Access Washington Home
STATE OF WASHINGTON
DEPARTMENT OF SOCIAL AND HEALTH SERVICES
Aging and Long-Term Support Administration
Home and Community Services Division
PO Box 45600, Olympia, WA 98504-5600
H15-070 – Information
September 29, 2015
|TO: |Area Agency on Aging (AAA) Directors |
| | |
| |Home and Community Services (HCS) Division Regional Administrators |
| | |
| |Developmental Disabilities Administration (DDA) Regional Administrators |
|FROM: |Bea Rector, Director, Home and Community Services Division |
| | |
| |Don Clintsman, Deputy Assistant Secretary, Developmental Disabilities Administration |
|SUBJECT: |New Background Check Result Letters from the Background Check Central Unit (BCCU) |
|Purpose: |To provide information and explanation about new Background Check Result Letters that will be issued by BCCU. |
|Background: |Background Check Result Letters have historically been challenging to interpret. The Background Check Advisory Group|
| |(representatives from across divisions and administrations of DSHS), along with client and provider legal advocates |
| |and other legal advisors, developed new Background Check Result Letters, called Notification of Background Check |
| |Results, which are clearer. |
| | |
| |See the attached documents which give examples of each type of Result Letter. |
|What’s new, changed, or |Effective October 1st, 2015, or soon after, you will begin receiving new Result Letters from BCCU for all new |
|Clarified |Background Check Authorization submissions. |
| | |
| |Key changes or additions to the Result Letters include the following fields: |
| | |
| |Entity Account #: BCCU account number of the entity running the check |
| | |
| | |
| |Requesting Entity: Name of entity running the check |
| | |
| | |
| |DSHS Oversight Program: ALTSA/HCS, DDA, etc. |
| | |
| | |
| |Background Check Type: Name and Date of Birth or Final Fingerprint |
| | |
| | |
| | |
| | |
| | |
| |Background check result is clearly listed as one of the following: |
| |- No Record |
| |- Review Required |
| |- Disqualify |
| |- Additional Information Needed |
| | |
| |Notification of Background Check Results Summary |
| | |
| |New Letter Language |
| |Intent of the Letter |
| |Action Needed |
| | |
| |NO RECORD |
| |The applicant has No-Record. |
| |Applicant can be contracted/authorized payment; or hired by the Home Care Agency (HCA). |
| | |
| |REVIEW REQUIRED |
| |The applicant has a record but the information reported is NOT automatically disqualifying. |
| |Complete Character, Competence & Suitability Review. |
| | |
| |DISQUALIFY |
| | |
| | |
| | |
| | |
| |The applicant has an automatically disqualifying conviction, pending charge, or negative action and they cannot have|
| |unsupervised access to DSHS clients. |
| |The applicant cannot be contracted/authorized payment; or hired by the HCA. |
| | |
| |If the applicant doesn’t agree with the results of the background check, instructions for correcting background |
| |check records can be obtained on the BCCU website or by calling BCCU at 360-902-0299. |
| | |
| | |
| | |
| | |
| | |
| |ADDITIONAL INFORMATION NEEDED |
| |More information is required for BCCU to make a decision. |
| |Result of Name/DOB check: Applicant cannot be contracted/authorized payment; or hired by the HCA until the applicant|
| |provides more info to BCCU. |
| |Result of fingerprint check: Applicant can work through a provisional hire but must submit the needed information to|
| |BCCU and resolution must be reached by the 120th day. |
| |Result of renewal: |
| |Applicant must submit the needed information to BCCU and resolution must be reached within 30 days. Renewal/Recheck |
| |timeframes must still be met. |
| | |
| | |
|ACTION: |There is no change in process around background checks except as they relate to the Notification of Additional |
| |Information Needed letter. |
| | |
| |If the applicant/individual receives a Notification of Additional Information Needed letter, immediately implement |
| |the following: |
| | |
| | |
| |Initial Name and date of birth check: |
| | |
| |If the applicant receives an Additional Information Needed letter from the Initial Name and Date of Birth check, do |
| |not contract with or authorize payment to the applicant. The background check is not complete and the applicant is |
| |not qualified until they provide BCCU with the needed information and the requesting entity receives either a |
| |No-Record letter or a Review Required letter. |
| | |
| |For home care agencies: If the LTC worker receives an Additional Information Needed letter from the Initial Name |
| |and Date of Birth check, the background check is not complete and the LTC worker is not qualified to work with DSHS |
