Spa Business Wisdom

In Spanish; 'Tendencias Internacionales en la Industria de Spas'

Los consumidores que frecuentan Spas y se consideran a si mismos conocedores de estos servicios son los que están dictando las tendencias de nuestra industria a nivel internacional. Hoy en día no están conformes con un típico masaje sueco, una hidroterapia o un facial. Están en búsqueda de algo más que un servicio, están buscando un cambio en estilo de vida y de salud. Frecuentar Spas se está convirtiendo en algo necesario para la salud mental y física, es parte del proceso preventivo y del balance emocional.

En adición a la necesidad existente de proveer excelencia en los servicios los consumidores exigen que las facilidades físicas sean espaciosas, de calidad y con un sentido de belleza que vaya mano a mano con el concepto específico del Spa.  En todas las disciplinas estamos experimentando cambios graduales y nuevas tendencias. Por ejemplo, en el campo de la Estética, la nueva tendencia mundial va más allá de la frivolidad, no es solamente sobre la belleza. La Estética se acerca a un nuevo sistema médico donde se combina la comida, suplementos y vitaminas en adición a los productos de cuidado de la piel. Esto brinda bienestar integral y una mejor calidad de vida a las personas. La combinación de tratamientos para ayudar al cuerpo a verse bien y al espíritu a sentirse mejor en la búsqueda del equilibrio individual está creando los cambios de como se desenvuelve este campo en nuestra industria.

En países como Estados Unidos (USA) Canadá y Europa, se reporta que la cirugía estética, la dermatología, y la combinación de ambas disciplinas con los tratamientos que se ofrecen hoy en día proveen una variedad de posibilidades inmensa para el consumidor que está en una búsqueda constante para detener las manos del reloj. Analicemos algunos de los cambios que hemos experimentado mundialmente: 

Clases educativas para  enseñar al consumidor la combinación apropiada de comidas saludables, la importancia de ejercitarse con regularidad y como crear un balance en nuestro ajetreo diario para mantener una mente sana.

Tenemos una nueva generación de consumidores de Spa. En los Estados Unidos de América,  la Asociación Internacional de Spas (ISPA) reportó que 4 millones de jóvenes entre las edades de 14 a 19 años frecuentan Spas con la intención de aprender a bregar con el ‘stress’, seguir una dieta nutritiva y aprender el cuidado correcto de la piel. Según los datos más recientes publicados por ‘Market Research’ estos jóvenes consumidores gastaron $9.5 billones USA en productos de cuidado para la piel y el cabello. El joven promedio gasta unos $900 dólares al año en productos o servicios que lo ayuden a mejorar su apariencia personal. Localizaciones de Spa completamente dedicadas a servir y atender a este grupo están surgiendo en toda América.

Disciplinas antiguas que re-encarnan como revolucionarias en la industria de Spas en Europa, Latino América y USA como la Audio Terapia, Mesoterapia y Endermologie están volviendo a ser populares.

Estamos al tanto de que la localización siempre ha sido un factor muy importante pare el éxito de todo negocio y los Spas no son una excepción a esta regla. Una de las nuevas tendencias en los consumidores es poder interrumpir el día de trabajo para obtener un tratamiento de belleza o relajamiento. Con este fin buscan un Spa que les permita ir y venir rápidamente durante la hora de descanso o a la salida de la jornada de trabajo. Asimismo poder frecuentar un Salón de Belleza o Spa que está localizado donde haya otros negocios para poder completar varias necesidades básicas simultáneamente es muy importante. Con este fin varias cadenas de Spas están abriendo sus puertas en Centros Comerciales, Aeropuertos y cerca de clínicas y hospitales.

No olvidemos que lo que no ha cambiado en la evolución de nuestra industria (y no cambiara) es que existimos para crear bienestar, relajamiento, belleza y armonía para nuestros clientes. Siempre y cuando no nos olvidemos de que ellos son la razón de nuestra existencia y que nuestro éxito depende de la calidad del servicio que brindamos tendremos éxito en nuestro negocio independientemente de que servicio o nueva tendencia podamos ofrecer.

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author. The above article is an excerpt of Ms. Coll's key note at the Vita Spa Expo 08 in Buenos Aires Argentina and the International Spa Congress in Cancun Mexico.

