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7.8.5 – Procedure – Academic Resale: Massage Therapy Clinic

Part 1: Scope. Students provide massage therapy services as part of their academic program. All services must be integral to the instructional program. Services are provided to the public, Lake Superior College (LSC) students, employees, and the general public by appointment on a first requested, first served basis.

Part 2: Massage Therapy Clinic

Massage therapist students provide a full range of massage therapy services to clients of all ages. Massage therapy is not a medical treatment therefore no medical referrals are required and insurance claims are not submitted. There are three basic types of massage provided: relaxation/stress reduction massage, medical massage for pain and problem areas (deep tissue and neuromuscular therapy), and performance enhancement (sports) massage. Several types of specialty massages are available when scheduled, including pregnancy, senior, lymphatic, and hot stone. Massage therapy instructors supervise all of the services provided.

Clients participate in a pre-massage intake interview, which includes an explanation of the service to be provided that day, 45 to 90 minutes of hands-on work, a post-massage interview, and a written evaluation on the therapist.

Services are provided when the clinic is scheduled to be open to the public. Schedule varies throughout the semester. A published schedule will be available that identifies types of massages offered on which days. Clinics are scheduled in the mornings, afternoons, and evenings. The schedule is available on the LSC website. Clients call to set up an appointment. Clients may schedule one massage per month and two massages per semester; if the client chooses one of the double-treatment options and receives two week-to-week sessions that is the maximum for the semester. Appointments are made on a first requested, first served basis.

The Massage Therapy Clinic is advertised on the LSC website. The program and clinic are also advertised by student chair massages at LSC health fairs, appearances at local colleges, and in the community.

Subpart A: Procedures

    1. First time visits will require clients have an initial interview with the therapist to discuss personal information and health history, therapy goals, and answer any outstanding questions. The therapist explains the types of massage, proposes a treatment plan, and describes the massage process.
    2. Client completes a Registration form related to the type of massage:
      1. Relaxation Massage – Registration form gathers information: name, address, phone number, occupation, sports/hobbies, and basic medical history.
      2. Deep Tissue or Sports Massage – Registration form gathers personal and more in-depth medical history.
    3. Client must consent to the terms and conditions of utilizing the Massage Clinic by signing and dating a Client Bill of Rights, which is effective for one year, September to September.
    4. Client receives 45 to 90 minutes of hands on work, participates in a post-massage interview, and completes an evaluation.
    5. File is maintained on each client, which includes attendance, client intake forms, and signed client Bill of Rights. Files are in a locked file cabinet in the Massage Therapy classroom.

Subpart B: Costs

    1. Services are $15 for 1 hour or $20 for 1½ hours.
    2. LSC massage therapy students and members of the LSC Massage Therapy Board receive services at no charge.
    3. Payments are due prior to treatment. If client is unable to pay, payment is accepted at their next visit or a pre-addressed/pre-stamped envelope is given to the client to mail in the payment to the instructor.

Subpart C: Payments and Billing

    1. Payments are made to instructors before services are provided.

Subpart D: Cash Procedures

    1. Client payments recorded on appointment schedule.
      1. Amount paid by each client is recorded.
      2. Appointment Schedule is submitted with deposit form.
    2. Cash on hand.
      1. Amount is requested from the Business Services Office at the start of the fall semester.
      2. Amount is recorded in ISRS.
      3. Cash on hand remains with the department throughout the academic year; total amount is returned after the last clinic in the spring semester.
      4. Cash is kept in a locked file cabinet. Instructors are the only ones with access to the locked file cabinet in a locked office.
      5. Business Services Office staff conducts unscheduled audits of cash balance periodically.
    3. Deposits.
      1. Deposits are typically made the morning of the next business day following a clinic.
      2. Any time that receipts are over $200, they must be deposited within 24 hours. Deposits must be made within three (3) business days no matter what the total amount received.
      3. Instructor prepares the deposit.
        1. Total on the deposit form is matched to the amount shown as paid on the Appointment Schedule.
        2. Appointment Schedule must be submitted along with the deposit form.
        3. Cash overages or shortage, if they occur, are recorded on the deposit form.
        4. Deposit date on the deposit form is the date it is brought to the Business Services Office (not the clinic date/s).
        5. Instructor brings deposit to the Business Services Office or may contact Security to deliver it. It may also be placed in the Business Services Office drop box after hours.
      4. Deposit is verified by Business Services Office staff.
        1. Checks are stamped in the Business Services Office.
        2. Deposit is verified with the attached Appointment Schedule.
        3. Deposits are credited to cost center/object code: 011036/9378.

Subpart E: Accounts Receivable

    1. If a client does not pay, the service is considered no charge. Invoices for past due balances are not sent to clients.

Part 3: Internal Mitigating Control

Ideally staff that does not have access to the cash drawer should prepare deposit, but this is not possible due to small staff. Mitigating controls are in place to verify deposits and cash on hand.

Subpart A: Purpose. To conduct an independent review of the Appointment Schedule to the Deposit form and ISRS as well as cash on hand.

Subpart B: Procedure. The internal mitigating control is conducted by the Business Services Office staff.

Step 1

    1. Business Services Office staff verifies each deposit to the Appointment Schedule at the time of the deposit.

Step 2

    1. Audit Test Log is completed including the following:
      1. Days in the semester that the Clinic is open.
      2. Receipt totals from the Appointment Schedule by date.
      3. Deposit totals by date.
      4. Daily receipt totals matched to the deposit totals.
    2. Verify:
      1. $200 has not been received per day or in total without a deposit made.
      2. Deposits are made no later than three (3) business days after receipt.
    3. Run ISRS report AC0530CP for 011036/9378.
      1. Deposit amounts and dates entered on the Audit Test Log.
      2. Daily receipt totals compared to the deposit amounts and dates.
    4. Any discrepancies are investigated and reported to the Director of Business Services.
    5. Audit test logs are retained for four years.

Step 3

    1. At least once each semester, the Business Services Office staff conducts an audit of the cash on hand.
    2. Dates of cash audits and results are entered into the Audit Test Log.

Step 4

    1. Director of Business Services is notified each time the independent reviews/audits are completed.

Date Implemented: June 10, 2015