7 Key Takeaways from Our CYBHI Parent Consent Webinar

Parent consent is foundational to CYBHI success, but one of the clearest themes from our recent webinar was that strong consent processes are not built through compliance alone. They are built through trust, repetition, operational planning, and time.

Here are the key takeaways from our conversation with TadHealth partner districts:

1. Consent works best when it is framed as trust-building, not just paperwork

A strong consent process starts with how districts speak about it. Dr. Francisco Dussan, LCSW, PPS from Santa Monica-Malibu Unified School District  shared: “I think consent is what builds trust with families, and I usually call it informed consent.” When families understand what they are agreeing to, why it matters, and how it supports services for students, consent becomes part of relationship-building rather than just another form.

2. The best systems are built gradually

Another major takeaway: no district gets consent perfect on the first try. Effective consent collection is usually the result of multiple rounds of learning and refinement.

Dr. Dussan shared that building their current process took “two years, really,” while Sarahdee Duncan, LMFT of Eureka City Schools described “many iterations of preparation.” Their experiences are a useful reminder that districts should expect the work to evolve. The goal is not to launch a flawless process immediately. The goal is to build something sustainable and improve it over time.

3. The easier the consent is to complete, the more likely it is to work

Districts saw success when consent was embedded into systems families were already using rather than introduced as a separate process.

Dr. Dussan explained, “We built consent directly into our existing annual data confirmation.” The takeaway is straightforward: reducing friction matters. When consent is integrated into familiar workflows, districts can improve completion rates while reducing administrative burden on staff and families alike.

4. Communication needs to be continuous, not one-time

Families do not absorb this information from a single message. Building awareness takes repetition, consistency, and the right mix of channels.

Sarahdee captured that reality clearly: “Keep peppering that information out to your family so that they know when you say the thing what you’re talking about.” Dr. Dussan added an important nuance: communication also has to be thoughtful. “I don’t want parents to get desensitized to it.”

Districts need repeated outreach, but they also need to be intentional about how and when they communicate so the message stays meaningful.

5. Clear internal guidance on service tiers helps teams apply consent correctly

Consent strategy also depends on helping staff understand that not all services require the same level of consent.

Sarahdee mentioned: “As soon as you go to tier two or tier three, you are in what I call a formal relationship.” That distinction helps teams understand when a basic consent-to-bill process may be sufficient and when a more formal process is needed.

6. Operational support is essential

One of the strongest operational themes from the webinar was the importance of having dedicated support behind the scenes.

Sarahdee said it plainly: “I can’t recommend hiring a billing specialist enough.” She added that once her district had one, “the wheels just started rolling.” For districts building toward long-term sustainability, billing support is not a nice-to-have. It can be a key part of making consent collection, documentation, and reimbursement manageable.

7. Progress matters more than perfection

The final takeaway from the webinar was encouragement. This work is still evolving, and districts do not need to have every answer before they begin.

Sarahdee’s advice was simple: “Don’t be scared.” Dr. Dussan echoed that spirit while also acknowledging the changing landscape: “Be mindful of the updates… it’s not going to be fixed anytime soon, it’s going to keep on changing.”

As districts continue building sustainable school-based mental health programs, parent consent will remain a critical part of the foundation. The strongest approaches will be the ones that treat consent not just as a requirement, but as a system, a communication strategy, and a trust-building opportunity.

Click HERE to watch the full webinar recording to hear directly from district leaders about what’s working, what they’ve learned, and how they’re approaching CYBHI parent consent in practice.