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Workers must put the information into the system accurately and concisely.

Do you know what happens when a worker inputs an address change into KYGFIS?

For starters, it keeps the worker up to date on where the client is physically residing and where the client can be found during the day. It can also tell us who we are supposed to be paying monthly rent/facility payments to. A simple address change can also alert Fiduciary that a person’s Level of Care (LOC) has changed in case an individual needs more medical coverage or the state supp needs to end. 

What would happen if the worker failed to change the address timely?
Well you are going to make a few people aggravated. You not only have potentially caused money to be sent to the wrong facility, and now must be tracked down for recovery, but you also have potentially affected an individual’s benefits as the nursing home was expecting payment, and they are still listed in the hospital for the last month. Keeping addresses up to date is as important as keeping your running records (a.k.a. events) up to date.  

Each Section in KYGFIS is equally as important as the one before. Each section has its own purpose, and no, the purpose is not to make the worker do more work. The electronic file shall be updated in a timely, thorough, and precise manner, within five (5) business days of the receipt of information. The electronic file shall be kept current and reflect an ongoing accounting of the individual’s status, so that any member of the Guardianship Services team can review, ascertain case details, and make informed decisions.

Sections include:

• Events – running case notes
• Address History – running log of the past residential addresses, current residential address, and the location where the client can be found during the day (adult day program, etc.)
• Status History – whether the person is active, resigned or expired
• Appointment History – CHFS’s past and current roles 
• Contacts – family contact, funeral home information, pertinent people you may need to contact
• Transactions – Similar to a check book register for the individual. The Guardianship worker never writes a check. That task belongs to the Fiduciary Branch. The Guardianship worker requests and views the status of transactions in the individual’s account. 
• Assets – find property, life insurance, trust, annuities (only Fiduciary has access to enter)
• Liabilities – credit card bills, bills in default, bills the individual cannot currently pay during a normal monthly budget cycle (only Fiduciary as access to enter)
• Tasks – things to do list, workers can assign themselves a task, or their supervisor can assign
• Annual Reports – running record of all court reports that have been completed and approved
• Diagnosis – A summary of the individual’s medical conditions
• Incidents – events that have happened to the individual under guardianship or actions of the individual
• Reports – Various reports are accessible to Guardianship Staff to gather information, assess data and utilize as needed to meet the ongoing needs of the individual 
• Attachments – The GSSW shall enter all health, medical and psychological records as attachments under this section. 
• Victimization – if the client is listed on the face sheet as being a victim, here is where you put what made them a victim.