23,000+ service file errors corrected
Service file errors corrected and reimbursement stabilized.
Clay Behavioral Health CenterTina Swathwood, CFOBehavioral health technology & data services
Two sides.
One trusted knight.
A data team that makes sure you get paid, and the platforms that keep your records right. Founder-led and hands-on: when you talk to us, you talk to the people who built it.
Just shipped Vigil: Services · Home page: billing action items →
Services Knight Data Services We make sure you get paid — every month, without stress. FASAMSBillingDCF & CariskCCBHCPrevention Meet the data team → Platforms Vigil · Relay · Vellum An EHR that watches the minutiae, crisis response end to end, and the reporting platform underneath it all. 
Explore the platforms →
Explore the platforms → 23,000+ service file errors corrected for one client
~97 DCF validation rules decoded into ranked “do this” work items
32-point claim validation before anything enters a batch
4 EHR families proven: SmartCare, Credible, AWARDS, Epic
The platforms
Built for the people who use it every day.
Warm nudges, not hall monitors. Each product has its own world, and every one signs as a Knight Software platform.
Behavioral health EHR Vigil
“When was the last time your staff said they liked their EHR?”
Warm on the surface, relentless about the details underneath.
Discover Vigil → Crisis response platform Relay
“What does your team use right now when they're in the field?”
Crisis response, end to end.
Discover Relay → Reporting & insights platform Vellum
“Tell us what your clinical director wishes she could see every Monday morning.”
The platform behind Knight Data Services.
Discover Vellum →
Knight Data Services
We make sure you get paid — every month, without stress.
A data team ready to work on day one: no hiring, no training curve, no turnover risk, no single point of failure. A full team for less than one hire.
- Validating, correcting and submitting FASAMS data
- Insurance billing
- Carisk and DCF reporting
- Custom reporting and dashboards
- Measurement-based care support
- CCBHC reporting and support
In their words
The people we work for.
Using outside support for data entry is not just an operational improvement; it is an investment in effectiveness… it ensures that staff are spending more time where they are needed most and that the information we rely on is entered consistently and accurately.
Helpful in reducing data entry errors and the amount of staff time spent entering information manually… allow staff to spend more time in the community implementing prevention efforts.
From full audit to real-time dashboards
A full audit, then a streamlined reporting framework and real-time dashboards.
CHI South FloridaCelia Mion, Director of Behavioral Health ServicesA two-region prevention data pilot
Fewer data entry errors and less staff time spent entering information by hand.
Hanley FoundationLisa A. Bryan, Prevention Training and Compliance ManagerAlways shipping
Fresh from the workshop.
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Vigil Rolling out Services · Home page: billing action items · Billing records
Services
- Billing staff can now enter services. The service screen no longer opens read-only for them.
- Billing staff can also correct a completed service (Vigil asks for a reason and keeps a record of the change). They still cannot delete a service.
Home page: billing action items
- Each urgent billing line in "Your Action Items" now says what is wrong, for example "Billing: Missing Subscriber Insurance ID".
- When you fix the cause — a service template, a staff member's NPI, a client's diagnosis, a billing record, client demographics or payer setup — Vigil re-checks the affected bills for you.
- The home page re-checks its billing lines each time it opens, so an item that is already fixed leaves the list on its own.
- A bill that billing staff sent back to you stays on your list until you deal with it.
Billing records
- Existing billing records ask for the ID the next time they are opened.
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Vellum Released A personal home page · Report cards show what changed · "How this report works" in your downloads · …
A personal home page
- The home page now greets you by name and is built around your organization.
- An Achievement Spotlight celebrates real wins: a report figure reaching its best reading or a run of improvements, a reporting deadline met on time, a support request resolved. It only appears when the data behind it is up to date, so a stalled import is never mistaken for progress.
- "Worth a look" lists anything that needs your attention, plus a couple of pages you haven't tried yet.
- A Support card shows your open requests and your organization's upcoming reporting deadlines.
- What's New lists the latest Vellum updates, like this one, with a dot on any you haven't read yet. Your organization's Data Freshness card sits beside it.
Report cards show what changed
- The stat cards on every organization's reports now show how much each figure moved since the last day the report was run, for example "up 4.2% vs Oct 22".