Este artículo es un resumen de la presentación de la Lic. Zahira J Coll en el Vita Spa Congreso en Buenos Aires Argentina y el Congreso Internacional de Spas en Ciudad México y Cancún. Todos los derechos reservados, el contenido completo de este artículo y ninguna de sus partes no pueden ser copiados o reproducido sin autorización por escrito de la autora.

Being a Spa owner....

We dream of becoming an owner, of wanting to have our very own Spa (or business). I've met a lot of individuals that pursue this dream. I've worked with a few that have accomplished the dream and during my consulting years I've assisted many others that tried to fulfill the dream and somehow, somewhere in the process they realized that it was not what they had dreamed about.

Having your own business could be very time consuming. It could be very fulfilling and it could also bring frustration, endless hours and a never ending feeling. You cannot take a vacation from being an owner, especially if you are the manager or if you are working as a technician in your own business. A book I always recommend to those wanting to own their business is "The E-Myth Revisited" by Michael E. Gerber. This book is especially beneficial to those that are making the transition between being a technician to being an owner. Gerber says that 40% of small businesses fail in the first year and of the ones that survive the first year, 80% fail in five years. Gerber goes on to share with us that the small business owners that fail have a number of similar characteristics while those who succeed do not succeed because of luck, brains or money but because they take a completely different approach to their business. Those that succeed do so because they create a foundation, a serious business foundation. Even though the book was not written for the Spa Industry, it applies to any business, it is about ownership. He explains to us that most small business are started by "technicians", meaning someone that is skilled at something and enjoy doing that something. Anyone from a computer programmer, to a baker, a hairstylist, dog groomer, etc. He says that when these technicians strike out on their won, they continue doing the work they are skilled at, creating a job for themselves, not a business and forgetting to plan and oversee all the aspects of running a business. This is exactly what is happening in our industry over and over again.

I'm in the process of reading E-Myth again and a few other books. I started the journey of becoming a partner in a brand new Spa and I am also the Executive Director. With the current economy and the constant news of business closing I wanted to make sure that Rome is a success. How do we avoid being the owner that creates a 'new job' for ourselves instead of creating a company? How do we avoid being part of the failure statistics? One of my partners believes that there are no guarantees, and I partly agree with that statement but I believe that you can plan for success, instead of letting things happen on their own and hope for success.

I've learned that you need to have a solid business foundation with a growth plan for your business. Unless you have enough money to create your dream Spa and hire enough experts, (from consultants to a great Spa Director to all the technicians you will need), you will probably have to be the Owner/Director or Owner/Technician. This requires you to make sure you set yourself up for growth and replacement of you in your technical capacity. You are planning to avoid feeling as many owners do; exhausted, disappointed, frustrated and wondering why did you become a Spa owner at all.  If you believe this is your passion and that you have what it takes to be one of the ones that succeed then ensure your success and your sanity by taking the time to set up your foundation the right way. Would you build a house without planning, creating blueprints, agonizing over designs, fixtures and cost? Same with a Spa, you shouldn't own one without studying, analyzing, planning, creating, master planning, setting it up as a 'real business' with policies and procedures, business plan, marketing plan, standard operational procedures, job descriptions, and retail campaigns, etc. etc.

What to do first? Read some books, go to trade shows and attend some lectures, especially the ones on the steps to open a Spa, etc. Find FREE resources, such as this Blog, with tidbits about the industry and advise from the reasons why you need Job Descriptions to Interviewing guidelines to Menu Writing and much more. Find out if your local Chamber of Commerce or the Small Business Bureau offer seminars on how to set up a business, how to write a business plan and permits needed, etc. The internet offers unlimited resources and knowledge, take the time and take advantage.

I also recommend the Day Spa Association and the International Spa Association as the best trade organizations with resources, referrals or recommendations that are very helpful. If you already have business knowledge, education or experience then you probably feel that you can skip some of the research or the learning....maybe-maybe not. This industry is different, has a different history and it is forever evolving. I believe that the more you know the better equipped you will be for success. However knowing and doing are two different things; we need to learn and we need to execute the lessons learned; we need to recognize our strengths and our weaknesses; we need to use our talents fully and find expert help to compensate what we don't know. We also need to be passionate about our dream and want to be successful to get there.

As Vincent T. Lombardi said; "The difference between a successful person and others is not a lack of strength, not a lack of knowledge, but rather in a lack of will."

Always wishing you success in your endeavors....

Stay tuned.....

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author.

