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 Vellum: Your profile · Achievement Spotlight, filled every morning →
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
5 EHR families proven: SmartCare, Credible, AWARDS, Epic, eCR
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
Florida organizations we work with
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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Vellum Released Your profile · Achievement Spotlight, filled every morning · New report: Active Clients · …
Your profile
- You can now change your own password from My Profile. You will need your current password, and any other place you are signed in to Vellum is signed out.
- The first time you sign in, Vellum asks you to pick your profile picture. Keep the one you were given, choose another, or use your initials.
Achievement Spotlight, filled every morning
- Vellum can now run the reports behind the home page's Achievement Spotlight every morning at 6:00, so your wins are waiting when you sign in without anyone having to open each report first.
- Scheduled report emails can open with your Achievement Spotlight: up to five recent wins, the same ones on your Vellum home page, with a button to see more. When there is nothing to celebrate, the box is simply left out.
New report: Active Clients
- A new Active Clients report puts three definitions of "active" side by side: an open treatment episode, served in the last 90 days, and an active chart, plus the clients who count under one definition but not another.
- For each definition you see sex, age, race, ethnicity, county and open program, and a month-by-month trend of clients served. The report shows counts only, warns you if the data behind it is out of date, and downloads to Excel.
Med Management report
- The Compliance by Program table and the Engagement counts now show the change since the last day the report was run, so you can see at a glance what moved.
- Med Management now feeds the Achievement Spotlight.
Services data, checked on arrival
- Service downloads from an agency's EHR can now be checked to make sure they arrived complete, and pulled again if cut short, so late entries make it onto the compliance reports.
- Services are always tied to their program, even when the source download leaves the program out, so program-based reports such as bundled rate pages show every month in full.
Enrollment by Program
- A program's client list now shows only clients currently in the program (Pending counts as active). The month-by-month columns stay as history.
- A new "Export active clients" button downloads the active client list to Excel with client names, for staff who work the list by name. It never includes date of birth or SSN and always requires a password to open. The page itself shows IDs only.
New charts: contract drawdown and staff activity
- The Drawdown tab has a new chart of monthly spending per OCA. Switch between dollars spent and percent of the flat monthly share. The current month is drawn dashed, so a month still in progress never looks like a drop.
- The Drawdown report lines up an amended subcontract's funding lines with the services billed against them, so the contracted amount and the spending sit on the same row.
- The Staff Activity tab has a new chart of hours per person by month, split into billed, awaiting billing and not billed, with a staff picker and the team's per-person average shown alongside.
Prevention data entry: one place to fix entries
- Edit and Corrections are now one Edit tab with three steps: Find, Review and Run. Find flagged entries from the entry log or upload a client workbook, review them in one list, then do a dry run before applying the changes.
- Entries in a month already submitted to the state can't be changed there, so they are now marked Locked and can be cleared from the flag list instead of sitting there forever.
- Corrections can now change an activity's start time as well as its hours, and the reconcile workbook lists the flagged entries that can still be edited.
Prevention data entry: a full run in one step
- A new Full run enters the checked sheets, then pulls and imports billing, reconciles, and emails the reconciliation report with its workbook, one email per region. Choose the recipients and the message before you start.
- A region whose billing doesn't import gets no email. If "Stop at the first failed row" is on and a sheet has failures, billing, reconcile and the email are skipped.
- Prevention providers have a new Reports page with quick links to the Reconcile report, the Dashboard and Guidance Review.
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Vigil Released Claim modifiers and state reporting modifiers · Signatures and claims · Group sessions · …
Claim modifiers and state reporting modifiers
- A service template has two sets of modifiers. Claim modifiers, in the Insurance Claims card, go on insurance claims. State reporting modifiers, in the State Reporting card, go only in the state file and never on a claim.
- The procedure code now sits with what the service is, near the top of the template. It is sent on claims and reported to the state.
- Each card says what it holds while closed, for example "Claim mods: HQ", and "Differs from claim modifiers" shows when the two sets differ.
- A funding source or provider type rule that sets any claim modifier now replaces the whole set, so a payer can drop a template's modifier. A rule that sets only a procedure code keeps the template's modifiers.
