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Texas Reentry Confidentiality Agreement

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Texas ReEntry Services, Inc. Intake Sheet

Creating safer and stronger communities by providing ex-offenders opportunities and means to become productive, contributing members of society.

Revision C

CONFIDENTIALITY AGREEMENT

Client’s Name:    Date of Birth:

SS#:    Institutional #:    (TDCJ)

I, , authorize Texas ReEntry Services (TXRS) to release and receive any and all information regarding my participation in TXRS programs and services. This release covers all forms of information exchange whether verbal, written, or faxed. This release will expire one year from the date signed, unless rescinded through written notices from me delivered to Texas ReEntry Services.

In the event that I am referred by the criminal justice system, I understand that such information could effect my status with the criminal justice system and that this consent will remain until disposition of the legal action. Further, this information can be re-disclosed at a later date only to carry out the person’s official duties with regard to court action. I understand that TXRS has a legal obligation to divulge my address upon request from my parole officer or any member of the criminal justice system. Any re-release of information not pertaining to rehabilitation is not permitted.

Print Name:

Signature:

Date:

Personal History

1. Name:    S.S. #:

2. Address:    Phone:

City:    State:    Zip:

3. Date of Birth:    Place of Birth:

4. E-mail address:

5. Gender:

6. Ethnic background:

7. Do you possess a driver’s license?

Type:    State:    Number:

8. Do you use an alias?    If yes, please give A.K.A.:

9. Are you a naturalized citizen?

Date entered the U.S. (Month/Year):    Where Issued (City, State):

Certificate:    Date of final papers (Month/Day/Year):

10. Do you receive any of the following benefits? Check all that apply:

11. Emergency Contact Person:

Relationship:    Phone:

Address:    City:    State:    Zip:

Prison History

1. Name of Institution Last Exited:

Address:    City:    State:    Zip:

2. Institutional Number:

3. Type of Institution (check one):

4. How many times have you been incarcerated?    What age were you first incarcerated?

5. List ALL charges, convictions, and other depositions received:

Offense Place Date Sentence

6. You are currently on (check one):

7. Date you last entered prison/jail:    Date Released:

8. How long will you be on parole or probation?

9. Your parole/probation officer name:

Address:    City:    State:    Zip:

10. Are you presently residing in a halfway house?

Name of Halfway House:

Case Manager:    Phone Number:

Employment History

1. Are you working now?    Date Available for Work:

2. What was your last legal job before incarceration?

Job Title:    Employer:

Address:    City:    State:    Zip:

Duties Performed:

3. List all jobs that you worked in the institution:

4. List your preferences for employment:

1st Preference:

2nd Preference:

3rd Preference:

5. List all your skills below:

6. List all machines, equipment, or tools you have experience with:

7. If you get a job where tools are needed, do you have any?

8. Are you a Project RIO client?    RIO Case Manager:

9. What is your primary form of transportation?

Education History

1. Highest Grade Completed:

College:

2. Diploma:    GED:

3. What specialized job or vocational training programs have you participated in?

How long?    Did you receive a certificate?

Military History

1. Have you ever served in the military?

2. If yes, Branch:    Enlisted date:    Discharge date:

Type of discharge:

3. Have you registered with the selective services?

Family History

1. Marital Status:

2. Mate’s Name:    Date of Birth:

Address:    City:    State:    Zip:

3. List All Dependent Children:

Name: Sex: DOB: S.S. #:

Name: Sex: DOB: S.S. #:

Name: Sex: DOB: S.S. #:

Name: Sex: DOB: S.S. #:

Medical History

1. What is the state of your physical health?

2. Are you disabled in any way?    If yes, what type of disability:

3. Have you ever been diagnosed with:

A. TB    If yes, when:

B. HIV/AIDS    If yes, when:

C. Mental Illness    If yes, when:

D. Hepatitis    If yes, when:

4. Do you use alcoholic beverages?

5. Have you ever used drugs other than for medical purposes?

What How Long When

6. Do you attend AA/NA meetings?

7. Are you taking any prescription medications?

What Prescription For What Condition

8. What is your primary source of healthcare?

I hereby attest that I have answered all questions honestly and to the best of my ability.

Print Name:

Signature:

Date:

Spiritual History

This information is voluntary and refusal to answer will NOT effect your eligibility for services.

1. Are you:

2. If a Christian, what denomination are you?

3. Do you have a church home in Tarrant County?

Name of church:

Address:    City:    State:    Zip:

4. What is your pastor’s or spiritual leader’s name?

5. How often do you attend church or a place of worship?

6. What does your spirituality mean to you?

7. What do you like most about yourself?

8. What would you like to change about yourself?

9. Describe your childhood.

10. Would you like to speak to someone about your spirituality?

NEEDS

I. Physical Needs

II. Obtaining Benefits

III. Social Needs

Please explain any other needs you might have.

Print Name:

Signature:

Date:

Enter text✕

What the Texas Reentry Confidentiality Agreement Is

The Texas Reentry Confidentiality Agreement is a written contract used to protect sensitive information exchanged during reentry programs, case management, or transitional services. It defines what information is confidential, permissible disclosures, and recipients' obligations, and it often covers health, employment, housing, and criminal-history data. The agreement sets confidentiality obligations for service providers, case managers, and participants and can include data-sharing limits, permitted uses, retention rules, and remedies for breach. Properly drafted, it helps align program operations with federal privacy frameworks while documenting consent and access controls.

