Congratulations! You have completed Effective Case Work Documentation! Please note that your supervisor may have follow-up questions or need more information. Please respond to any requests promptly.
Once you click “mark complete,” a certificate of completion will be available to you. You may print or download your certificate to verify the completion of this course. This certificate will also be available at the beginning of this 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:
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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 (completed!)
Effective Case Work Documentation (completed!)
KYGFIS
Note: The above courses are required for Guardianship, Fiduciary, and Benefits staff. Additional courses will be assigned upon completion of these required core courses.
Click the “Mark Complete” button below to access your certificate of completion.
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.
Per regulation 922 KAR 5:170 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 effectively document them.
A court-appointed person or entity with the duty and authority to make personal, medical, and financial decisions on behalf and in the best interest of the individual in guardianship.
Responsible to make ethical and person-centered decisions with and on behalf of the individual. The Guardian should involve the individual to the fullest extent possible in making decisions that affect their lives. The Guardian will also work as part of a person-centered team that involves the courts and a variety of service providers.
There is a three-pronged approach to ensure guardianship roles and responsibilities are met for our individuals under guardianship.
The Division of Guardianship Services works with and is supported by the Benefits Management Branch and the Fiduciary Management Branch. These two branches operate under the DCBS Division of Administration and Financial Management.
The Benefits and Fiduciary Management Branches are responsible for applying for and maintaining benefits (e.g., Medicaid, SSI, Veterans, etc.), filing taxes, managing/investing funds and paying bills and expenses on behalf of our individuals.
Guardianship employs nurse consultants who assist guardians with healthcare, medical treatment, and end-of-life procedures for individuals under guardianship.
Services are carried out as authorized by the district court and in accordance with regulations and healthcare standards.
Nurse consultants will work closely with physicians, nurses, and social workers, at medical or residential facilities across the state, as needed.
They are also instrumental in reviewing and working with CHFS Office of Legal Services, in obtaining approval for certain medical procedures and treatments.
Guardianship is a legal responsibility between a guardian and an adult individual. In Kentucky, state guardianshipwill occur when the district courts appoint the Cabinet for Health and Family Services (CHFS) as the legal guardian, instead of a private citizen or organization.
In many situations, family or friends can be identified to serve as guardians. In some situations, there is an absence of family members or others who are willing and/or able to care for an individual or the individual does not have the resources to employ a private guardian.
In these situations, upon the court’s decision that an individual needs a guardian, a guardian with is assigned to the individual. Please note, that the legal guardian listed is the Cabinet for Health and Family Services. However, guardianship workers are referred to as guardians.
The guardian will provide assistance to individuals using a person-centered approach that maintains their dignity, respect, health, safety, and welfare.
Click on the first topic below to start learning about guardianship in Kentucky.
While we have reviewed several limitations to guardianship and what a guardian cannot provide, there are many things that a state guardian can provide. These services include:
Regular visits with the individual under guardianship.
Routine medical/end-of-life decisions.
Approval of residential placement.
Arranging transportation when funds are available.
Establishing burial arrangements.
Attending court hearings and meetings on behalf of the individual under guardianship.
Contract with providers for an individual’s services.
Keeping in contact with an individual’s family.
Applying for benefits (Medicare, Medicaid, SSA, VA, food stamps, Medicaid Waivers, etc.).
Setting up budgets and paying reoccurring bills.
Manage and invest an individual’s funds.
File state and federal taxes.
Secure or liquidates assets.
Much, much more based on the individual needs of the person.
“One of the individuals I work with was suddenly discharged from their placement. The person was very upset and had nowhere to go. I was able to help him contact his uncle, who provided him with funds to stay in a hotel until we were able to help secure him a new placement.”
As mentioned in New Employee Orientation Part 1, there are Kentucky Regulatory Statutes (KRS) that govern the state guardianship program. It is important to become familiar with these regulations, where to locate them, and what they mean. In later trainings, we will spend more time looking at these laws in more detail. When you have time, go ahead and start looking through and familiarizing yourself with the KRS and KAR.
In an ideal world, everyone has unlimited resources, has access to everything they need for daily life, and is willing to accept support. However, unfortunately, that is not the situation for many and there will be times when guardians will provide the best support, based on the available option.
Below we will cover some of the more common situations that a guardian will come into contact with.