The Process of Opening a Spa

I was recently asked to summarize all the steps required to open a Spa and my answer is, "Every time I've done an opening the steps required are different and the time it takes me to complete them varies." This is partly due to the differences in concepts, sizes, ownership, budget and geographical location. However there is a basic process that I can share with all of you. It doesn't matter how big or small you are going to be the following steps need to happen; there is also a science to the order in which I do these things and I could expand more on each different step if you send me questions. This is the right time to share this information because I'm in the midst of opening a Spa myself.

The name and the concept or theme should be first. Sometimes finding the right name is quick and easy and sometimes it can take months. Why? You need to make sure that the name you want is available, that you can buy the web address, that it is easy for people to remember and that it conveys what it is that you do or sell. Practice saying the name fast, or as if you were answering the telephone; keep in mind that your staff will not enunciate each word slowly every time they answer the phone. Consider that if your future customer cannot pronounce the name, repeat it easily or read it without asking 'How do you say that?' it will be harder for you to create a permanent impression in their head. The other obstacle is that sometimes when we go search for the domain name it is not available and we experience disappointment. If we have partners it might take a bit of back and forth to come up with a new name acceptable to all. If you can tie the name and theme into one it is even better. For example our Spa name is ROME and the concept is a contemporary interpretation of ancient Rome. I was sure the web address would not be available or that we would not be able to register the name.  We got lucky, our web address is RomeDaySpa.com, perfect. The name and what we do all in one word. Our real name is Rome Salon and Day Spa but that was too long for a web-address and being a full service Day Spa we figured the web address served its purpose. We bought the web address 2 years ago and we are glad we did. It would probably not be available now if we went searching for it. Lesson learned, even if you are not planning on opening in a few years, decide your name, do the research and buy your domain as soon as you are able to.

Next you should work on creating your Business Plan or having a professional work out the numbers for you. It will help you put your vision in words and numbers in addition to objectively analyzing what would be your break-even point, how much you need for build out costs, how much you need for operational expenses and when you would start generating a net profit. It also helps to decide how big or small you should be. I recommend Resources & Development's Financial Blueprint product at this stage in the process.

One of my favorite steps is the writing and creation of the Menu of Services. Finding the products and deciding on the services to offer could take a long time. Why? You want to make sure you find the right vendors to partner with. Products that represent what your concept is. Let's go back to Rome's example and what you know about it so far. Do you think having coconut based treatments or a Zen garden in our Spa goes with our name and theme?  It doesn't matter that I love Pure Fiji's Brown Sugar Coconut Scrub it just doesn't go with my concept. Additionally, in selecting product lines and creating your menu, you will also be seeking vendors to supply the equipment and materials. You will want to make sure the vendors and sales representatives understand your vision. Make it a requirement before you settle on a vendor that they share your passion, understand your budget or space constraints, are flexible with the minimums and provide you with the support and advice you need. Be careful of those out there that are only interested in closing the sale and try to make you buy more than you need.

At the same time you are creating the menu and selecting vendors and product lines, you might be looking for your perfect location and of course the size of your location and the layout will affect the kind of services you would be able to offer. Imagine having a full menu in place with water treatments and then finding the perfect location but no water treatments allowed due to a city ordinance to preserve the water. (Yes, not making it up, it happened to one of my clients.)

Researching license and permit requirements is another one of the early steps to do. This will save you many headaches later, especially during recruitment and training. For more details on this particular step do check out my Blog entry titled, Spas Licensing and Permits.

Creating your staffing matrix and deciding on which compensation method to use will take some time and research too. The staffing matrix helps you determine how many employees you will need in each discipline and in your support positions. This is done by taking the hours of operation and the services you will provide combined with the amount of treatment rooms you have. I always recommend having a minimum of one technician per discipline for at least 50% of your treatment rooms or stations for every hour you are open. Don't forget to include your Front Desk/Retail/Housekeeping needs, you will not be able to cover it all, believe me. As you are doing this, research and analyze the Compensation Method you will want to use, this determines how you need to recruit and how many employees you really need to hire. Case in point, the personalities and behavior of someone that is paid on a commission-based system is very different from someone that is paid an hourly wage or salary. The language you use in your recruitment efforts has to be tailored to the qualities and behavioral patterns you need to find in your future staff members. If you are not from this industry the different compensation methods will confuse you and if you are from this industry you might be used to a particular one and not realize the impact that it has on the bottom line.

