Give your assistant the information needed for travel coordination and keep private intake in the designated personal channel. Map which details each person receives and why. Ask the provider how coordination can happen without forwarding sensitive forms. An assistant can help with logistics while you remain directly involved in personal questions and decisions.
What information does travel coordination need?
The assistant may need dates, room category, arrival location, transfer contact, payment instructions you have authorized, and current itinerary. They may not need the content of your personal assessment or reflective notes. Confirm the distinction with the provider rather than assuming its standard email flow separates these subjects. Ask whether routine logistics can use a different contact address from private conversations.
How do you avoid accidental forwarding?
Create a travel-only summary after reading the provider’s information. Include the actual logistical decisions and source references while leaving private material in its original appropriate location. Tell the assistant which documents they should use. If a provider sends a combined packet, ask whether separate practical instructions are available. Review attachment names before forwarding, especially when an email chain contains intake information from an earlier exchange.
What information map could you keep?
Write three rows: information for my assistant, information for the provider’s logistics contact, and information for the responsible private reviewer. Add the agreed channel and any authorization limits. If a detail legitimately needs to cross between roles, ask why and clarify the process. Keep decisions such as accepting terms or completing personal assessment assigned explicitly. A logistics summary cannot replace your accurate participation in the appropriate review. Update the map when the assistant’s task changes. Before travel, verify that the person arranging a pickup has only the information needed for that task and the current itinerary, rather than an unrestricted copy of your correspondence.
What else should you ask?
Can I forward the entire packet?
Review its contents and separate practical information from private intake first.
Should the provider use two email addresses?
Ask what its process allows and which channels serve each purpose.
Can my assistant speak for me in assessment?
Ask the responsible qualified reviewer what must come directly from you.
What counts as private intake that should never reach my assistant?
Personal assessment responses, reflective notes, health history, and any content marked confidential. Ask your provider which documents fall into this category before sharing anything.
How do I create a travel-only summary without accidentally including sensitive details?
Read the full provider packet first. Extract only dates, room type, arrival location, transfer contact, and payment terms you authorized. Leave assessment forms and personal notes in their original location.
What should I tell my assistant about which documents to use?
Give them the travel summary you created and specify its filename. Tell them which email chains or attachments to ignore. Confirm they understand the boundary between logistics and private material.
If the provider sends one combined email, what do I do?
Ask the provider whether separate practical instructions are available. If not, manually extract logistics details into a new document before forwarding anything to your assistant.
How do I check attachment names before forwarding to my assistant?
Open the email and review each file before sending. If an attachment contains intake information from an earlier exchange, do not include it. Forward only the travel summary you created.
What three-row information map should I keep?
Row one: what my assistant needs. Row two: what the provider's logistics contact needs. Row three: what the private reviewer needs. Add the agreed channel and authorization limits for each.
When a detail legitimately crosses between roles, what should I do?
Ask the provider why that detail needs to move between channels. Clarify the process before sharing it. Document the reason in your information map.
Which decisions must stay assigned to me and not my assistant?
Ask which commitments and assessment responses must come directly from you, and what you may expressly authorize an assistant to handle. Keep assessment information accurate and confirm signing authority through the actual terms and appropriate professional advice.
How do I verify my pickup coordinator has only necessary information?
Before travel, confirm they have the current itinerary and transfer details only, not an unrestricted copy of your full correspondence with the provider.
What happens if my assistant's task changes during planning?
Update your information map to reflect the new role. Review what information they should now have or no longer need. Confirm the change with the provider if it affects coordination channels.
Can a logistics summary replace my participation in personal assessment?
No. A summary handles travel details only. You must participate directly in any assessment or review the provider requires, even if your assistant manages other coordination.
What should I ask the provider about its standard email flow?
Ask whether routine logistics can use a different contact address from private conversations. Confirm the distinction rather than assuming standard practice separates these subjects.
How do I handle payment instructions in the travel summary?
Include the amounts, deadlines and actions you have authorized for coordination. Ask what payment information is actually needed and how it should be handled before sharing sensitive details. A provider request does not automatically authorize your helper to act.
What if my assistant receives an email chain with mixed content?
Review the chain yourself first. Extract only the current logistics information. Do not forward the entire chain if it contains earlier private exchanges or assessment material.
Should I keep a record of what information went to each person?
Yes. Document your information map with dates and what was shared in each direction. This helps you verify boundaries were maintained and troubleshoot coordination issues.
What if the provider asks my assistant to confirm personal details?
Redirect that request to you. Your assistant should not confirm or answer questions about your assessment, health, or private reflections, even if asked directly by the provider.
How do I know if I have separated information correctly?
Ask yourself: could someone read only what my assistant has and complete their logistics task? Could they infer anything private? If yes to the second, you have not separated enough.
Where does this guidance come from?
This page offers editorial questions and planning suggestions. It supplies no clinical evidence, operator assessment or personal suitability decision.
Read our editorial standards and the risk and screening guide.