Living Arrangements
No access to emergency/immediate housing
Cannot force a provider to accept placement of an individual
Cannot force an individual to live in a setting against their will
Unable to place individuals in locked settings
Finances
Unable to access resources for undocumented individuals
No access to funds for care outside of the individual’s resources
Cannot become personally liable for the person’s expenses, placement, or to a third party for the person’s actions
This Guardianship Program Overview course is designed to provide you with an overview of the Guardianship Program including definitions, who we serve, and what guardians do.
Learning Goal #1 Describe the clients served and definition of disability.
Learning Goal #2 Identify types of Guardianship and alternatives to guardianship.
Learning Goal #3 Understand limits to guardianship as well as what guardianship can and cannot provide.
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.
You have completed Guardianship Program Overview! Please note, that your supervisor may have some follow-up questions or need more information. Please respond to any requests in a timely manner.
Once you click “mark complete” a certificate of completion will be available to you. You may print or download your certificate to verify completion ofGuardianship Program Overview. This certificate will also 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 employee. 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.
Note: The above courses are required for Guardianship, Fiduciary, and Benefits staff. Additional courses will be assigned upon completion of these required core courses.
Click the “Mark Complete” button below to access your certificate of completion.
Time for a knowledge check on important information covered in this course. Please answer each question to the best of your ability. A minimum passing score of 80% is required to complete this course.
Kentucky’s Adult Guardianship Program operates under DCBS. The Adult Guardianship provides case management and support services to individuals with disabilities. These individuals have been court-appointed as individuals under the guardianship of the state due to an absence of family or others who can provide care.
You have completed New Employee Orientation Part 2! 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 completion of DAIL 102: New Employee Orientation Part 2. 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.
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Note: The above courses are required for Guardianship, Fiduciary, and Benefits staff. Additional courses will be assigned upon completion of these required core courses.
Click the “Mark Complete” button below to access your certificate of completion.
The information contained in this handbook provides an overview of state government and will assist you as you transition into your new role. It explains the laws, regulations, and policies governing your employment, as well as the benefits and services to which you are entitled as a state employee. Your agency may have policies in addition to those contained in this handbook, so you should familiarize yourself with those as well.
The KGA is a non-profit membership organization with the goal of improving adult guardianship in Kentucky.
They seek to improve guardianship by developing training for persons appointed to serve as a guardian for an adult with a disability, training for persons seeking to be appointed as a guardian, attorneys representing alleged incapacitated persons, and professionals including social workers, psychologists, and medical personnel appointed to interdisciplinary evaluation teams; for the purpose of evaluating the capacity of adults responding to a petition for appointment of a guardian or conservator.
The KGA was founded on the principle of improving the practice of adult guardianship in KY, by promoting practices that protect the Constitutional rights and autonomy of persons with disabilities.
Kentucky Protection and Advocacy is a Division within the Department of Public Advocacy.
P & A protects and promotes the rights of Kentuckians with disabilities through information and referral, and legal individual and systemic advocacy and education.
Mission:
To protect and promote the rights of Kentuckians with disabilities through legally based individual and systemic advocacy, and education.
Values:
Kentuckians with disabilities have a right to self-determination including, but not limited to, the right to refuse, the right to participate, and the right to choose.
Kentuckians with disabilities have the same inherent rights as Kentuckians without disabilities.
Kentuckians with disabilities will live and receive services in integrated and inclusive settings.
Kentucky Protection and Advocacy values and accepts differences/diversity.
The State Long-Term Care Ombudsman Program is federally funded by the Administration for Community Living (ACL). It includes the State LTCO, 15 District Ombudsmen thru the 15 ADDs/AAA’s, and a host of volunteers. Ombudsmen advocate for residents of long-term care facilities at no charge to residents or families.
Their primary responsibilities are:
Protect the special legal rights of residents.
Identify, investigate, and resolve residents’ problems and concerns.
Empower residents to make informed choices.
Work to enact laws to protect residents and older Kentuckians.
This core group is dedicated to improving the process of guardianship in KY and safeguarding the rights of citizens.
Educates the public about alternatives to guardianship and supported decision-making and including but not limited to the following: KY District Court, KGA, Department for Aging and Independent Living (DAIL), Department for Behavioral Health, Developmental and Intellectual Disabilities, aging and disability networks, Protection and Advocacy, Adult Protective Services, legal, medical, and mental health providers, Long Term Care Ombudsman and more.
