Changes in Fingerprint-Based Background Check Process

H13-004 – Procedure

January 14, 2013

TO: / Area Agency on Aging (AAA) Directors
Division of Developmental Disabilities (DDD) Regional Administrators
Home and Community Services (HCS) Regional Administrators
FROM: / Bea Rector, Interim Director, Home and Community ServicesDivision
Linda Rolfe, Director, Division of Developmental Disabilities
SUBJECT: /

Changes in Fingerprint-Based Background Check Process

Purpose: / To inform the field that they no longer have to fax the Background Authorization to the Background Check Central Unit (BCCU) after they receive the results of the name and date of birth check through the web-based system.
Background: / Until now, the instructions for completing a fingerprint-based background checkincluded the following steps:

Complete the name and date of birth check through the web-based system;
Obtain the OCA # from the OCA Generator site after receiving the name and date of birth results from BCCU;
Fax the Background Authorization to BCCUcomplete with the OCA# and the “Fingerprint Required” label in Box 3.

What’s new, changed, or
Clarified /

You will no longer be required to complete step 3 above. This means you are not required to fax the Background Authorization form to BCCU. All other procedures remain unchanged.
There will be a change in quality assurance monitoring by HCS and DDD, as described under ‘Action’ below.

ACTION: / Begin the new process immediately. All other requirements must be followed. You must:

Complete and file a signed and dated Background Authorization form in the provider file.
Complete the name and date of birth check through the web-based systemfirst.

NOTE: You cannot submit the Background Authorization until it is completed in full, signed, and dated.

Review the results and ensure accuracy.
Obtain the OCA # from the OCA Generator site and schedule a fingerprint appointmentafter you receive the results of the name and date of birth check.*
Put the OCA # on the Fingerprint Appointment form.
Ensure that the applicant retains the OCA#, because it is required by the Department of Health (DOH) when the applicant applies for certification.

* AAA- contracted Home Care Referral Registries follow the instructions described above except that you complete the fingerprint-based portion of the background check when there is a match with a client. This process is detailed in H12-049.12-050in omplete the fingerprint-based portion of the background check when there is a match with a client. This process is de
To ensure that this process is being followed, HCS and DDD will enhance quality assurance activities as follows:
HCS/AAA: Quality Assurance (QA) will monitor this process in the IP focused review IP Question #1: Were background inquiry requirements followed as outlined in the Long Term Care Manual?
QA will now review the provider file to see whether it contains the following:

The Background Authorization form completed, signed, and dated;
The Interim Results from the name and date of birth check; and
The Final Results.

DDD: Quality, Compliance and Control (QCC) will continue to audit result letters and will begin to audit Background Authorization forms.
Related
REFERENCES: / Background Check Web Application
OCA Generator Login
MB H12-049
ATTACHMENT(S):
CONTACT(S): / Sue McDonough,HCS Program Manager
(360) 725-2533

Shaw Seaman, DDD Program Manager
(360) 725-3443

Vicki Payne, HCS Program Manager, Home Care Referral Registry
(360) 725-2573