- On a service's Billing card, billing staff change the claim modifiers and see where they came from. State reporting modifiers are shown there and come from the template. Services from the classic KIS program keep one set, which also goes to the state file.
- Vigil warns when a claim modifier comes from the older modifier list or will not fit on the claim, and holds a claim whose template names a modifier that is not in the modifier list.
Signatures and claims
- An insurance claim for a service entered in Vigil waits until the service has a clinician's signature. This covers services whose template asks for no signature and group members completed without one.
- The service's own clinician can sign a completed service afterwards: Sign appears at the top of the service for them. The signature says it was added after the service was completed, and nothing else on the service changes.
- If the clinician cannot sign, billing staff can remove the bill from Needs attention, with a confirmation. The service itself is kept.
- A claim file holding a "not otherwise specified" procedure code is now refused at Send as well as at Build. Marking such a file as sent by hand warns you first.
- Turning on "Accepted means paid" for a payer in Billing setup now asks you to confirm.
Group sessions
- When a group's service template asks for no signature, staff who may change groups and client services can Complete the session instead of the leader signing it. Vigil names the leader each service is recorded under, finishes each one and signs nothing in anyone's name.
Reports
- Reports has plain tab names: Ready reports, Workshop, Scripts, My reports and Trends.
- In the Workshop, Run, Save, Export and Share sit at the top of the page, and My reports opens the My reports tab. Client numbers in Workshop results open the client in a new tab.
- Export is the main button on a ready report. FASAMS funding is now a ready report, for setup administrators where FASAMS is on.
- Pressing "Keep it" when deleting a saved report now keeps it.
- New ready report for billing staff, Payer summary: for a date range, one row per payer with its services and their value, posted and not posted, not yet billed, billed, paid and still in flight, and its FASAMS figures. Services with no payer get their own row, with the reason. Export to CSV.
- HB633 Compliance has a new Self-reported measures section: measures 3, 6 and 8 for one month, by age group and Medicaid, with Export Excel in the managing entity's Data Table Format.
- Measure 3 and the HB633-3 wait time count initial appointments only: the client's first intake or assessment since their last discharge.
- Measure 6 (medication errors) shows as Partial for now: Vigil counts the month's medication doses, and medication error reports come in a later update. Measure 8 counts clients with both a mental health and a substance use diagnosis who receive integrated care.
- Charts on the Reports dashboards have PNG, CSV and full-screen buttons.
- New Care Coordination Report under Reports, for the monthly care coordination template: point each population at a program type on its Setup card, enter the month's hand-counted figures, and download the template already filled in.
FASAMS
- Two new checks on POMs: a mental health POM with no Days in Community (last 30), and a Pregnant or Postpartum answer that does not fit the client's gender. They show on the worklist and do not hold the file.
- Days in Community of 0 is now sent as 0. It used to go blank, and the state rejected the record.
- FASAMS files now download straight to your computer instead of opening a new tab.
Clients, episodes and services
- Each finding on an episode card is a link to its fix: add a diagnosis, add the missing service, open the program, plan or discharge, open Sites, or go to the admission field.
- Creating an episode with a residential program works again.
- Long drop-down lists are searchable: Admission Staff, Site and Referral Source in the episode wizard, Staff and Service Location on a service, and form questions with more than 10 choices, such as Residence County. Names that start with what you type come first, Enter or Tab takes the highlighted one, and you can Tab in and just start typing.
- Add Service has a search box for long service lists, and the cursor moves to the client search and then the service search as you go.
- On the time-out warning, "Stay logged in" now closes the warning.
- Prevention lookups: add or rename a single item by hand, as well as pasting a list.
The Hearth: bed days and the Front Desk (agencies with a residence)
- Bed days have one home, The Hearth > Bed Days, with Review a month, Post all residences and Posting history.
- Review a month shows one residence: a row per resident and a square per day. Click a day to see why it is in that state, then post it, skip it, remove a posted day whose bill was never sent (with a reason), or edit the stay dates. "Post N days" posts exactly the days shown in green.
- "Missing someone?" finds a client by name or number, says why they are not listed, and can add them under one of their open programs.
- A resident marked AWOL starts with every day unticked, so you tick the days they were really there.
- A resident left out of a month can be caught up later, and a day is never posted twice. A day outside the resident's program dates is held, and one client's stays can never overlap.