- Green means it moved the good way and red the other way. Days nobody ran the report are skipped, and the badge always names the date it is comparing to.
"How this report works" in your downloads
- Excel downloads now include a "How this report works" sheet with the same explanation as the report's on-screen panel, so a workbook still explains itself after it is shared.
Profile pictures
- Everyone starts with a random pick. Change it, or go back to your initials, from My Profile.
A softer look
- Colours across Vellum are softer and consistent. Pages, charts, Excel downloads and emails now share one palette. Green still means good, amber needs attention and red is a problem.
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Vigil Rolling out ABA Services: a watch becomes a service · Service templates: who may deliver it, and at what rate · Clients: prior authorizations · …
ABA Services: a watch becomes a service
- Each ABA service template has an "ABA session type" (Direct treatment, Protocol modification, Caregiver guidance, Assessment, Group treatment). A watch begun in the Spyglass takes its template from the session type, the client's program and the staff member signed in. The "Billable / Non-billable" choice is gone.
- When the RBT signs the watch, with a short session note, it becomes a service and bills through the same rules as every other service. Units come from the watch's active time, rounded by the template's Rounding rule.
- A watch that cannot become a service yet keeps all its data and says why. A second observer can join from the Begin sheet and is never billed. One staff member cannot bill two watches that overlap in time.
- A protocol modification during direct treatment is billed by default; a funding source can be set to "Does not pay this service while another ABA service runs", and such claims get their own Needs attention group with Move and Remove bill.
- A watch that ended while offline can now be signed.
- Behavior targets now come only from treatment plan objectives, one per objective, on blueprints with "Behavior tracking (ABA)" turned on.
Service templates: who may deliver it, and at what rate
- New "By Provider Type" tab on every template: a provider type (optionally for one funding source) with its own procedure code, up to four modifiers, or rate. The most specific rule wins, field by field. Once a template has rows, only those provider types may deliver it. Services already saved keep their price.
- New Rounding rule: Round up, Midpoint (more than half), or Whole units only.
- A funding source can carry its own unit length, and its own "Prior authorization" setting (the single box on the template is gone).
Clients: prior authorizations
- A client's Coverage lists their authorizations when a payer needs one: number, payer, service, units and dates. A claim with no covering authorization, or with none left, waits in Billing with the reason. The number goes on the claim.
Claims billing
- Test or Live for each clearinghouse: a Test file is checked but no payer is asked to pay; every batch remembers what it was built as; a Test batch never marks a claim as sent, and only a Live batch can be recorded as answered or paid.
- Eligibility checks through the Availity API take Test or Live from the connection that holds its sign-in; answers to a Test check are never saved.
- Who is named on the claim when the clinician cannot be: hold, the QP supervisor, the supervisor whenever the clinician is not marked licensed, or the agency's NPI only. The same choice can be given to every payer on a routing at once.
- Needs attention: a "Problem" filter with counts, "Show next" / "Show all" on long groups, and Remove bill for several ticked bills at once, with each one that stayed and why. Each removable bill says why it should not exist.
Service Entry and a client's services
- On a new service, the Billing and FASAMS cards show what the service will be stamped with when saved. A template procedure code missing from your list is said before you save.
- The client's Services list has a Staff filter, and both it and Service Search have "FY" and "All" date buttons.
Billing setup
- Add payer and Add category show again. Administrators whose Access template allows changes to Configuration see the payer toolbar, payer card and Export. From a client's page, Configuration and Billing setup open in a new tab.
Reports Workshop
- People has the diagnosis fields (one row per person unless "One row per diagnosis" is on); diagnosis lists show code and description, sorted by code; a Yes/No column can be one per diagnosis code.
- "Add a filter" opens on a new row instead of replacing a filter you already set.
Audit log (administrators)
- New in Configuration: who opened, changed and exported what, and when, with search; a Usage view of screens opened and people active by week; and a dashboard of activity over time, top screens, when people use Vigil, and browsers and devices.
Staff, Lookup tables and FASAMS
- "Provider Type" is now "Billing provider type"; RBT, BCaBA and BCBA are built in. Certifications 1 to 3 are back and saved again (billing does not read them).
