Welcome to the Kentucky Guardianship Fiduciary (KYGFIS) training. In this training, we will review some of the common functions of using KYGFIS to record information, update individuals’ information, and run reports.
Course Goals
This training course is designed to provide an overview of the basics of how to use KYGFIS.
Learning Goal #1 Understand the functions of KYGFIS that will be used by DAIL Guardianship staff.
A Reminder from Aida:
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
Click the icons below to download a copy of each KYGFIS User Guide to your desktop for future reference. User Guides will also be referenced periodically in the course.
Help Manual and Guides are also under the “Help” tab in the live (not the Sandbox) system.
Help Manual
Appointment History Guide
Diagnosis Guide
Messages Guide
Status History Guide
Task Guide
Sandbox
Throughout this course, you will have the opportunity to practice in the KYGFIS Sandbox. This will allow you to enter, edit, and view the functions of the system.
IMPORTANT!
Each time you practice, double check the URL to ensure you are in fact in the Sandbox and not accessing the live KYGFIS system.
Click the button below to open and bookmark the Sandbox.
Per Reg 910 KAR 2.040 and standard operating procedure (SOP) GField-18, Face to Face visits are a requirement for each individual under guardianship.
Face-to-Face visit is defined as an in-person, on-site meeting with an individual in their residence, workplace, day program, and/or other community location.
FaceTime/video visits do not meet the SOP requirements for face-to-face visits, but can be utilized in addition to the required visits.
In this lesson, we’ll review why face-to-face visits are important, how to prepare for them, and how to effectivley document them.
Ronnie tells you, “Effective documentation is an important part of Guardianship. Let’s talk about why it is so important.”
Effective documentation:
Establishes accountability and evidence of services provided.
Provides an accurate, timely, objective account of an individual’s situation, services, plan of care progress or the lack of, interventions, challenges, health, and other relevant information.
Is valuable at the time of intervention and for years in the future.
What is the purpose of effective documentation?
Helps to assure continuity of care.
Helps the service team remember events.
Serves to tell a story and helps identify patterns of behavior.
Provides a record of information used by the GSSW and other service providers in team meetings and court hearings.
Poor documentation:
Lacks clarity, specificity, and completeness.
Is subjective and contains the writer’s opinion and feelings versus facts.
Prevents a clear presentation of the individual under guardianship’s story.
Has the potential to create risks and lead to unintended negative consequences which could compromise an individual under guardianship’s health, safety, & welfare.
KYGFIS:
The Kentucky Guardianship Fiduciary Information System (KYGFIS or GFIS), is a database system where all relevant individuals under guardianship information and documentation (referred to as events) are entered or attached and stored.
Next, we will discuss what information should be documented in KYGFIS and how.
“Hi, I’m Ronnie. I’ve been working in the guardianship program for 3 years. I’m here to assist you in learning more about effective casework documentation. “
Course Goals
This training course is designed to provide a general overview of effective casework documentation.
Learning Goal #1 Identify required elements of documentation.
Learning Goal #2 Evaluate a note for poor documentation.
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
Now that you’ve had a chance to engage with Ronnie to talk about what events are, Aida joins you to discuss a series of scenarios.
“Hello again. It’s Aida. With each scenario below, you will read a description of the call; write a sample case note, and compare your case note with my sample response.”
Within each scenario, you will:
Read a description of the call
Write a sample case note
Compare your case note with a sample response Aida provides
Apply what you have learned about creating an effective event note.
Documents actions of GSSW taken on behalf of an individual in KYGFIS.
Documents and reports on actions taken to meet the individual’s needs and desires.
Documents events in the individual’s life.
Is a legal document.
Example of Events to be Documented:
All meetings and follow-up activities related to those meetings.
Ongoing documentation on problematic or unresolved issues and follow-up.
A plan to address identified needs but lack a resource to get the need met.
Any life-altering events, including but not limited to changes in family or marital status, elopement, housing situation or arrangements, employment status, etc.
All actions taken by the GSSW or others members of the team related to the individual’s services. Including but not limited to individual visits, phone calls, meetings with other service providers, etc.
Medical/dental appointments, updates, and changes.
Current individual Status: Physical appearance (appropriate clothes, good hygiene), mental status, health, safety, and wellbeing.