As all of this is happening (remember the parallel universe?) you might be dealing with architectural reviews of your space, construction companies, business permits, financing, and you might still be working a full time job. Consider hiring a part-time administrative helper that could grow into a Front Desk position or Supervisory role after you are open. You can also find a consultant that is experienced in pre-opening details; this is an investment to save your sanity. The Day Spa Association is a good source for information and referrals for the help you might need. It is also the number one trade organization for the Day Spa industry and I encourage you to become a member. The amount of information and support you get from it is worth the investment and it helps you to differentiate your Spa from the rest.

Around sixty days before your desired opening date the Recruitment Process should begin. Because this is such an important aspect of your success I have published and lectured on the subject often. To read more about it check out my previous entries on this Blog ('Interviewing Know-How Part 1' May 2007 and 'Interviewing Know-How Part 2' July 2007) or go to my LinkedIn page and download the power point presentation from the Day Spa Expo event I recently lectured at.

You will also be handling the final purchases on equipment, implements, supplies, products, decor items, construction punch list, build out details, etc, etc, etc......details, details, details. Public Relations, Website development, Google and Yahoo listings, planning your opening event and creating awareness in your market segment are also steps you need to take. Stay tuned to this blog for entries on all those details and do check out my previous entries on subjects such as 'Menu Writing', 'What the Customer Really Wants' and many more.

I wish you success in your endeavors, balance, prosperity and happiness in your life.

Stay tuned..........

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author.

To Vegas - Day Spa Expo

I can not believe it is already March, it suddenly hit me that I have to make my travel arrangements and finish the last touches for the lecture I will be doing at the Day Spa Expo in Las Vegas. Taking place from March 15 to 17 at the Las Vegas Hilton Convention Center.

This year everyone is being very careful about which shows, expos and seminars they attend. This is true not only for vendors but for Spa owners, Management and Technicians, everyone is on a tighter budget and we have to make careful decisions about where we spend our money. Unfortunately at times like this is when we tend to make the mistake of reducing training expenses which is not necessarily a savings in the bigger picture. As we know without continuous education and training we can not deliver the level of services that our customer demand; we can not stay on top of the latest trends, legalities or industry news. Attending a trade show that delivers a quality driven education program in addition to having the opportunity to network and see new products and trends should continue to be a priority in where we spend our money. In the long run this investment will keep us in the leading edge, of course that only applies if you attend and then put into practice the things you learn.

These are the main reasons as to why I recommend the Day Spa Expo and why it continues to be one of the trade events I look forward to attending every year. The Business Forum that the Day Spa Association puts together is one of a kind; with three different tracks and topics for all levels of Spa Owners and Management, in addition to top industry speakers. Plus with all the depressing news we are inundated with every day, we all need a little fun and this show happens in Vegas! I saw some  great deals for travel packages to Sin City and you still have time to plan your trip and sign up for the Business Forum. For more information on the class schedule and the trade show go to www.dayspaexpo.com

On Monday, March 16 at 2:00 pm do stop by the "Start Smart" track to participate in my 'Interviewing Know-How' workshop. Where  "in an interactive presentation the attendees will learn industry specific methods on employee interviewing.  They will learn the step by step process of interviewing and specific questions for each Spa and Salon position.

Do make your plans and I'll see you in Vegas!

Stay tuned.........

 

 

Mexico City, Argentina and Cancun

As 2009 begins to unfold I look back at some of the learning opportunities and wonderful places I visited and lectured during the last half of 2008. It was a great experience to be able to teach my Spa Management Certification Course in Mexico and Argentina. Being able to learn about practices in the industry in other countries was enlightening in addition to having the opportunity to travel and meet new friends. The trade organizations in Mexico and Argentina are doing a great job and service to the industry by organizing these educational events and trade-shows.

In Mexico the events were organized by the "Asociacion Latinoamericana de Spa, A.C." (The Latin-America Spa Association). I was invited to be one of the key-note speakers at their annual Spa Latin-America Congress (Expo Spa 2008) in addition to presenting my two (2) day Spa Management Certification Course, approved by the Mexico Tourism and Continued Education Agencies. My most sincere thanks to Lic Jose A Arredondo, Dr. Ramon De la Rosa and Lic Pamela A Hernandez. I will forever be grateful for their invitation and for making all the arrangements and promotions for two successful seminars. We had eighty (80) attendees in our Mexico City class. I was also invited to their Cancun event in October 2008. In Cancun we had over 20 attendees and a wide variety with Day Spas, Medical Spas, Wellness Centers and Hotel Spas represented. (Picture above of the attendees to the seminar in Cancun).