- Lookup tables: after you add a value, the form clears and the new value lights up in the list.
- The "Ordering County" question on the FASAMS legal forms now lists counties.
Lanterns
- "Welcome to Vigil" (Welcome to Vigil, A client's record) for everyone. The Lanterns page is grouped by chair: Welcome, Clinician, Billing desk, Configuration. "First weeks" now starts with "Your day on Home".
- "Billing and data": Add a service for billing, Read the Billing card, When Add Service stops you.
- "Setting up Vigil" is complete at 12 (Treatment plans, Opening day); "Setting up FASAMS" adds "A template for every step".
- Four ABA paths: Setting up ABA (7), ABA in your day's work (6), Supervising ABA (6), How an ABA session becomes a claim (3).
- Each lantern lit now pays Sparks (a whole path with its honor pays up to 75); lanterns lit earlier are paid once.
Glimmers
- The Team Wall: faces with their ring, the honor, its rarity and how much of the grove holds it; "Everything" or "Rare and above"; "Show more"; and a card per colleague (their Kindled, when they joined, their rarest honors on the wall), never a level, Sparks or count. Only some honors appear on it; clinical, sign-in and attendance, volume and client-photo honors stay private. Only honors earned as they happened, from staff who have not turned Glimmers off. It turns on with the database update; until then it says it is being readied.
- The Little Cauldron is now the Bubbling Cauldron. A tap on the Trick-or-Treat Pail throws a shower of sparks.
- The top bar and sign-in page dress up for Valentine's Day, St. Patrick's Day, Easter, Thanksgiving and Christmas. Vigil has its own browser-tab icon.
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Vigil Rolling out Later, when you turn on the treatment plan check · Treatment plans: each plan event is a session you record · Treatment plans: signing · …
Later, when you turn on the treatment plan check
- The check on claims is off when the update is installed. Nothing about billing changes until you choose a start date.
- First, on Service templates, tick "No treatment plan needed" on every service done before or without a plan: intake, screening, assessment, crisis and mobile contacts, and group or bed-day services whose attendees may have no episode.
- Then set the start date on the Treatment plan blueprints page. Vigil first shows how many open bills the check would hold; read that count before you save. The check applies to admissions from that date on.
- For clients already in care whose plan was written elsewhere, record it on the episode with "A plan was written outside Vigil...", with its scanned copy, so their sessions are covered until their next review.
Treatment plans: each plan event is a session you record
- Writing the first plan, each review, an amendment and the discharge plan are now ordinary services: you enter the date of service and the start and end time, then everyone the plan needs signs it.
- Start from the episode (Create Plan, Review Plan, Amend plan..., Record the discharge), or from Add Service, which lists each plan service once ("Treatment Plan - Initial", "Review", "Amendment", "Discharge") and opens the plan.
- Before a plan can be signed, Vigil lists what must be on file: the client's date of birth, an active diagnosis on the episode, and a legal guardian for a client under 18. Each one says where to fix it.
- Each goal needs at least one measurable objective, and each intervention says who provides it and how often. "Did the client take part in writing this plan?" starts on "Choose..." and must be answered.
- A plan is effective the day the last signature comes in, and the next review is counted from that day. An amendment does not move the review date.
- A plan session is billed only once everyone it needs has signed, through the same rules as every other service. A discharge plan recorded with the client not present is never billed.
- To fix the date or time of a plan session nobody has signed yet, choose "Change the date or time" and give a reason. After someone has signed, void the signatures first. Every change is recorded.
- When a signed plan is corrected and signed again with nothing changed in what it says or who signed it, it keeps its original effective date. If the content or the signers changed, it takes the new date.
Treatment plans: signing
- One card for each signature the plan needs: the clinician, the client (or the guardian, for a client under 18 or with a legal guardian on file), and the supervisor when the clinician is not licensed or the blueprint asks for one.
- If the client will not or cannot sign, choose Declined, Unable right now, or (at discharge) Not present, and say why. On a first plan or an amendment, a refusal is confirmed by the supervisor. A plan waiting on an "unable right now" stays unbilled until the client signs, or the supervisor records it as final.
- A supervisor not ready to sign can "Return with a note". The clinician sees the note on their Home page and on the plan.