- Posting history shows every posting with its days, residents, bills, who posted it and when. Void is offered only while no bill has gone out.
- Residence settings now hold every residence setting, including residential type, start and end dates, program manager and second staff.
- Editing a resident's bed no longer clears their leaving date, and a planned leaving date can be taken back. Vigil will not put someone in a bed another current resident holds.
- New Front Desk (The Hearth > Front Desk), a shift board: who lives here, "Needs you now" (someone AWOL, no bed check yet today, a resident with no bed, two people in one bed, someone leaving today, bed days ready to post), the beds as a board or a list, comings and goings, bed checks and this week's bed days. Move someone in, sign someone out on pass, or print the roster from there.
- Med pass: dose times are saved in your own time zone, Complete pass waits until every dose has an answer, and the Hearth and the MAR use the same med pass times.
- Bed check: Full Roll-Call can finish in a small house, a bed label shows once, and a count that does not match is explained more clearly.
The Observatory (agencies that provide ABA)
- Each kind of session can carry your agency's own name. It shows in the Sessions list, on service templates and on the tablet, even if the connection drops. The kind of session, not its name, still decides billing.
- A graph sealed into a signed note now keeps all its lines, up to 12. It used to keep only the first 6.
- The ABA program form says when its prompting relies on physical prompts and the client's prompt profile avoids them.
- A flag on a target now shows in Program mode's attention strip for that client, where the BCBA will see it.
Work anniversaries
- Home greets you on your work anniversary and the three days after, for example "3 years with us, Dana!". It is quieter than a birthday: no confetti and no card.
- Each anniversary brings Sparks: 10 for each year with your agency, up to 50.
- My Account shows "With us since" with the month and year, and "Let the team know my work anniversary", which is ticked until you untick it. The Team Wall then shows one quiet line.
The look of Vigil and The Hush
- Each area of Vigil now has its own gentle texture in its page header: clinical, configuration, billing, residential and reports each have their own, and Home a soft sparkle. Tables, forms and printouts stay plain.
- The Hush has a fourth piece, Meadow Breath: be the wind across a moonlit meadow, breathing slowly in and out.
Lanterns
- Four new paths for agencies with a residence, 23 lanterns in all: A shift at the residence, The med pass, Bed days, and Setting up a residence (for administrators). They appear only when your agency has an active residence.
- A finished path offers a printable certificate with your name, the path, your agency and the date you lit its last lantern.
- The ABA lanterns appear only once ABA is switched on at your agency.
- The lanterns about service templates, billing, groups, Add Service and Reports match these changes.
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Vigil Released Groups · Running a group session · Each person gets their own service · …
Groups
- The Groups page lists your groups, with unfinished sessions first, each saying what it still needs (for example "3 not signed yet").
- Set up a group and its roster on the same page, with Save at the top. Enrolling someone asks which of their programs to use, and fills it in when only one fits.
- Start today's session from a group, or choose a group service in Add Service: Vigil opens a session with that client on it, and offers to add them to today's session if one is already open.
- Staff who see only their own caseload can open the sessions they lead or co-lead and write each member's note, without opening those members' charts.
Running a group session
- A session has four tabs: Who was here, The group, Each person, and Review and sign. Move between them at any time.
- Who was here: everyone starts as Here. Mark someone Excused or Did not come, record a late arrival or early leave with a tap and a time, or add a walk-in. "Hide last names" keeps the screen private.
- The group: questions asked once are written once and go into every member's note. Vigil reminds you to leave names out of this part.
- Each person: that person's own questions. Next person saves the person you are leaving ("Dana saved.") and moves to the next person not yet complete. If a save is refused, you stay on that person and keep what you typed.
- Vigil points out when two people's notes read the same, so each chart says something about that person. It never stops you signing.
- Review and sign shows each person as Ready or says what is missing ("2 required answers left", "no program that allows this service"). Sign signs everyone who is ready in one step and names anyone who is not; sign again once they are ready.
Each person gets their own service
- Everyone marked Here gets their own service, with their own minutes, note, signature and bill, exactly like a service entered on its own. The session's leader is the staff member on each service and the one who signs.
- Opened from Service Entry, a group member's service shows the shared parts (date, staff, service and the group's answers) read only, with a link back to the session. Their own times and answers can still be changed there.