| |clients until they provide BCCU with the needed information and the HCA receives either a No-Record letter or a |
| |Review Required letter. |
| | |
| |Fingerprint check: |
| | |
| |Once the individual passes the Name and Date of Birth check, and if they have been provisionally hired and receive |
| |an Additional Information Needed letter from the fingerprint check, the individual may continue to work during their|
| |provisional hire period, not to exceed a total of 120 days, while they provide additional information to BCCU. If a|
| |No-Record or Review Required result is not received from BCCU by the 120th day, terminate payment to the individual.|
| |You must track this to ensure timelines are met. |
| | |
| |For home care agencies: Once the LTC worker passes the Name and Date of Birth check and if they have been |
| |provisionally hired and receive an Additional Information Needed letter from the fingerprint check, the LTC worker |
| |may continue to work during their provisional hire period, not to exceed a total of 120 days, while they provide |
| |additional information to BCCU. If a No-Record or Review Required result is not received from BCCU by the 120th |
| |day, the long term care worker is not qualified to work with DSHS clients |
| | |
| |Recheck/Renewal |
| | |
| |If the individual is currently working and receives an Additional Information Needed letter from the recheck/renewal|
| |background check, continue to pay them for up to 30-days while they provide additional information to BCCU. |
| | |
| |If a No-Record or Review Required result is not received from BCCU within 30-days, terminate payment to the |
| |individual. Remember to track all timelines to ensure deadlines are met. |
| | |
| |IMPORTANT NOTE: You must still receive the recheck/renewal results from BCCU (no record, review required, or |
| |disqualify) within the required timeframe for rechecks/renewals (2-years for HCS and 2 or 3-years for DDA depending |
| |on your requirements). |
| | |
| | |
| |For home care agencies: If the LTC worker is currently working and receives an Additional Information Needed letter |
| |from the recheck/renewal background check, the LTC worker may continue to work for 30-days while they provide |
| |additional information to BCCU. If a No-Record or Review Required result is not received from BCCU within 30-days, |
| |the LTC worker is no longer qualified to work with DSHS clients. |
| | |
| |IMPORTANT NOTE: You must still receive the results from BCCU (no record, review required, or disqualify) within the |
| |timeframe required for rechecks/renewals. |
| | |
| |Reminder - Continue to provide copies of all background check Notification Letters and all attachments (including |
| |RAP sheets) and notices for fingerprint rejects to the individual/LTC worker. |
| | |
| |NEW: Notification Letters and attachments must be provided to the individual/LTC worker within 10-days of receipt |
| |from BCCU. |
| | |
| |It is recommended that you attach a copy of the Applicant Request for a Copy of Their Completed Background Check |
| |Information Letter (27-110) and the Applicant Affidavit Form (27-109) when you provide the applicant with a copy of |
| |the Additional Information Needed letter. Inform the applicant that these forms may be required by BCCU but that |
| |they should not be completed until the applicant contacts BCCU to find out what additional information is needed. |
| | |
| |Use this link to access the forms page if you are outside of the firewall: |
| | |
|ATTACHMENT(S): |Power Point: New Background Check Results Letters From BCCU |
| |[pic] |
| | |
| | |
| |Additional Information Needed Letter |
| |[pic] |
| | |
| |Review Required Letter |
| |[pic] |
| | |
| | |
| |No Record Letter |
| |[pic] |
| | |
| | |
| |Disqualifying Letter |
| |[pic] |
| | |
| |BCCU Forms Page |
| |. |
| | |
| |Use this link to access the forms page if you are outside of the firewall: |
| | |
| | |
| | |
| | |
| |DDA Only: DDA will notify residential and county providers of the new result letters by distributing the following |
| |“Dear Provider” letter. |
| |[pic] |
|CONTACT(S): |HCS |
| | |
| |Stacy Graff |
| |Individual Providers and Administrative Hearings Program Manager |
| |360-725-2533 |
| |stacy.graff @dshs. |
| | |
| | |
| |Paula Renz |
| |AAA Specialist |
| |360-725-2560 |
| |RenzP@dshs. |
| | |
| | |
| | |
| |DDA |
| | |
| |Lori Gianetto Bare |
| |Incident Management & Background Checks Program Manager |
| |Lori.bare@dshs. |
| |360-725-3443 |
-----------------------
HCS MANAGEMENT BULLETIN
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