Concord volunteer committee debates consent form for sharing client information with partner agencies

The Town of Concord volunteer committee discussed a draft release-of-information form on a proposal to document when a client gives permission for committee staff to speak with other organizations on the client’s behalf.

Committee Chair (unnamed) said the draft was meant to start a conversation and asked if staff who work directly with requesters — including Esther and others — had experience with similar forms used by partner agencies. "I drafted something really simple yesterday. There's nothing that I'm wedded to in this, but I just wanted to have something for us to respond to," the chair said.

Members raised practical barriers to a signed form: many clients the committee serves are homebound or lack internet access and would find it burdensome to visit the town office to sign paperwork. "A lot of them don't have computers, so they can't email it back to us…asking them to go to the townhouse would be a real inconvenience for many of them who don't drive or, you know, are incapacitated in some way," Elizabeth (committee member) said.

Several members suggested a verbal consent option, with staff documenting who gave permission and when. "We should follow-up with the experts and see what they say. But at least this gets the conversation started," the chair said. Members noted the sensitivity of some financial and medical details and agreed that any approach should distinguish routine coordination from disclosures that require stronger safeguards.

Town staff member Shannon said she would check whether the town’s legal office needs to be consulted. Shannon added she would first speak with Chris Carmody, the town’s risk and compliance manager, about whether verbal acknowledgment would be sufficient and when a signed release would be necessary. "I think what I'll do is, speak with Chris Carmody first. He's our risk and compliance manager, so I think he'll at least be able to give us a good opinion before we have to go to counsel," Shannon said.

Members also discussed informal coordination that already occurs with the Council on Aging (COA) and other local funders when multiple organizations pool support for a large bill. Bonnie (Council on Aging staff) was identified as a contact to clarify COA practices; Nicole (COA staff, formerly present) had previously offered to help complete forms in person when she was present with a client. The committee asked staff to follow up with COA about their consent practices and report back.

The committee did not adopt a written policy at the meeting. Instead members agreed to ask the town’s risk and compliance manager and COA about acceptable practices, whether verbal permission can be documented reliably, and whether a once-only release could cover future coordination. Staff will report findings at a future meeting.