There are a couple of different ways we have seen churches track these types of contacts. The option you choose will depend upon when you want the data captured.
Option 1 - entering the information when the call comes in:
This option is focused on workflow through the contact process vs. strict privacy of information. Create a critical care contact item and assign it to a point person in the care ministry. This allows you to see if and when the contact was engaged. The initial note on the contact form is not private; however, the follow up notes can be restricted by ministry and the use of the confidential note field.
Option 2 - entering the information after the counseling has begun (care pastor):
This option is focused on strict privacy vs. contact workflow. Create an indivdiual note type called "Critical Care". This note type becomes a security right, which you can control access to by individual user. Record all notes about the critical care contact in the Manage Notes interface located just below the Active Person on the left side of your screen.
Advanced Option - we also have a WebLink tool called Relationship Manager that may be another option you want to investigate. If the care pastor is not on staff, it's a great tool to access the people that are being cared for and update notes on the outcome of the counseling. Relationship Manager is easy to configure and easy to use through your church web site. Check out the WebLink User's Guide in answer ID 10 (Support link in Fellowship One).
Tara Coulson
Advocate, Customer Experience