- Saving a change to a plan sets aside the signatures already given, so everyone signs what changed. If the plan changed while you had the signing screen open, Vigil asks you to look again before signing.
- "Finish later" keeps everything; the episode and each person's Home page say who it is waiting for.
- A printed plan that is not yet signed is marked "DRAFT — not signed, not in effect". The printout shows the date of service, the effective date, and any refusal with its reason.
Treatment plans: deadlines and your Home page
- The episode shows where each plan stands (Draft, Awaiting signatures, Active, Review due, Overdue, Closed) with its deadline and who it is waiting for, and one main next step.
- After a client is discharged, review deadlines stop and the episode shows "Discharge plan due".
- Your Home page lists plans waiting for your signature, your plans waiting on someone else (with any returned note), and plan deadlines coming due, most urgent first.
- A plan keeps the deadlines it was written under. Changing a blueprint's days later affects only plans and reviews that come after.
- Billing staff can see why a completed plan session did not bill.
- On a service, the "Objectives addressed" card is now saved with the service, so it follows the service's signatures and its record of changes. If the objectives cannot be loaded, it says so instead of showing empty boxes.
Treatment plans: setting them up
- Treatment plan blueprints now has its own page like Sites and Service templates: the list beside the form, Save in the header, and Keep editing / Discard when you leave with changes. Configuration > Treatment plans opens it; the old treatment plan configuration page takes you there.
- Each blueprint holds its programs, when the first plan is due, the template for each plan event, who signs each event, and what the plan includes. A program belongs to one blueprint.
- Make the default, Duplicate and Delete are on each blueprint. The default, and a blueprint a plan still uses, cannot be deleted. Every change is recorded in words.
- The "due soon" lead time for plan deadlines is set on the same page, under "For every blueprint".
- On Service templates, a treatment plan service chooses its "Treatment Plan Event". Who signs it is then shown from the blueprints, not set on the template. Such a template counts in minutes or per encounter, and cannot also carry a FASAMS role.
- The Golden Thread score is no longer shown in the treatment plan window.
Treatment plans: the plan check on claims (optional)
- Once your agency sets a start date, a service entered in Vigil after the first plan's due date is billed only if a signed plan was in effect on its date of service. A plan signed later, or a late review, does not cover the earlier days.
- The service shows a warning when saved. It can still be signed and still reports to the state; only its claim waits, in Needs attention with the reason.
- A service that needs a plan but is not on an episode waits too, with a note to put it on the client's episode.
- A plan written outside Vigil covers the sessions in its window while its scanned copy is on file. Remove it if it was entered by mistake.
- A bill that is waiting for a plan and was never sent can be removed from Needs attention > Remove bill, one at a time, after you confirm it. Bills from the old plan screens that were never signed by the clinician and never sent are listed there too.
- A new "Paid, no plan" list in Needs attention shows bills a payer paid for a date with no plan in effect. Vigil never voids or refunds them. Once you have settled one with the payer, press "Settled..." and record whether the payer kept the payment, you refunded it, or the payer recouped it. This records what happened; it does not change the money.
Billing setup: timely filing limit
- Each payer can carry a "Timely filing limit": the number of days after the date of service it accepts a claim. Leave it empty if you do not know it.
- In the last 30 days, Needs attention says "N days left to file with" the payer, or "Past" its filing limit. For a claim to a second payer, the days count from the first payer's answer.
Signatures and PINs
- A clinician's or supervisor's signature is always given by the person signed in, or by the staff member whose PIN is entered, with their name and credentials from their staff record.
- A supervisor signing on someone else's screen enters their own PIN, or signs later from their own sign-in.
- Signing PINs are 4 to 8 digits and stored more securely. After 5 wrong tries the PIN is locked for 15 minutes. Setting up a PIN now works, and setting it again replaces the old one.
- Sending a plan to a client or guardian to sign from a link is not available for now. It returns once Vigil can check the signer's date of birth and send a one-time code to contact details already on file.
- A group session is signed by its own clinician. A group whose service template needs a supervisor's or client's signature cannot be signed as a group, and Vigil says why.
- A service whose time was not recorded is no longer given a made-up 60 minutes.