You have completed DAIL 105: Person-Centered Planning! Please note, that your supervisor may have follow-up questions or need more information. Please respond to any requests in a timely manner.
Once you mark this final lesson complete you will have access to your certificate to verify the completion of DAIL: Person-Centered Planning. This certificate will also then be available at the beginning of the course anytime you log on.
Reminder from Aida
This course is part of a series of trainings required for all new employees All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
This includes DAIL:
New Employee Orientation Part 1 (completed!)
New Employee Orientation Part 2 (completed!)
Guardianship Program Overview (completed!)
Universal Precautions (completed!)
Person-Centered Planning (completed!)
Supported Decision Making
Effective Case Work Documentation
Guardianship the Law
Court Process and Forms
Guardianship SOP Part 1
Guardianship SOP Part2
KYGFIS System Training
Levels of Care
Common Diagnoses Explained
Kentucky Medicaid Home and Community-Based Services (HCBS) Waiver Overview
Incident Reporting
Medical Consent
DNR/EOL
Guardianship Community Partners and Collateral Contacts
Safety Awareness
Communication and Coping When an Individual Passes Away
Click the “Mark Complete” button below to access your certificate of completion.
Person-centered planning takes into consideration the whole person. The person in need of services is seen and understood by those who deliver the service. This results in an internal consistency in the ways that person is served.
Service Plan versus Contract
Person-centered is different from more traditional approaches to service delivery. In more traditional methods the service team makes the decision FOR the person and not WITH them.
In Guardianship, we do not use the term “contract” when referring to person-center planning with individuals under guardianship.
A person-centered plan:
Is a non-authoritative approach and does not involve professional superiority over an individual receiving services.
Allows an individual to take a lead role in discussions and decisions made regarding their care, services, personal goals, etc.
Requires compassionate facilitation and critical listening skills without judgment of an individual’s personal experience, circumstances, thoughts, and feelings.
Supports and guides an individual in a way that empowers their voice, motivates self-confidence, and a stronger sense of identity.
Is individualized and flexible and takes into account that everyone has a unique level of ability and that people are more than their diagnosis.
Frames care and services thru the eyes and voice of the recipient of services.
It is important to remember that your role as a guardian is to set high, but achievable, expectations based on what is both positive and possible and not based on the limited life experiences the person may have had. Many people who come under State Guardianship have experienced significant trauma and thus may have low self-esteem, a lack of willingness to trust others, and a dearth of real-life experiences which would lead to a positive identity for the person.
Your role as a guardian in the planning processis to:
Ensure the individual under guardianship has a voice and empower active participation, to the best of the person’s ability in the planning process and decision making.
Involve the individual under guardianship by asking and gathering information about the person’s likes, dislikes, wants, needs, hopes, dreams, and desires.
Understand that everyone is different so the person-centered planning process is not a “one size fits all” approach.
Remain unbiased and non-judgmental.
Ensure the process is carried out in a way that promotes self-confidence, a stronger sense of self-identity, healing, and positive growth.
This course is part of a series of trainings required for all new employees. All new hires are required to satisfactorily complete trainings before being assigned cases.
All courses must be completed in order and in a timely manner.
According to the Administration for Community Living (ACL), person-centered planning is a process for selecting and organizing the services and supports that an older adult or person with a disability may need to live in the community. Most importantly, it is a process that is directed by the person who receives the support.
Person-centered planning identifies the person’s strengths, goals, medical needs, needs for home-and community-based services, and desired outcomes.
The approach also identifies the person’s preferences in areas such as:
recreation,
transportation,
friendships,
therapies and treatments,
housing,
vocational training and employment,
family relationships, and
social activities.
Unique factors such as culture and language are also addressed.
Perhaps the most powerful idea of person-centered planning is that the way a person who needs services is seen and understood by those who deliver that service generates a powerful internal consistency in the ways the person is served.
-A. Frank Johns
Person-Centered Planning in Guardianship; Part III Person-Centered Philosophy2012 A. Frank Johns, JD 1971 Florida State University, LL.M. in Elder Law
Take a moment to reflect, on how the definition of person-centered planning applies to your work as a guardian. Think about your own life – would you want to be told where to live, if you could work and where, or if you would be sent to a care facility during the day?
Welcome to School Age Lesson Planning! I hope you gain something from this course that you can (and will) use when preparing your lesson plans for your class.