Why this agreement matters for reentry programs

A clear confidentiality agreement reduces legal risk, clarifies participant consent for data sharing, and supports coordinated services across agencies while limiting unnecessary disclosure.

Why this agreement matters for reentry programs

Who typically completes or signs this agreement

Organizations and individuals involved in reentry services commonly use this agreement to document confidentiality obligations before data sharing or program enrollment.

  • Reentry program staff and case managers responsible for coordinating services and exchanging participant data.
  • Community-based providers, behavioral health clinicians, and substance use treatment programs sharing protected health information.
  • Participants and their legal representatives who must consent to information sharing and understand confidentiality limits.

Signed agreements create a clear record of consent and responsibility, reducing disputes and helping programs meet regulatory or funder requirements.

Core elements to include in a professional agreement

A comprehensive agreement balances specificity and clarity: name parties, define protected information, list permitted disclosures, state duration, and describe remedies and dispute resolution.

Parties

Identify each party precisely (legal entity, program name, and individual signers) to avoid ambiguity in obligations and enforcement.

Definitions

Define confidential information categories (PHI, criminal-history, employment data) and exclude non-confidential or public records explicitly.

Permitted Uses

Specify the exact purposes for disclosure, such as care coordination, housing placement, or eligibility verification, and prohibit unrelated uses.

Consent & Disclosure

Describe how participant consent is obtained, whether consent is revocable, and any statutory exceptions permitting disclosure without consent.

Retention & Return

State retention periods, secure storage requirements, and procedures for destruction or return of records when no longer needed.

Remedies

Include remedies for breach (injunctive relief, termination of access, indemnification) and applicable governing law.

Required data elements to capture in the form

Full Legal Name: Participant name
Program Name: Service provider
Effective Date: Start date
Scope of Data: What is shared
Recipient List: Named recipients
Signature Block: Signed date

Step-by-step: completing the agreement

Follow these steps to complete, sign, and distribute the Texas Reentry Confidentiality Agreement in a consistent, auditable way.

  • 01
    Prepare document: Populate party names, scope, and effective date.
  • 02
    Review purpose: Confirm the specific permitted uses are accurate.
  • 03
    Obtain signatures: Have all parties sign and date the agreement.
  • 04
    Distribute copies: Provide signed copies to all parties and retain an archived version.

Configuring an online workflow for this agreement

Set up a simple, auditable workflow that assigns roles, secures signatures, and stores final records.

Field Configuration
Signer Authentication Email link plus optional SMS or KBA for higher assurance
Conditional Fields Show fields only when a party type or checkbox is selected
Automatic Reminders Send scheduled reminder emails until signing is complete
Audit Trail Capture IP, timestamp, and action log for compliance

Technical and integration considerations

Online completion benefits from integrations with case management and cloud storage systems to reduce manual handling.

  • Document Formats: PDF, DOCX, HTML, XLSX
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Security Standards: TLS 1.2/1.3 and AES-256

Typical routing and handling workflow

A predictable routing flow reduces delays and creates an auditable chain of custody for confidential records.

  • Upload: Sender uploads completed agreement and supporting documents.
  • Place Fields: Add signature, date, and initial fields for each signer.
  • Send to Signers: Distribute via secure link or authenticated email.
  • Archive: Store signed copy with audit trail in secure repository.

Typical timing and update expectations

Clarify when the agreement takes effect, how quickly parties must act, and timing for routine updates or revocations.

Effective Date:

Agreement is effective on the date listed or upon last signature.

Provide Copies:

Distribute signed copies to parties immediately after execution.

Update on Change:

Update the agreement within 30 days of material changes to scope or recipients.

Consent Withdrawal:

Specify how quickly withdrawals take effect after notice, commonly 10–30 days.

Record Retention:

Document retention obligations start on the effective date.

Key milestones from drafting to archive

Track milestones to ensure the agreement is enforceable, distributed, and retained according to policy.

01

Draft Completion

Finalize language and scope before sharing with signers.

02

Signature Collection

Obtain all signatures and dates from required parties.

03

Distribution

Deliver signed copies to parties and relevant systems.

04

Archival

Store the final signed agreement in secured records.

Common mistakes to avoid when preparing this agreement

  • Overbroad definitions that permit sharing more data than necessary for reentry services, increasing privacy risk and liability.
  • Missing or mismatched party names and addresses that create ambiguity about who is bound by the agreement.
  • Failing to document specific permitted uses and retention limits, which can lead to unauthorized disclosures and noncompliance.
  • Not capturing clear participant consent language or failing to disclose rights to revoke consent, creating enforceability issues.

Potential legal and compliance consequences

HIPAA Exposure: Civil and criminal penalties
Breach Liability: Contract damages and injunctive relief
Professional Sanctions: Licensing board discipline
Data Subject Claims: State privacy statute damages
Loss of Funding: Grant or contract termination
Recordkeeping Fines: Regulatory penalties

eSignature vendor comparison for signing and managing the agreement

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Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Frequently asked questions about the Texas Reentry Confidentiality Agreement

Answers to common questions on execution, e-signing, revocation, retention, and cross-agency data sharing for practitioners and participants.


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