Division of Guardianship and Division of Administration & Financial Management employees are expected to be working during work hours unless they have prior approval from their supervisor.
Hi! I am Jeffery, and I will be discussing some of the SOPs that you will use when working as a Guardian. The SOPs I will review are general ones related more to your day-to-day work. This includes things like time and attendance, consent for photography, and signing documents.
You will be able to download every SOP to your desktop for future reference, and some SOPs will have a scenario to provide more context and details about the SOP. These are great opportunities to practice what you are learning.
We will review many SOPs, but don’t worry. There will be several opportunities for brain breaks.
Hi! I am Jeffery, and I will be discussing some of the SOPs that you will use when working as a Guardian. The SOPs I will review are general ones related more to your day-to-day work. This includes things like time and attendance, consent for photography, and signing documents.
You will be able to download every SOP to your desktop for future reference, and some SOPs will have a scenario to provide more context and details about the SOP. These are great opportunities to practice what you are learning.
We will review many SOPs, but don’t worry. There will be several opportunities for brain breaks.
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!)
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.
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.
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 scenario; write a sample case note, and compare your case note with my sample response.”
Within each scenario, you will:
Read a description of the scenario.
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.
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.
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.
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.
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.
“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. “
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.
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.
“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. “
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 scenario; write a sample case note, and compare your case note with my sample response.”
Within each scenario, you will:
Read a description of the scenario.
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.
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.
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.