FASAMS
- When a service entered in Vigil is removed (for example a plan session cancelled to correct its date), the FASAMS file sends the state a delete for it whenever its payer reports to FASAMS, the same way as for services removed in the KIS desktop system.
- The Drawdown page (The Lamplighter) is now called FASAMS funding. Its door is on the Reports page, for billing administrators, and it is available only when FASAMS is turned on.
- A blank agency Tax ID now tells you to enter it in Billing setup (Organization, Billing Provider Identity).
- A service whose site has no site code or no county now says plainly that it is held out of the FASAMS file until it has one.
- The FASAMS Export Center's messages now point to the Validation tab, and count episodes, not admissions.
- On Programs, the count of programs reporting under each state placement type now updates as soon as you save.
ABA Services
- ABA Services is now listed in Configuration's compliance modules, switched off. Turning it on adds the Behavior Data tab, the Spyglass, behavior targets on treatment plan objectives, and ABA Outcomes on Reports.
- If the ABA data tables are not installed yet, turning it on says so instead of switching on screens that cannot work.
- Before you turn it off, Vigil tells you about any Spyglass watches still running or not yet saved as a service. Nothing is lost: they wait, and send once ABA Services is back on.
- The Behavior Data tab has the same section header as the rest of the client page.
- ABA Outcomes is now a Quick Pulls card on Reports. It opens on the last six months, and client names open in a new tab.
- Buttons on the Behavior Data tab and ABA Outcomes now show that they are working, and a message from Vigil is shown in its own words.
Sites
- Sites now works like the other setup pages: Add site, Cancel and Save sit in the page header, Save says what you changed, and leaving with unsaved changes asks you to Keep editing or Discard.
- Each site's site code is now on the page. It is required and must be unique, because it is the site ID the state receives. Changing it warns you first: the state sees the new code from then on, and saved reports that filter on the old code stop matching.
- A site has one address, the one used on claims, with an address lookup that checks the ZIP+4.
- The list shows each site's code, city and phone, with "Hidden" and "No county" tags. Hidden sites show when you tick "Show hidden sites".
- Sites are no longer deleted. Hide a site to retire it; its history keeps its name.
- Fields nothing used were taken off the page, including the empty physical address, the director fields, and site NPI and taxonomy. Nothing stored in them was deleted.
- The County and Subcontract section is now labelled FASAMS. When an admission has no subcontract, Vigil's check names the admission's site and why: the site has none, or its subcontract has no line for that year.
One look across Vigil
- On Sites, Programs, Staff, Billing setup and Treatment plan blueprints, the list beside a long form now stays in place while you scroll the form.
Lanterns: three FASAMS training paths
- "Setting up FASAMS" (administrators, 8 lessons): turning FASAMS on, subcontracts, sites, programs, payers, service templates for the state, the FASAMS forms, and getting ready to report.
- "FASAMS reporting" (billing and compliance, 4 lessons): the FASAMS Export Center, Vigil's FASAMS checks, after the upload, and FASAMS funding. The built-in Billing template gets this path.
- "FASAMS in your day's work" (clinicians, 3 lessons): what an admission needs, what comes due again, and discharge.
- The paths appear only at agencies where FASAMS is available. The "Reporting to the state" lesson moved from the Billing setup path to "Setting up FASAMS" (as "Payers"), and anyone who lit it keeps it lit.
Glimmers: new honors
- "Charting the Way": honors for signing treatment plan events, co-signing them as a supervisor, and "The Mapmaker" for setting up or improving a treatment plan blueprint. A signing honor never appears on the signing screen (the client may be there); it greets you on your next page.
- "Lantern Paths": an honor for finishing every lesson on a Lanterns path, one for each path.
How it fits together
From your EHR to the state, without a dropped record.
1
Where your data lives
Vigil · Relay · SmartCare
2
How it moves
Read-only connections · Nightly syncs · Validated imports
3
How you see it
Vellum dashboards · Ranked work items · Monday 6 a.m. workbooks
4
Where it has to go
FASAMS · DCF · Carisk & managing entities
Tell us the report that's hurting most.
We'll tell you, plainly, what it would take — and you'll be talking to the people who'd build it.
