How a Wish Is Recorded and Verified
When a referral is received, the Make-A-Wish affiliate captures key details in a secure case record, including the child’s name, age, medical verification, location, and preferred language. Eligibility is confirmed using documented medical criteria, and the medical professional documents the critical illness or condition. Each recorded wish is reviewed for completeness and compliance before activation planning begins. This structured intake and verification process ensures accuracy, protects privacy, and enables consistent fulfillment standards across regions and languages.
- Intake fields: child identifier, contact, medical notes, language
- Verification: healthcare provider attestation and eligibility checks
- Compliance: privacy safeguards and data stewardship
Eligibility Requirements and Medical Criteria
To be eligible, a child must be between the ages of 2 and 18 at the time of referral and have a qualifying medical condition verified by a licensed physician. The condition must be life-threatening or critical and meet clinical guidelines used by the affiliate network. Age rules and medical thresholds are standardized, yet each affiliate may apply local policies within those bounds. Clear documentation is required to support the medical verification and protect both the child and the network.
Key Eligibility Attributes
| Attribute | Verified Detail | Source Type |
|---|---|---|
| Age at referral | 2–18 years | Policy standard |
| Medical verification | Licensed physician attestation | Affiliate protocol |
| Condition type | Life-threatening or critical, per clinical criteria | Clinical guidelines |
| Geographic scope | Varies by affiliate jurisdiction | Regional policy |
Wish Intake and Data Fields
Comprehensive intake forms capture structured and narrative data to guide fulfillment. Standard fields include preferred name, date of birth, medical summary, location, household language, caregiver contacts, and accessibility needs. Additional optional fields may capture cultural, spiritual, and hobby preferences to tailor the experience. Data quality checks reduce errors and duplication, while role-based permissions limit access to authorized staff. This foundation supports reporting, matching, and long-term program analysis.
- Standardized fields for identity, health, location, and preferences
- Validation rules to prevent incomplete or conflicting entries
- Access controls and audit trails for privacy and security
Planning and Logistics Coordination
Once verified, a case team designs a fulfillment plan that aligns the wish with available resources and safety standards. The plan includes volunteer roles, timelines, budgets, and contingency options. Venues are vetted for accessibility and safety, suppliers are confirmed for donated or purchased items, and travel or accommodation may be arranged when necessary. Teams coordinate across departments and with community partners to manage dependencies and avoid overcommitment. Clear documentation supports transitions between volunteers and maintains consistency.
Planning Checklist Highlights
- Volunteer role assignments and briefings
- Budget estimates and approval thresholds
- Venue and supplier confirmations
- Risk and contingency assessments
- Communication plan for family and partners
Fulfillment and Family Experience
On fulfillment day, the wish team executes the plan, monitors timing and safety, and documents any deviations for learning. Family communication before and after the event reinforces trust and transparency. Post-wish surveys capture satisfaction, perceived impact, and suggestions for improvement. Aggregate outcome data helps the network understand trends, such as most common wish types and geographic variation. This continuous feedback loop strengthens policies, training, and volunteer support over time.
- Prep and arrival checklists
- Family communication templates
- Post-wish surveys and metrics
- Learning and improvement cycles
Privacy, Ethics, and Data Governance
Handling sensitive medical and personal data requires strict privacy and ethics standards. Access to wish records is limited to authorized staff on a need-to-know basis, with encryption and audit trails where applicable. Families receive clear notices about data use and can request corrections or restriction where policies allow. Ethical guidelines address responsible storytelling, image use, and avoiding undue influence. Regional privacy laws may impose additional obligations that affiliates must follow.
- Role-based access controls
- Encryption and retention schedules
- Family rights to review and correct data
- Ethical media and communication standards
Performance Metrics and Reporting
Affiliates track core metrics to monitor health and impact of the wish record system. Common metrics include time from referral to activation, fulfillment rate by region, and family satisfaction scores. Reporting tools help identify bottlenecks, such as slow medical verification or resource constraints. Trends in these metrics inform staffing, training, and process improvements. Transparent summaries are often shared with partners and stakeholders while protecting individual privacy.
Below is a concise snapshot of typical performance indicators used across the network.
| Metric | Measure | Typical Target or Range | Notes |
|---|---|---|---|
| Time to activation | Days from referral to fulfillment | 30–90 days, varies by region | Complex logistics may extend timelines |
| Fulfillment rate | Percentage of eligible wishes fulfilled | 85–95% | Depends on resource availability |
| Family satisfaction | Survey-reported satisfaction | Above 90% positive | Methodology varies by affiliate |
| Data accuracy | Complete and error-free records | Above 95% | Quality checks and audits |