LO1 of Unit 4 – Understand the consultation process specific to gym-based exercise programme planning and own professional role boundaries

The Structure and Function of
the Circulatory System​

Learning outcomes
By the end of this section, you will be able to:

1.1 describe the importance of client consultations

1.2 describe ways to ensure client confidentiality and adherence with data protection legislation

1.3 describe how to cater for clients with different goals or needs

1.4 explain the role and responsibilities of the Gym Instructor

1.5 identify the information to discuss during a client consultation

1.1
Importance of client consultations

The consultation is an essential aspect in designing a training programme for gym members. The consultation aims to establish the member’s current motivation, identify current behaviours (good and bad) and their reasons for training. Also, the consultation is the perfect opportunity to build a professional relationship and rapport with members.

Consult in a suitable location. Most gyms will have an area suitable to sit with a client. After gathering and interpreting the member’s responses, agree on an action plan and include interventions for behaviour change.

The consultation also offers the opportunity to discuss the centre’s other services and any additional information the member may need. Be prepared to go to additional sources of information if you can’t answer the member’s question(s) and get back to them.

Meeting legislative responsibilities

All data handlers must maintain client confidentiality by keeping confidential information secure in a lockable file or on a password-protected computer. Maintaining client confidentiality is professional practice and complies with the GDPR (General Data Protection Regulations) 2018.

1.2
Ensuring client confidentiality

Confidentiality:

Maintain client confidentiality:

  1. Computer – password protected and restricted access
  2. Paper – in a secure filing cabinet in a lockable room (restricted access)
  3. It is also necessary to obtain consent from the client before discussing any aspect with other instructors or associated professionals.
  4. Follow GDPR guidelines 2018

 

GDPR protects people’s fundamental rights and freedoms and their right to privacy to personal data processing.

It provides a way for individuals to control information about themselves. Anyone holding personal data for other purposes is legally obliged to comply with this Act. See http://www.ico.gov.uk/what_we_cover/ data_protection.aspx for more information.

How to maintain client confidentiality?

Collecting and sharing client information is necessary to provide safe and effective health and fitness service. As clients entrust you with their personal information, they will expect you to respect their privacy and handle their information appropriately. You have an ethical and legal duty (under the law) to keep client information confidential.

To ensure you maintain client confidentiality:

  • Be aware of confidentiality at all times.
  • Conducting the consultation in a quiet, private area,
  • Stay up to date with the laws and codes of practice relevant to exercise referral.
  • Do not compromise your professional code of conduct, or conditions of your employment contract, i.e., discussing work-related issues, client circumstances, and the organisation with friends and family or using social media at work or home.
  • Know and follow your organisation’s policies and procedures.
  • Report possible breaches or risks of breaches of client confidentiality to the management team.
  • Do not discuss client information with others.

Obtaining and storing information.

  • Keep accurate and relevant records all the time.
  • Only access the information you need.
  • Keep information, whether physical or electronic, secure and confidential.
  • Follow your organisation’s guidance when using removable devices such as laptops, smartphones, and memory sticks.
  • Keep usernames and passwords secret and change them regularly.

1.3
How to cater for clients with different goals or needs

Fundamental to success is having a goal to channel focus and resources. Goals allow individuals to strive for success, generating a sense of purpose and ambition.

Goals should be personal to the client and geared towards areas of life, such as business and personal. Fitness professionals usually help people set health and physical fitness goals.

Overcoming barriers to exercise

Barriers stop people from attempting or progressing towards their goals. Types of barriers include:

Lack of time

We all have 168 hours in the week and busy. It’s easy to say that you have no time. However, time could be being spent inefficiently. Ask the client to document how they are using their time and do this for a week. A time diary is an excellent way to identify any potential gaps for activity.

No motivation

Hiring a personal trainer is the ideal strategy for demotivated clients to become motivated. Gym instructors can motivate clients by setting SMART goals and making exercise fun.

Physical barriers (e.g., obesity, injury, disease)

Physical barriers include obesity, soft tissue injury and diseases such as osteoporosis.

A strategy is to educate clients with physical barriers to regular exercise to improve their condition and enhance wellness. Send the client articles, videos and refer them to well-informed websites—design training session that exhilarates and not exacerbates existing conditions.

Use the SMART goal setting technique to motivate and increase the client’s focus and adherence.

Poor body image

You would think that having a poor body image would motivate people to do something about it. However, for many, it’s a barrier and often for psychological reasons. Aim to build confidence and educate at the same time. Regular exercise release feel-good chemicals in the brain called endorphins, which make you feel good. Regular exercise, of course, changes your body composition, so one will start thinking more positively about their body.

You can also help clients develop goals and rewards not related to weight loss. Also, please encourage them to recognise the qualities they like about themselves.

Lousy experience(s) with exercise

Discuss with clients their past experiences with exercise before starting a training program.

Consider each client’s past experiences in developing exercise programs to ensure that programs and goals support the development of self-efficacy and self-worth.

Be professional and do what you say you are going to do.

Family/friend/work obligations

Social, personal, and work obligations play a significant factor in regular exercise adherence. People are busy and must work. Families demand attention, for example, looking after young children.

Discuss alternative environments for exercise, such as the home. Following exercise videos may be an option.

Busy people plan their diaries si proper planning is essential. Plan sessions into the week like other aspects of the client’s life and work.

Set SMART goals.

Encourage social support from a family member and use a time diary to highlight opportunities for exercise. Teach clients how to develop social support as a lack of support from the people around the client is a barrier in itself. A strategy could be to identify activities people can do together with family and friends.

