Creating Standard Operating Procedures for Red Light Therapy in a Clinic Setting

When a clinic first brings in a red light panel or handheld device, early sessions can feel improvised. One provider uses it as a quick add on. Another forgets to document it. Staff ask different screening questions, and dosing is guided more by intuition than structure. That might work for the first few weeks, but it does not scale.

As soon as red light therapy becomes a regular service, you need clear, written standard operating procedures for red light therapy. SOPs protect patients, reduce staff confusion, support consistency, and make it easier to train new team members. They also help you make honest claims about how Biolight sessions are used in your clinic.

Why Red Light Therapy Needs Written SOPs

Red light therapy seems simple at a glance: stand or sit in front of a device for a set time. In a clinic context, there is much more going on.

Safety and liability

Any modality that delivers energy to the body deserves structured safety steps. SOPs help you:

• Screen for contraindications and cautions in a consistent way
  
  

• Standardize eye protection and skin checks
  
  

• Document what you did and why, in case questions arise later
  
  

This is essential in chiropractic, physical therapy, dental, med spa, and integrative settings where patients may have complex histories.

Consistency and outcomes

Without SOPs, two patients with similar goals might receive completely different light protocols depending on who is on duty. Written procedures:

• Reduce variation in session length, positioning, and frequency
  
  

• Make progress easier to evaluate, since inputs are more consistent
  
  

• Help you refine protocols over time based on real outcomes
  
  

Consistency is what turns individual red light sessions into a reproducible service line.

Workflow and staff confidence

Staff are more confident when they know exactly what to do. SOPs give them:

• Step by step instructions from intake through cleanup
  
  

• Clear guidance on when to involve a provider
  
  

• Standard language to use when explaining Biolight sessions to patients
  
  

This reduces friction and frees clinicians to focus on higher level decision making.

Core Components Of Red Light Therapy SOPs

Every clinic is unique, but most standard operating procedures for red light therapy should address the same foundational elements.

1. Patient intake and screening

Create a short, structured screening process before the first session. It should cover:

• Medical history highlights relevant to light exposure
  
  

• Photosensitizing medications and supplements
  
  

• History of seizures, migraines triggered by light, or major eye conditions
  
  

• Active skin issues such as rashes, suspicious lesions, or unhealed wounds
  
  

• Recent surgery or procedures in the area you plan to treat
  
  

Your SOP should state clearly:

• Which findings mean you postpone or avoid red light therapy
  
  

• When you require clearance from a physician, dentist, or specialist
  
  

• When you are comfortable proceeding with precautions
  
  

This can be built into your existing intake form or added as a dedicated photobiomodulation screening section.

2. Informed consent and education

Light therapy may be new to many patients. Your SOP should specify that before first use, staff will:

• Explain in plain language what red light therapy is and what it is not
  
  

• Clarify that it may support comfort, recovery, or skin quality, but does not cure disease or replace medical care
  
  

• Outline potential minor side effects such as temporary warmth, mild fatigue, or rare skin irritation
  
  

• Document verbal or written consent according to your clinic’s standards
  
  

Many clinics create a short consent form specific to red light or add a clause to existing consent documents.

3. Standard dosing and session parameters

Your SOP needs clear default settings so staff are never guessing. For each device type, define:

• Default session length ranges, for example 8 to 12 minutes per side
  
  

• Maximum total time per day and per week
  
  

• Recommended distance from the panel or placement for targeted devices
  
  

• Whether sessions are once or twice per day in special cases, and under whose direction
  
  

You can then layer condition specific guidelines on top, such as different default durations for skin focused sessions versus joint support, while always staying within manufacturer recommendations and your clinical judgment.

4. Positioning and safety procedures

Positioning is about both effectiveness and safety. SOPs should describe:

• Standard positions for common targets, such as standing facing the panel, seated for head and neck work, or side lying for certain regions
  
  

• Eye protection requirements and any exceptions based on device type and region treated
  
  

• How to check for heat buildup on darker garments or sensitive skin
  
  

• Secure cord routing and trip hazard management in the room
  
  

You want every staff member to set up the room and patient in roughly the same way, regardless of who is on the schedule.

5. Documentation and coding

Treat red light sessions like any other billable or charted service. Your SOP should specify:

• Where in the record you document each session
  
  

• What details you record, such as body region, duration, device used, and any patient feedback
  
  

• Which codes you use if you bill or track visits internally as part of packages or memberships
  
  

Good documentation supports continuity of care, audit readiness, and quality improvement.

