Managing Vulnerable Adults on RE

Matt Page · July 2016

Does anyone here record, process, etc vulnerable adults on their RE? I'm thinking of things like having an attribute to indicate someone is, say, a dementia sufferer. Or something similar.

We don't at present but have been asked by someone's next of kin not to contact them. We could just mark them as "No contact", but I'm wondering if anyone does anything else that might be a bit better.

Matt

Jen Claudy · July 2016

Have you considered using a Solicit Code? Otherwise, I'd probably use an Attribute. I put Solicit Codes in as Attributes, so I would likely be inclined to use my Solicit Code Attributes, possibly in addition to a Note with any further information. Depending on how many constituents you're talking about and whether you have need of any detail beyond essentially a DNS instruction. Notes would allow you to copy-and-paste emails from next of kin or other staff, or type in instructions from a phone call or other discovery of this information and then the Solicit Code should prevent you from contacting them.

La Donna Borth · July 2016

Matthew Page:

Does anyone here record, process, etc vulnerable adults on their RE? I'm thinking of things like having an attribute to indicate someone is, say, a dementia sufferer. Or something similar.

We don't at present but have been asked by someone's next of kin not to contact them. We could just mark them as "No contact", but I'm wondering if anyone does anything else that might be a bit better.

Matt

I change their solicit code and then in Notes have a Note Type of "Contact Information", put "Solicit Code Change" in the Description and the explanation in the Notes. But, if you think you may need to pull a list of vulnerable adults, then the attribute might be a better option.

shani traum · July 2016

Matthew Page:

Does anyone here record, process, etc vulnerable adults on their RE? I'm thinking of things like having an attribute to indicate someone is, say, a dementia sufferer. Or something similar.

We don't at present but have been asked by someone's next of kin not to contact them. We could just mark them as "No contact", but I'm wondering if anyone does anything else that might be a bit better.

Matt

We will give them a solicit code of "Do Not Mail" and add a note of a corresponding type with the reason. We also have the Prospect Module, so we give them a Prospect Status of "Disqualified" so they're not assigned to a gift officer in the future.

Faith Murray · July 2016

Like Shani, we apply a "Do Not Solicit" or "Do Not Mail" solicit code, then add Notes explaining their health situation and/or copying the family member's email correspondence. In cases where we've known the donor for a long time, I'll usually send a handwritten note expressing to the family our gratitude for their past support and our condolences/well-wishes for them in the future. But, to echo LaDonna, if your organization offers service programs for disabled/handicapped persons, an Attribute would better allow you to pull them for a group listing.

Elaine Tucker · July 2016

Matthew Page:

Does anyone here record, process, etc vulnerable adults on their RE? I'm thinking of things like having an attribute to indicate someone is, say, a dementia sufferer. Or something similar.

We don't at present but have been asked by someone's next of kin not to contact them. We could just mark them as "No contact", but I'm wondering if anyone does anything else that might be a bit better.

Matt

I would suggest using a solicit code as well; in addition you need to use extreme caution when referencing any medical conditions, due to privacy issues.

Matt Page · July 2016

Thanks for all your thoughts on this everyone. Much appreciated.

Matt

Tracy Forkin · July 2016

Matthew Page:

Thanks for all your thoughts on this everyone. Much appreciated.

Matt

Does anyone have any concerns about documenting this type of information in your database? Knowing that at any point, your database records could be subpoenaed or request by the prospect? We are very cautious about adding any medical related information into our database but recognizing the fact that gift officers need to be made aware. Just hoping for everyone's thoughts on this.

Tracy

Phillip Bicknell · July 2016

Does anyone have any concerns about documenting this type of information in your database? Knowing that at any point, your database records could be subpoenaed or request by the prospect? We are very cautious about adding any medical related information into our database but recognizing the fact that gift officers need to be made aware. Just hoping for everyone's thoughts on this.

From a UK perspective:

Be accurate, be neutral, be succinct.

If you faithfully copy in the necessary text of a correxpondence from a responsible family member without editing such as might change the meaning, then you've not done anything wrong, merely acted in good faith. You obviously need to record the contact details of the responsible person, so that any future query or change can be handled.

Don't add any opinion; just stick to the facts.

And never impute a motive.

Faith Murray · July 2016

Does anyone have any concerns about documenting this type of information in your database? Knowing that at any point, your database records could be subpoenaed or request by the prospect?

