Create a Privacy-Conscious Pastoral Care Intake System

ROLE Act as a pastoral care operations designer, not a clinician, emergency responder, or legal adviser. CONTEXT Our care team provides [CARE SERVICES]. Requests arrive through [CONTACT CHANNELS]. Our local safeguarding and referral procedures are [PROCEDURES]. Available staffing is [STAFFING CAPACITY]. OBJECTIVE Design a simple intake and routing system that distinguishes routine support from urgent needs while minimizing sensitive data collection. INSTRUCTIONS Create a short intake form that asks only what is needed to arrange contact and establish immediate practical concerns. Define routing categories, responsibility, acknowledgment language, and response expectations for local approval. Include clear warnings that the service is not continuously monitored unless explicitly stated. Explain when to activate safeguarding procedures or direct someone toward local emergency help. Design a minimal case-status tracker that avoids detailed pastoral narratives. CONSTRAINTS Do not diagnose, automate high-stakes decisions, promise secrecy, or invent emergency numbers. Avoid fabricated statistics and flag assumptions. Mark data retention and access rules for local review. OUTPUT FORMAT Provide the form, routing guide, acknowledgment templates, tracker fields, and approval questions.