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Florida KIS Users’ Meeting October 25, 2002

 

Present:            Cathie Price, Bryan Cobb, Sheila Clarke, Philip McGuire, Vincent Ensenat, Ron Henderson, John L. Greenbaum, Beth Ann Sanders, Carol Allgire, DuWayne Johnson, Karl St. Andrew, Polly Borden, Bob Seifried, Linda Preston, Christopher Kapper, Heather Hains, Tracy Ducar, Stacey Hendricks, Dave Beesley.

 

Chair:               Mr. Dave Beesley / Mr. Christopher Kapper                        First Step of Sarasota, Inc.

 

Call to Order, Introduction:

Meeting was called to order at 10:07 a.m.  Introductions were made and the floor was opened to Mr. Dave Beesley.  Mr. Beesley welcomed all of the KIS Users to First Step of Sarasota.  A brief overview and history of First Step was given by Mr. Beesley as well as some of First Step’s future plans.  Special acknowledgement to ACTS and DACCO was given for all the support they have given to First Step during the transition into the Knight Software.

 

Knight Software Comings and Goings:

Discussion:  Rogers Thompson discussed the need for the KIS Users Group to form a liaison committee in order to have needs met.  He stated that less than 30% of the potential usage of the Knight Software is being utilized.  He suggested that more training be done as well as utilization of the help line.

 

The Users Group complained about the lack of a software manual.  It was brought up that First Step’s financial auditors cited Knight Software’s lack of a manual as unacceptable.  Rogers stated that the help files were about 400 pages long now and were much better than before.  The Users Group complained that the online help was good at defining a certain field but vague as to the process that was supposed to occur.  Christopher Kapper suggested all interested parties to bring hard and electronic copies of their help manual to the next meeting since most agencies are designing their own manual.

 

Conclusion:  Rogers strongly recommends that a committee be formed to represent the Knight Users Group.  This Executive Liaison Committee needs to be present at the Director’s Group to present their ideas.

 

Action Item:  November 13th at the Directors Meeting, Rogers will be challenging the directors to dictate to the KIS Users Group to come up with the problems or enhancements needed to the Knight Software and present to Knight.

 

 


Current Issues:

 

Discussion:

 

  1. Rogers stated that he did not receive the minutes from the last Users Group.  Therefore, there was no action taken on our list of enhancements and corrections within Knight Software. 

 

  1. A copy of the minutes and a formal request for the enhancements and changes will be sent to Rogers.   These enhancement requests will also be given to Mr. Dave Beesley and he will take a copy to the director’s meeting on the 13th of November. 

 

  1. Volunteers were asked for to form a subcommittee for the KIS Users Group Executive Committee.  These positions should represent the experts in the major areas of Knight Software.  The positions and placements follow:

 

    1. Financial: Philip McGuire
    2. Technical: Christopher Kapper
    3. Client Services: Heather Hains
    4. Human Resources: Sheila Clarke
    5. Clinical Records (Assessment):Beth Ann Sanders 

 

  1. Knight Software is performing updates and changes without letting us know what the changes are.  There have only been 11 messages in the KIS Message Center for the entire year.  The last message being on August 19th, 2002.  It was thought that a message with proposed changes would be sent out.  It was noted that many updates are being done and there have been no messages to support this.  The Users Group request of Knight Software is for Knight to send out a communication to the administrators before an update be sent.  Then allow for the administrators to select whether or not to update at that time.  For example, we may want to wait to install a Payroll update until after we complete the current payroll.  These communications should be in the KIS Message Center.

 

  1. It was also requested that when the Users Group sends a request for a change or an enhancement that a response be given.  The response should include whether or not the request is an enhancement or customization request.  Additionally, the timetable and costs should be given so we may be better empowered to make an informed decision.

 

  1. Christopher Kapper distributed new forms he created for review.  These forms will be sent to Knight Software for review and possible implementation into Knight Software.

