumstances, such as:

  • Medical issues.

  • Relocation due to family obligations.

Payroll Portal Access

Setting Up Your Payroll Portal

1. Visit the Portal Website: Go to www.coladonatocpa.com.

2. Log In: Enter credentials in the Client Log In section.

3. Follow Setup Instructions: Set up your account with your email, name, and password.

4. Enable Two-Factor Authentication: Choose email, phone, or app for secure access.

Services Operating Manual