SCHEDULING APPOINTMENTS

also receive counseling and referral assistance from Navy chaplains throughout the world. If the chaplain is unable to offer all of the assistance or services required, an effort is made to refer the person to someone else who can provide the necessary service or assist- ance. An Information and Referral (I&R) Direc- tory is developed to provide an accurate, up-to- date reference for the chaplain of all the resources available in the local and the military community. DUTIES OF THE RELIGIOUS PROGRAM SPECIALIST It is the duty of Religious Program Specialists to compile and maintain the I&R Directory. Setting up the I&R Directory and keeping it current is a continuous task. The RP must also perform many other functions in sup- port of the chaplain in this area. These functions include: Receiving visitors and telephone calls Scheduling appointments Maintaining confidentiality of ‘‘privi- leged communication” and personal records Screening Enlisted Service Records Maintaining the Ecclesiastical Reference Library Assisting in referrals Advising members on policies and pro- cedures regarding humanitarian reassignment or discharge RECEIVING VISITORS AND TELEPHONE CALLS During the course of any given day, the office of the chaplain may receive many visitors and telephone calls. The RP will be acting as the office receptionist, and will usually be the first one to admit visitors and receive telephone calls. The RP should be cordial and polite to all visitors and try to provide a pleasant, receptive atmosphere for those people who are waiting to see the chaplain. The RP must be able to solicit the information required from a visitor or a caller to determine whether they are seeking general information or counseling from the chaplain. If a person is seeking only general information, the RP should provide this infor- mation if at all possible. Persons who are seek- ing counseling or other forms of assistance should be asked to make an appointment with the chaplain. If an appointment is desired, the RP should coordinate these requests with the appropriate chaplain and schedule them accordingly. An appointment should be made as timely as possible. SCHEDULING APPOINTMENTS The chaplain will normally need some basic background information from persons request- ing appointments. This information should be obtained by the RP when the person asks to see the chaplain. The RP should take great care to ensure that the provisions of SECNAVINST 5211.5B which deal with the personal privacy and rights of individuals are strictly adhered to when obtaining any personal identifying infor- mation for the chaplain. The information that should be obtained will vary according to the needs of the individual chaplain but as a minimum should include the following items: Full name of the visitor Rank, rate, or dependency status of the visitor Activity to which the visitor or the visitor’s sponsor is assigned, if applicable Complete work address and telephone number CONFIDENTIALITY The confidentiality of all personal informa- tion obtained by RPs for the chaplain must be 5-2