Staff Roles, Training, and Quality Control

SOPs only work when people understand and follow them.

Defining responsibilities

Clarify who is responsible for each part of the process. For example:

• Providers: decide if red light is appropriate, set individualized parameters, review responses over time
  
  

• Assistants or nurses: set up the room, position patients, run standard sessions under provider orders
  
  

• Front desk: schedule appointments and identify new patients who may benefit from screening
  
  

Write these role expectations into your SOPs so there is no confusion.

Training and competency

Build a simple training path that includes:

• An overview of how Biolight and other devices function
  
  

• Hands on practice with setup, positioning, and basic troubleshooting
  
  

• Safety drills for handling patient discomfort or equipment issues
  
  

• Periodic refreshers or updates when protocols change or new devices are added
  
  

You can keep a checklist of competencies for each staff member and revisit it during reviews or when responsibilities expand.

Monitoring and audits

Quality control is part of any good clinical SOP. Plan periodic checks to ensure:

• Documentation is complete and consistent
  
  

• Session durations and frequencies match the written protocols
  
  

• Safety steps such as eye protection and screening are not being skipped
  
  

These audits can be simple spot checks each month. The goal is not punishment. It is catching drift and gently steering the team back to the standard.

Device Maintenance, Cleaning, and Incident Response

Your standard operating procedures for red light therapy should also address the devices themselves.

Cleaning and infection control

Specify:

• Approved cleaning products that will not damage panels, lenses, or housings
  
  

• How often devices are wiped down, and by whom
  
  

• Special steps after sessions involving bare skin or higher risk areas
  
  

Tie these steps into your broader infection control policies so they are not treated as an afterthought.

Maintenance and troubleshooting

Outline a simple maintenance schedule that includes:

• Regular checks for loose mounts, damaged cords, or unusual heat or noise
  
  

• A process for removing any device from service if a concern is noticed
  
  

• How and when to contact the manufacturer or support team
  
  

This protects both patients and equipment investment.

Incident reporting

Even if serious events are rare, you need a plan. Your SOP should describe what happens if:

• A patient reports unusual or concerning symptoms after a session
  
  

• There is a power surge or device malfunction during use
  
  

• A staff member realizes a protocol was not followed correctly
  
  

In most clinics, this means completing an internal incident report, documenting details in the chart, notifying the supervising provider, and deciding if further medical evaluation is needed.

Integrating Red Light SOPs With Overall Care Plans

Finally, red light therapy should not float alone. SOPs work best when they weave into your larger clinical approach.

Alignment with other services

Include guidance on:

• How red light sessions are scheduled around manual therapy, exercise, dental procedures, or aesthetics
  
  

• Cooling off periods after certain procedures before applying light
  
  

• When to pause red light during flare ups or new diagnoses
  
  

This keeps care coordinated rather than fragmented.

Patient communication templates

You can attach short scripts or talking points to your SOPs so staff know how to explain:

• Why red light was recommended
  
  

• What role it plays in the broader care plan
  
  

• What realistic timelines and outcomes look like for that patient
  
  

Consistent messaging builds trust and prevents mixed signals from different team members.

Key Takeaway

Creating standard operating procedures for red light therapy in a clinic setting turns a promising tool into a reliable, scalable service. When you spell out screening, consent, dosing, positioning, documentation, cleaning, and staff roles in clear language, every Biolight session becomes safer, more consistent, and easier to integrate with other care.

Good SOPs are living documents. Start simple, put them into practice, and then refine them as you learn from your patients, your team, and emerging research.

FAQ

Who should write red light therapy SOPs for a clinic

Ideally, SOPs are written by or with the clinicians who are responsible for patient care, such as chiropractors, physical therapists, dentists, physicians, or medical directors. Administrative staff and assistants can contribute workflow insight, but providers should approve final versions to ensure they reflect sound clinical judgment.

How detailed should red light therapy SOPs be

They should be detailed enough that a trained staff member can follow them without guesswork, but not so rigid that clinicians cannot tailor care. Include clear default parameters, safety steps, and documentation requirements, while allowing providers to adjust within defined ranges for individual patients.

How often should SOPs for red light therapy be updated

Plan to review them at least once a year, or sooner if you add new devices, encounter safety events, or adapt your protocols based on outcomes. Treat feedback from staff and patients as valuable data. Small periodic updates are easier than overhauling everything after several years.

This article is for educational purposes only and is not medical or legal advice. Always consult qualified healthcare, legal, and regulatory professionals when creating or updating clinical protocols, and follow the laws and professional guidelines that apply in your region and discipline.