I think as long as you keep your Notes impartial and/or quote directly from the donor family's correspondence, then it is safe to leave in. For instance, I do not think a donor would be offended if I wrote: "Donor requested prayers for her husband who has Alzheimer's", or "Donor writes, 'I will be moving to hospice, so will not be able to donate anymore. Please remove me from your mailing list.' " We have these periodically.

Andrea Grigg · July 2016

Matthew Page:

Does anyone here record, process, etc vulnerable adults on their RE? I'm thinking of things like having an attribute to indicate someone is, say, a dementia sufferer. Or something similar.

We don't at present but have been asked by someone's next of kin not to contact them. We could just mark them as "No contact", but I'm wondering if anyone does anything else that might be a bit better.

Matt

I feel that this would be the perfect example to bring up in the Database Administration 1 class' section on Attributes. A vulnerable label has no place to live on a record besides the attributes tab. Your subsequent decisions on how to proceed with that specific person (how and when to solicit, which events they can safely attend, etc.) would go in whichever appropriate place that type of information is stored in your system, such as solicit codes or other specific attributes. To answer the "why" by providing futher documentation, I always rely on Notes.

Regarding the question of appropriate documentation, I believe the above notes about direct copy and pasting text to be true. Also, if you needed to, you could come up with some sort of unobvious code to use in your attributes ("green light" = x, "yellow light" = y...), and document it clearly in your policys and procedures manual.

Matt Page · July 2016

Thanks everyone for your continuing input on this one.

Tracy Forkin:

Does anyone have any concerns about documenting this type of information in your database? Knowing that at any point, your database records could be subpoenaed or request by the prospect? We are very cautious about adding any medical related information into our database but recognizing the fact that gift officers need to be made aware. Just hoping for everyone's thoughts on this.

Tracy

Phillip Bicknell:

From a UK perspective:Be accurate, be neutral, be succinct. If you faithfully copy in the necessary text of a correxpondence from a responsible family member without editing such as might change the meaning, then you've not done anything wrong, merely acted in good faith. You obviously need to record the contact details of the responsible person, so that any future query or change can be handled. Don't add any opinion; just stick to the facts. And never impute a motive.

I'm trying to educate my colleagues on this. If someone makes a subject access request we would have to reveal everything that we've written about them, so like Philip says it has to be as neutral as possible.

I think part of the challenge is knowing how to future proof the information. So I get what Andrea is saying, but at the same time I can foresee various situations in the future where I might need to be able to loate all the people who we have been notified should be vulnerable in one place. I'm a bit behind the curve on this on, but the issues of vulnerable adults is on the agenda for change at the moment and I can imagine having to have a list somewhere of all your vulnerable adults you have contact with might become a requirement at some point in the future.

Matt

Tracy Forkin · July 2016

Matthew Page:

Thanks everyone for your continuing input on this one.

Tracy Forkin:

Does anyone have any concerns about documenting this type of information in your database? Knowing that at any point, your database records could be subpoenaed or request by the prospect? We are very cautious about adding any medical related information into our database but recognizing the fact that gift officers need to be made aware. Just hoping for everyone's thoughts on this.

Tracy

Phillip Bicknell:

From a UK perspective:Be accurate, be neutral, be succinct. If you faithfully copy in the necessary text of a correxpondence from a responsible family member without editing such as might change the meaning, then you've not done anything wrong, merely acted in good faith. You obviously need to record the contact details of the responsible person, so that any future query or change can be handled. Don't add any opinion; just stick to the facts. And never impute a motive.

I'm trying to educate my colleagues on this. If someone makes a subject access request we would have to reveal everything that we've written about them, so like Philip says it has to be as neutral as possible.

I think part of the challenge is knowing how to future proof the information. So I get what Andrea is saying, but at the same time I can foresee various situations in the future where I might need to be able to loate all the people who we have been notified should be vulnerable in one place. I'm a bit behind the curve on this on, but the issues of vulnerable adults is on the agenda for change at the moment and I can imagine having to have a list somewhere of all your vulnerable adults you have contact with might become a requirement at some point in the future.

Matt

Does anyone has a policy or procedural document on how this sensitive information is documented? One of my colleagues worked for a hospital so everything was focused around HIPPA. I understand the value in having much of this information but do have concerns about it being documented in the database. This is such a sensitive subject. We need this information to understand the relationship but don't want a breech to damage that same relationship.

Tracy

Managing Vulnerable Adults on RE

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