We learned that the Spa savvy traveler is looking for Spa services and experiences that are not commonly found in their own backyard. That in Central and South America there is a huge demand for Holistic, Indigenous, Wellness oriented facilities. We are trying to come up with concepts and services that go hand in hand with the history and geographical aspects of the location.

In between my trip to Mexico City and Cancun I had the honor of being invited to speak at Vita Spa 2008 & Medical Expo & Conference in Buenos Aires Argentina. This event is organized by the The Day Spa Association Latino America, The International Medical Spa Association Latino America (both official chapters of the Day Spa Association USA) and world Spa Society. They had attendees from Europe, Central and South America. Thank you, Lic Damian Mocagatta for organizing such a quality event. We learned that the Spa consumers have become more knowledgeable in the last two years; they demand and expect excellence in service. That with the intense competition in our industry their loyalty is tied to the level of results and service they perceive they get from that particular location. They are open to new treatments, new locations and new ideas. Individuals are curious and more willing to engage in Health or Wellness Tourism, going to other countries to get plastic surgeries or more advanced anti-aging non invasive procedures is part of vacation or investment planning.

I met wonderful owners, managers and directors. Some of them new to the Spa industry and wanting to learn as fast as possible. Some of the attendees were veterans that have seen the industry evolve, and in their opinion we are coming full circle and going back to the original concepts of our industry. I wish you all success in your endeavors and your careers, keep learning, keep practicing and keep bringing joy and well being to your clients. I salute you!

If you are interested in learning more about International Tendencies in the Spa Industry stay tuned for my next Blog entry..........

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author.

Vita Spa 08

On my way to Argentina, to be part of the Vita Spa 08 Spa & Medical Expo & Conference in Buenos Aires. This event is organized by The Day Spa Association, The International Medical Spa Association and World Spa Society and it takes place from August 9 - 11 at the Sheraton Hotel in Buenos Aires. For all the details, itinerary and class schedule please visit http://www.vitaspaweb.com/

I'm very excited and proud to be part of such a great event, the post-conference workshop I'll be teaching will be about developing your Career as a Spa Director and you can find more information here; http://www.vitaspaweb.com/congreso/post_congreso/construyendo_la_carrera_de_director_de_spa_2008060474.html

Argentina, here I come.....

Seminars, Lectures and More

Where is Zahira?

I am currently in Mexico City attending and presenting at the Latin America Spa Congress and providing the attendees with our two day Spa Management Certification Program in Spanish http://www.expospa.com/spa/index.php?option=com_content&task=view&id=16&Itemid=45

This program is now available to present in any Spanish speaking setting, if interested in having it brought to you, please call our offices at 702-436-0371 and ask for JC Velazquez. Thanks!

Also if you are planning on attending IECSC June 28 to July 1 in Las Vegas at the LV Convention Center be sure to stop by at the New Life Systems/Lotus Touch booth or the seminar below to say Hello. I'll be there.

Room N202

Sunday 4:00 pm - 6:00 pm The International Medical Spa Association presents Hannelore R. Leavy, Executive Director Benchmark your Medical Spa Presented by THE INTERNATIONAL MEDICAL SPA ASSOCIAITON – Participating IMSA members: Eric Light, Strawberry Hill Group, Zahira Coll, Resources & Development, John Buckingham, Solana MedSpas. We will reveal the results of the first Benchmark Study conducted on the Medical Spa market, evaluate, dissect and discuss. Growth and trends as these industry leaders see the medical spa and wellness models of the future.

http://www.iecsc.com/lasvegas.php

 

A new Spa Trend that is not so new

Traditionally I would not be the one advising you to consider adding anything to your menu that is being referred to as a “new trend”.  I have learned however to never say “never” in life and this is one of those moments in which against my own previous advice I bring to you a Spa Trend!