- A printed note says "Group session, 9 people" and never names the other members.
After the session
- Add someone who was missed: only their service is added.
- Changing a saved person to Excused or Did not come removes their service (marked deleted, not erased). Marking them Here again brings it back.
- Correct for everyone changes the group's part on every member's note, with a reason that is kept in each chart's history. Signed notes go back to be signed again.
- Change for everyone moves the session's date, times, leader or site for every member, with a reason. It is not allowed once any member's bill may have gone to the payer.
- Delete session deletes each member's service the usual way. Vigil names anyone these changes could not reach.
Service templates and Forms Designer
- Service templates have a new Group row: Group service, Largest group and No-show service, with a line saying how many questions the form asks once and how many for each person.
- Forms Designer has "In a group, ask: Once, for the whole group / For each person" on each question, plus "Set all in this section" and "Set all in this pack". Questions about one person, such as signatures and linked client fields, are always asked for each person, and the reason is shown.
- The form preview has "Preview as a group of 3".
- A covered-service modifier set on a service template (for example HQ for a group) is now filled in on each new service from that template.
Billing group services
- Each person who was here is billed as their own claim line, for their own minutes.
- A session with fewer than 2 people here, or more than the template's Largest group, still signs, but its claims are held and Needs attention says why. The FASAMS file and portal payers are not held.
- If a claim has already gone out and the number of people here later changes, Needs attention lists it so you can check with the payer whether a corrected claim is needed.
- A no-show service is recorded and signed with the rest, but is never billed and never sent in the FASAMS file.
- Someone present for less than one billable unit has their note recorded and counts as present, but is not billed.
Lanterns
- New Lanterns path, Group sessions, for anyone who runs, bills or sets up groups: a group service, running a session, a group from the sign-in sheet, changing one after signing, and what a group session bills. It appears for everyone who has First weeks, Billing and data or the setup lanterns.
Staff birthdays
- My Account has a new Birthday row. Enter your month and day only (no year). There is an optional "Let the team wish me" box.
- When you first sign in during your birthday week (the day itself and the two weeks after), Home dresses up with bunting and gentle confetti, and greets you. One card appears, with a "Just a quiet one this year" button if you would rather skip the fuss.
- Your first birthday brings a gift from your Kindled: a Crooked Paper Party Hat (tap your Kindled to wear it for the day) and Birthday Bunting for your nook. Your second birthday brings a Birthday Cake on a little table for your nook, with a sparkler that never goes out. Every birthday after your first also brings 50 Sparks.
- The Team Wall shows one quiet birthday line only for people who ticked "Let the team wish me" and have seen their card.
- This is switched on for your agency by Knight Software when you are ready, so you will not see it the moment the update installs.
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Vigil Released The Gloaming: The Hush, a quiet place
The Gloaming: The Hush, a quiet place
- The Gloaming (My Account > The Gloaming) has a new tab, The Hush: a quiet place to take a breath between visits.
- It holds three short pieces, about a minute each and without words.
- The Listening Pool: touch the water, and lights wake beneath it while koi drift by.
- Moonsand: rake a moonlit sand garden slowly. It rakes as you move, with no clicking.
- The Rain Harp: rest your hand in the falling threads of water. Each thread holds a note, and sliding along one bends it.
- Opening one dims the whole screen, then the scene fades in. Your own Kindled sits with you. Press Esc or the browser's Back button to come back at any time.
- The first visit is silent, with a "Turn sound on" button, so a shared office never overhears it. Your choice is remembered on that computer.
- Nothing is kept or counted: no score, no Sparks or honors, and nothing is saved about your visit.
- If your session is about to time out, the warning still appears over The Hush so you can stay signed in.
How Knight Data Services works
Whatever system you run, we take it from there.
As light as a spreadsheet handoff, as deep as an analyst on your team.
1
Whatever you have
Whatever system you have. If the data exists, we can work with it.
2
We retrieve it
However it's available — a read-only connection, a nightly sync, a data share or a spreadsheet. Every load is logged.
3
We make it right
Reported, validated, corrected and transformed into data that's compliant and ready to submit.
4
It gets where it has to go
Submitted properly — or we fix it at the source, working directly in your system.
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.
