SHW Clinic Upkeep

Opening Duties Checklist

• Place a doorstop in the door if the doors are still locked.
• Turn on student desk lights.
• Make sure the space looks organized from the day prior.
• Turn on the Bluetooth speaker, pair and connect the speakers together, and pick a clinic-appropriate playlist. iPad password is 5924.
• The bin with daily folders can typically be found in the 4th overhead cabinets if not already out on Desk 1.
• If the folders are not pulled for the day, please help pull charts. 000 are the cabinet codes; student folders are in the left cabinet and outside clients (including UVA faculty and staff) are in the right cabinets.
• Prep your exercise programs before your clients arrive. You are encouraged to ask fellow interns for advice on program design before going to your supervisor; the supervisor checks the final program.
• If you are with a shadowing or training intern, engage them in the process as much as possible given their stage of training.

Closing Duties Checklist

• Make sure all equipment is wiped down (frames and floor are more thoroughly cleaned each night by SHW cleaning staff).
• Put away equipment in its proper location and make sure it looks tidy for the next day.
• Evenly distribute bands across the frames. Ensure two suspension straps (with handles) per frame.
• Return all client folders to their respective boxes with name tabs facing the correct direction.
• Return stools under the desk.
• Remove your food from the fridge.
• Lower the standing desks to match height.
• Lower treatment tables to match height. Place 1 pillow per table.
• Lock the folder cabinet by turning the lock to the left and mixing up the numbers.
• With extra time, pull the folders for the next day.

• Hourly sessions: keep workout stations clean and put away / wipe down equipment as you go.
• Evals: wipe down table, chair, and pillow after evaluation. Erase writing on the whiteboard that is captured in written notes.
• Assess need for copies, sweat towels, cups, etc.

Location of equipment

• First closet: mats, misc. agility equipment, physio balls.
• Second closet: step ladder, ankle weights, extra bands.
• Exam rooms: examination equipment (e.g., measuring tape, reflex hammer, BP cuffs, etc.).
• Gym storage: yellow strips, push-up handles, weight vest, sliders, etc.
• Treatment table storage: foam rollers, wedges, cervical traction.

Other supplies

• Office supplies found in the 3rd overhead cabinet.
• Please let clinical staff know if we are running low on specific supplies.

• Assess need for copies in the evaluation and follow-up template folders (backup hard copies are in the binder labeled “Hard Copies” at the end of the desks).
• Across the hall in the admin suites there is a copy room. Follow the copy machine steps (e.g., “2 → 2-sided, colored”).

Used / dirty towels

• Place in the blue laundry bag located in the front closet (where the yoga mats are).
• When the laundry bag is approaching full, take it down to the first floor via the service elevator (near the Kinesiology gym). Swipe card access needed.
• Drop the bag off outside room 187 (Soiled Utility Room).

Out of sweat towels

• Email Dakota Hamlett — efg3kt@virginia.edu: “Hi Dakota, I’m ______ with the Fried Center and wanted to let you know we are out of small towels. Could you please bring up some more?”
• Or text Leo Kennon (ask Keila or Nick) at 804-727-9719 with the same message.

Clear out of active folder boxes if

• 6 months–1 year since the most recent visit.
• More than 3 months since the most recent visit and 0 follow-up appointments.
• Student has graduated.

Inactive folders

• Throw away if more than 5 years old with no need to pull data from the chart.

• If filing boxes are in rough shape, replace with new boxes.
• If filing boxes are overcrowded, consider adding additional storage.