Have you heard of Toe Reading? It all started with a book written by KC Miller, ‘Toe

Reading

: Are You Walking Your Destined Path.' This book is in its fifth edition and KC has been taking the country by storm with what is becoming known as a Toe Reading phenomena, get an idea at www.celebritytoewatch.com and www.toereadingonline.com

How did it start? How does it work?  KC is the founder and director of Southwest Institute of Healing Arts and she is a Reflexologist, Life Coach and Ordained Minister. KC explains in her book that Toe Reading is “the metaphysical understanding that the direction and formation of the toes are the physical printout of the path a person’s life has taken. The toes are depositories for stores and emotions.” She goes on to explain that a toe reader “is someone who honors the stories coded in the toes and is spiritually and emotionally available to unlock the storyline stored in the cells of the body, specifically stored in the hologram of the toes.”

I believe in reflexology and how everything in your feet is connected to the rest of your body, your organs and your mind. I was very fortuna

te to be invited to KC’s school, Southwest Institute of Healing Arts, in Tempe, AZ to lecture on “Managing and Motivation Techniques”. While visiting the institute and getting a better idea as to all the programs they offer, I became increasingly curious about how Toe Reading worked. I was fortunate to get a session with Lesley Pelkey, alumni of SWIHA and the founder of www.toetalk.com. The best word to describe how it went is “spooky”; she was so right on with her analysis, observations and questions that it freaked me out. I was not ready for such an in depth analysis of my soul, my psyche, and on top of that it was all done in less than 15 minutes. Impressive to say the least. I am considering how to add it to my special events menu of services. It is a great activity, you don’t need a treatment room, equipment need is minimal but you do need a Toe Reader, to find one in your area go to www.GreatTherapists.com. In my opinion the best Toe Readers are those that are also Life Coaches.

My most sincere thanks to KC Miller, Linda Bennett and Lesley Pelkey for a fabulous experience at SWIHA!

“How would your life be different if you believed every Sole that walked the earth was a Soul sent from heaven to keep its date with destiny?” KC Miller

Stay tuned........

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author. 

Medical Spa Insurance - Do you have the right coverage?

With the increase in medical spa procedures, and the American consumer's obsession with not aging, we are not only seeing a 45% growth in nonsurgical cosmetic procedures, (from 2003 to 2005 according to the American Society for Aesthetic Plastic Surgery), but we are also seeing a growth in 'nuisance claims'. According to Wikipedia; Nuisance signifies that the right of quiet enjoyment is being disrupted to such a degree that a tort is being committed. Tort is defined as a legal term in common law jurisdictions referring to a civil wrong recognized by private law as providing a cause of action in court and entitling the injured party to a remedy, usually damages. In non-surgical procedures the patient expectations can be so unrealistic that depending on the education, published materials and disclaimers used in your MedSpa you could be providing an environment for 'nuisance claims'.

Is your Spa adequately insured to defend these claims? Nuisance claims tend to transform into expensive, time-consuming & emotionally drawing lawsuits. Being properly insured is important but having the proper documents and process in place, not creating unrealistic and sometimes impossible expectations, and constantly educating your clients/patients is just as important.

The most common mistakes occur with laser hair removal, usually burns. This is a direct result of lack of training or experience. It is very important for physicians and the staff performing these services to attend continuing education seminars, hands-on workshops, and have a testing or certification process in place in which competency needs to be demonstrated before turning them loose on a patient. Consent Forms are very important, they should include ALL the potential risks and outcomes and they should be completely reviewed with the patient before performing the procedure, documenting in their file that you reviewed all this information and that the client still agreed to have the procedure is crucial. From an insurance standpoint before and after pictures are key in the event of a claim.

One more thing to consider, if you are working as a Medical Director make sure that the existing policy is not just a malpractice policy that only covers the treating physician. Talk to the insurance agent agent and find out if you have coverage for the spa's legal entity; coverage for the owners; coverage for the staff and coverage for you as a supervisory Medical Director, and make sure the policy has 'vicarious liability'. According to Legal explanations.com, a 'vicarious liability can be defined as the liability created by an action or not action by a person, working on behalf of him when he is responsible for all the action or inaction of such persons within the limits of their association.' In other words, when an employee or worker causes a loss to somebody in the normal course of his duty then the employer would be responsible for such loss. Consider the possibility of a physician delegating the treating duties with very negative results; the patient will most likely sue everyone (and the entity) that had a hand in the treatment. If the doctor and the spa are properly insured, the insurance carrier will probably provide great legal defense.