    2.
  2. The Users Group needs structure.  It was suggested that we elect a Chairperson, Vice-Chairperson, and Secretary at the next meeting.  These positions will be held until June 30th, 2003.  In June 2003, we will elect new leadership.  No person should hold the same position for more that one fiscal year.  Exceptions may be made the first year due to limited time and limited attendees.  It was also suggested that all leadership positions only be held by users of Knight Software and not consultants or outside parties. 

 

REQUESTED ENHANCEMENTS TO KNIGHT SOFTWARE

(Discussed at the KIS Users Group Meeting 8/23/02)

 

1.            Appointment Calendar

a.         Tie in the Pre-authorization to the calendar to prevent booking appointments for clients who do not have prior authorization.

b.         Create an error message if (2) entries are made for the same appointment time.

c.         Transfer information (date, time, etc.) already entered on the appointment calendar to Client Services DCSL events instead of re-entering info.

2.         Create automatic Medicaid Eligibility updates

3.            Currently the Cost Center and Reporting Unit are linked. 

a.         The Facility needs to be linked to the Reporting Unit so that it will change automatically if the Reporting Unit is changed. 

b.         Lock the combinations between the Cost Center and Reporting Unit so that the Cost Center is unable to be changed.

4.            Demographics report needed to pick up all client information on one report.              (Hours, Doses, Days)

5.            Vacation Hours - Payroll

a.         Need Error Message to come up during entry if vacation hours are not available.

            b.            Create a Cap Limit for Vacation Hours.

6.         Create Error Message for duplicate Medicaid numbers on the Payment Template.

7.         Chart Locator Table - for tracking actual charts in/out.  This would be located in Client Services | Maintenance | Client Records | Chart Locater.  It would look similar to the Transactions table except it would have the Chart Location, Staff Person ID, Date & Time In and Date & Time Out and a Comments field.  It would store a history so one could track every action taken with that chart.

8.         Need subtotaling by Unit on Accts Receivable Client Aging Reports and Balance Due Reports.          

9.            Currently under the Client Maintenance – Tables – Facility, the Charges (Sales) and Accounts Receivable give the option to link to a General Ledger number.  All the other transactions do not.  Need to have this option to simplify accounting procedures.

10.       If a client is marked as “not being reported to the state” in the reporting unit field, then an enrollment is entered, it supercedes the previous entry and sends everything to the state.  This should be corrected to prevent future submissions of non-funded clients.

11.            “Resend Client’s History” button turned back on.

12.       The Enrollment Edits aren’t working properly.

  

Thanks and Farewell:

 

Mr. Dave Beesley thanked the KIS Users Group for their attendance.  He once again stated that all requests and enhancements be written down and he will take them with him to the Director’s Meeting. 

 

The next meeting is scheduled for December 6, 2002 at CPC in Miami.  The address and driving directions are located below.

  

Call to Close:

 

Meeting was called to close at 2:02 p.m. 

 

Voluntary discussion related to leadership and training in KIS went on until 3:00PM

 

  

NEXT MEETING – CPC – December 6, 2002 AT 10:00 AM.

 

Directions:

 

CPC - 15490 NW 7 Avenue, Miami, FL  33169

 

From the east - take I95 South to 441 South or take the Turnpike South to
Miami then follow signs for 441 South.

From the west - take I-75 S toward NAPLES across Alligator Alley then
Merge onto I-595 E via exit number 19 toward FT LAUDERDALE follow signs to
the TURNPIKE South exit to Miami.  At Miami toll plaza follow signs for 441
South.

Once you are on 441 South we will be on the right about 1/2 mile.  The
building is peach and green.  Pass the FOOD STOP and make right into the
fenced in parking lot behind the store.  That is our parking lot.  There is
a door to go in thru the parking lot.  

 

If you need help, the phone number is (305) 685-8245 x121.

 

Remember – carpooling saves gas, money and the environment! 

 

Good Luck & Drive Safe!