Environmental Barriers

Environmental barriers are physical barriers, often outside of the individual’s control. Examples and strategies include:

No access to gym facilities, including the cost of membership

Being active doesn’t always mean a gym workout. Explore with the client the local demographics and community activities such as the Park Run and outdoor spaces for exercise and activity. Other environments include the home. Home workout digital platforms such as Les Mills and Peloton have become popular. They usually involve a subscription, but the benefit is twenty-four-seven access.

When using alternative environments, perform a risk assessment first. Client safety must be the top priority.

Goal setting

Using goal setting techniques is essential for devising exercise strategies. Knowing the client’s reasons for training means you can focus on key words to motivate the client. Work with the client to set goals and use the SMART strategy. Remember that SMART goals contain three quantifiable figures.

Technology

Technology is playing a more significant role in everyday life, and it’s the same in fitness. There are activity trackers, health monitors and food scanners. Using technology can improve the exercise experience, making people accountable. A significant benefit of incorporating technology into the programme is real-time feedback and data comparison of time.

Planning programmes for client’s with different goals

As mentioned in previous sections, conduct a consultation of some sort to screen and gather information such as reasons for training, training experience and time available to train. Programme activities around the client’s reason for training as well as their experience of exercise. It is the use of programme variables such as reps, sets, activities and rest time between sets that dictate the physiological changes and must be manipulated over time for continued progress. The FITT principle is a good place to start in designing a basic programme structure.

1.4
The role and responsibilities of the Gym Instructor

The fitness instructor’s primary role (and duty of care) is to plan and deliver exercise specific to the client’s needs. Planned activities must be within the client’s physical capacity and performed in a safe environment.

Main responsibilities:

  • Creating fitness programmes
  • Motivating clients
  • Conducting exercise classes
  • Instructing clients
  • Demonstrating how to use various equipment’s
  • Taking body measurements
  • Health and safety of the workplace
  • Cleaning and keeping gym equipment well maintained
  • Offering basic dietary advice
  • Administrative tasks

It helps if the fitness instructor likes people and outgoing in personality, friendly and inspirational, and has a passion for passing on their knowledge about the correct use of the equipment and a willingness to help others. Fitness instructors must not step outside of their professional scope of practice by giving specific advice or activities beyond their qualification level.

Fitness instructors are perfectly positioned to support a member or client’s exercise journey by empowering them to adhere to regular exercise, such as the following:

  • Goal setting and identifying targets
  • Developing exercise skill, i.e. learning how to perform an exercise
  • Encouraging them to try new fitness activities, e.g., choosing a different class on the timetable
  • Sharing regular feedback
  • Giving praise to build confidence
  • Finding enjoyable activities for your client

Other qualities deemed professional include:

  • Identifying the specific needs of members
  • The safe practice of exercise
  • Creating an environment in which individuals are motivated to maintain their participation and improve their performance of fitness
  • Acting with integrity and respect
  • Maintaining and developing personal competence

1.5
Information to be discussed during a client consultation

The consultation is an essential aspect of the planning of exercise. The information gained means taking a client-centred approach and doing what’s essential to the member or client. The consultation is also the perfect opportunity to develop a professional relationship.

By the end of the consultation, you should know the following:

  • The client’s current behaviours (positive and negative)
  • The client’s current level of motivation and commitment
  • The client’s current health status and readiness for training
  • The client’s reasons for training
  • An agreed strategy of activity to include objectives and expectations

The consultation doesn’t necessarily need to be face-to-face. Other methods can work just as well and may even be more suitable, such as ZOOM or Skype calls, Facetime or just a simple phone call. Also, be prepared with the questioning as consultation don’t need to be overly long.

Consultation features

Screen the client by checking their readiness to start an exercise programme. There are two primary industry forms to use with new clients:

  1. PARQ
  2. Informed Consent

The Physical Activity Readiness Questionnaire (PARQ)

This simple questionnaire includes a series of simple health-related questions requiring a ‘yes’ or ‘no’ answer to check the client’s readiness and ensure they are in good health to participate in an exercise programme. Failure to meet the criteria typically results in referring the client to their GP.

The Informed Consent Form

The informed consent form is the document that clients must sign before participating in a training session or fitness test. It is an ethical requirement that clients receive sufficient information about the requirements, outcomes, and risks of entering an activity or program and enable them to make an informed choice about whether or not to participate. If the client is happy with the process, they must sign the document to say they agree. Informed consent provides a degree of protection between the trainer and client.

Gathering client information directly relating to designing a training programme. There are several methods available and listed below:

  • Oral questioning
  • Using a client-centred lifestyle questionnaire
  • Administering a food diary
  • Using a goals questionnaire
  • Using the decision/balance sheet
  • Health assessments such as BMI, circumferential and body fat scales

Make client’s feel special and that they are being heard. Watch your body language and use active listening techniques (small gestures such as nodding your head) to get the client’s buy-in to you. Always remain non-judgemental manner and be clear in your communication.

Collect the following information:

  • Personal details – name, contact details, next of kin, date of birth
  • Goals – weight loss, strength etc.
  • Activity levels – how much, how long, what type, experience and training age
  • Level of motivation – behavioural change
  • Food diary – record meal timings, macronutrient types and servings
  • Barriers to exercise – work and family commitments
  • Time available
  • Likes and dislikes
  • Health assessments – weighing scales, BMI, circumferential, bio-impedance
  • Religious and cultural practices

The consultation is also the ideal time to discuss other relevant things, such as other products and services (i.e. personal training, group exercise classes and treatments).