As a sustaining member of The International Medical Spa Association, I encourage you to visit the website and learn more about the resources and information they provide. They have resources that can help you figure out if you have the right kind of policy for your medical spa facility, if you have the proper policies and procedures in place and it also keeps you informed on the latest legislation concerning the Medical Spa world.

Stay tuned........

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author.

Why do you need Job Descriptions?

Job Descriptions are key to planning who will do what. They provide a guideline to determine what you are looking for in every position. They help the team members have a basic 'road map' to understand what is expected of them. Job Descriptions (JD) are tools to be used in the training process. Most importantly they help owners and managers in the performance evaluation process to hold employees accountable for their responsibilities.

JDs should be used prior to creating your recruitment and interviewing process; they help you create the questions that will ensure you are finding out if the candidate meets the essential qualifications of the position they are applying for. The JDs should be given to the staff member at orientation. (I hand them out during the interview process). Remember, it is a 'road map' for them to be able to understand what your expectations are of the job duties and their qualifications. When they are handed out, two (2) copies should be made, one for the employee to keep and one for the employee to sign and return to the manager to place in the employee file.

In general JDs are not required by law, with a few exceptions. They are recommended by Human Resources Professionals and Attorneys because they can provide details on the specific functions, types and levels of required skills in addition to assisting in the recruitment and training efforts of employers.

The American with Disabilities Act (ADA) does not require employers to have job descriptions, but it does require employers that have them to follow certain guidelines in regards to format and content. ADA focuses on essential functions and this has a profound impact on job analysis and documentation of all types, especially job descriptions.

The term "essential function" means the fundamental job duties of the employment position. However, essential job functions that are not commonly called duties, such as physical effort, may be essential under ADA. Most physical demands are categorized as strength; climbing or balancing; walking/running; stooping, kneeling, crouching and/or crawling; reaching, handling, fingering and/or feeling; talking and/or hearing; seeing and/or other demands such as smelling.

In accordance with the ADA, the analysis of work and the job description must focus on essential functions and what they require, not the ways they are currently or customarily performed. Accordingly, the language in the job descriptions must be chosen carefully so that it is not prejudicial to qualified persons with disabilities.

The basic components of a job description are:

Place of work - simply indicates the physical area in which the staff member will be required to be to perform his/her duties. In a small Spa everyone will most likely be required to perform duties in various areas of the Spa and not necessarily only at the Reception are. In this case simply stating, Spa or Salon is sufficient. If on the other hand it is a large facility in which a Reception employee can not leave the Reception are and this is the only place they are at during their shift then changing it to Reception area is advisable.

Reports to - The assumptions made are the typical reporting lines in the Spa industry; however it really depends on the organizational chart created. Make sure it reflects who the employee directly reports to, who will oversee their day to day functions; write their performance evaluations or disciplinary documents. In a small Spa/Salon scenario everyone will most likely report to the owner or manager.

Essential Qualifications or Skills or Job Functions: The word essential protects you, the business owner. This is what the position, or person applying for the position has to possess and must be able to perform. Make sure the essential requirements, skills and job functions are appropriate to the position and make sure they are equal to any current practices.

Exempt Status: Means the position is salaried and not subject to overtime requirements. It also means that the job description requires and follows all the guidelines to qualify the position as Exempt as per labor law guidelines.

Non-exempt Status: Means the position is hourly and it is subject to all overtime state requirements. It also means that the job description duties and responsibilities listed do not qualify the position for exempt status.

Last paragraph content: I always include a last paragraph that works as a disclaimer if at an "at-will" state. It should be written in a way that clarifies that the job description is not an employee contract. I also include a statement about the job description not being all inclusive of all duties and responsibilities.

Physical Demands and Environmental Conditions Analysis: As explained before, this is the section of the job description that would be in compliance with the Americans with Disabilities Act.

Remember that laws differ considerably between states, or in some instances between one county to another. I strongly advise you to have your final job descriptions reviewed by your local legal council or do the necessary research before you finalize them and provide them to your employees. 

If you don't want to write your own job descriptions check our Spa "Ready-to-Use Business Tools" at http://www.resourcesanddevelopment.com/JobDescriptions.htm these tools are written specifically for the Spa industry. They have the information needed to help you create, document, and communicate your company's fundamental policies, vision and mission, as well as help employees understand the roles and the behaviors expected of them.

Stay tuned......

Written by Zahira J Coll, all rights reserved, the content of this article, or parts thereof, may not be reproduced in any form without written permission from the author.