A volunteer intake card should hold only what the next person needs to act: the need in the person’s own words, a safe way to reach them, their preferred language, what they agreed to share and with whom, and a clear handoff with a follow-up date. Leave off everything else. This worksheet shows what to write, what to skip, and how to pass the card along.
What the card is for
A volunteer intake card is a short record of what someone says they need, so a named person or organization can follow up. It is not a health record, an eligibility screen, or a diagnosis tool. Volunteers are not asked to judge anyone’s condition or decide what help someone qualifies for.
Keeping the card short is a design choice made to reduce privacy risk. It is not a legal rule. The less a card records, the less can be lost, misread, or shared by mistake.
The volunteer intake card
Use one card per person or household. Fill it in with the person, not about them, and read it back before you finish.
1. The need
- The need in the person’s own words, written as they said it.
- A category if it helps sorting. Ready.gov’s emergency kit guidance mentions water, food, prescription and non-prescription medicines, eyeglasses, infant supplies, pet supplies, and important documents, and says to consider unique needs such as pets or seniors. Your group may add its own categories, such as transportation, and should always allow “not sure.”
- Whether the person wants help today or is only asking for information.
2. Reaching the person
- The name they want used.
- The safest way to reach them (phone, text, in person at a set place, or through another person they name).
- Whether it is okay to leave a message, and what the message may say.
- Preferred language. CDC’s health literacy page summarizes National Academies workshop recommendations that include using plain language and an audience’s preferred language and communication channels.
3. What they agreed to share
- A yes or no: “May I pass this card to the person or group named below?”
- The specific person or organization receiving it.
- The date, and the volunteer’s first name or initials.
4. Handoff and follow-up
- Who is receiving the card, and when it was handed over.
- What the volunteer said would happen next, in the exact words used. Do not write a promise the volunteer cannot keep.
- A follow-up date, and who is responsible for it.
- A status line: open, handed off, closed, or person declined.
What to leave off the card
Minimum detail means the card does not need these:
- Government ID numbers, bank or card numbers, or copies of identity documents.
- Diagnoses, test results, or symptom descriptions.
- Medication names and doses. Record only that the person wants help with medicines. Ready.gov notes that an emergency can make refills and finding an open pharmacy difficult, but the details belong with the person and their pharmacist or clinician.
- Photos of the person, the card, or paperwork.
- Guesses about someone’s situation. If the person did not say it, do not write it.
Ready.gov suggests households keep copies of insurance, identification, and bank records in a waterproof, portable container or saved electronically. That is advice for the household’s own kit. It does not mean a volunteer should collect those papers.
Privacy: what is known and what is not
Known: HHS says the HIPAA Rules apply to covered entities and business associates. Covered entities are health plans, health care clearinghouses, and health care providers, but providers only if they transmit information electronically in connection with certain standard transactions. HHS also says an entity that is neither a covered entity nor a business associate does not have to comply with the HIPAA Rules.
Not known from a public page: whether your group is a covered entity or business associate, whether HIPAA or another privacy rule applies to your volunteer role, and what your state’s laws require. A volunteer cannot settle that alone. Ask the coordinator or board, who may need legal counsel.
Whether or not HIPAA applies, these habits are sensible:
- Say out loud why you are asking and who will see the card before you write anything.
- Let the person skip any question.
- Keep cards face down, in one folder, and out of shared bags or vehicles.
- Do not post cards or paste them into group chats. Send the minimum to the named recipient, not to a whole team.
- Ask the coordinator how long cards are kept and how they are destroyed, and follow that rule. Do not invent your own.
Handoff: making sure the need is not lost
Most follow-up problems happen at the handoff. Try this order:
- Read the card back to the person and correct anything they say is wrong.
- Confirm the yes or no on sharing.
- Hand the card to the named person directly, or send only what they need, and note the date on the card.
- Have the receiver confirm they have it and who will contact the person.
- Check on the follow-up date. If the person could not be reached, record that and use the contact method they chose. Do not switch to another channel on your own.
If your group cannot meet a need, 2-1-1 may be a referral option. The California Public Utilities Commission explains that the FCC reserved the 2-1-1 code for non-emergency community information and referral, and describes it as a free, multilingual line for referrals to health, housing, food, and other services. Availability and hours depend on where you are. That same page notes that some rural California counties lack full 24/7 service, so confirm what your area offers before telling anyone about it. If someone describes an emergency, stop filling in the card and call 911 or follow your organization’s emergency plan.
Why plain language and trust matter
CDC describes organizational health literacy as how well organizations equitably enable people to find, understand, and use information and services. It also says health literacy best practices can build trust, and that trust matters for a person’s willingness to engage in care. A card that is short, in the person’s language, and clear about who sees it puts those ideas into practice.
Next decision
Before using this card, ask your coordinator three things: who receives handed-off cards, how long cards are kept, and whether your group has a privacy policy volunteers must follow. Adjust the card to match the answers.
Limits of this worksheet
This is noncommercial educational information. It is not legal advice, medical advice, or a diagnosis, and it does not describe any organization’s required procedures. Volunteers should not screen for medical conditions or give treatment advice. For urgent health concerns, contact a licensed clinician or emergency services.
Sources
- Ready.gov: Build a Kit (emergency supply categories, additional needs, important documents)
- CDC: What Is Health Literacy? (organizational health literacy, trust, National Academies workshop recommendations)
- HHS: Covered Entities and Business Associates (who must follow the HIPAA Rules)
- California Public Utilities Commission: 2-1-1 Information Services (what 2-1-1 is, FCC non-emergency designation, coverage gaps)