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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. |

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| |Key changes or additions to the Result Letters include the following fields: |

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| |Entity Account #: BCCU account number of the entity running the check |

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| |Requesting Entity: Name of entity running the check |

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| |DSHS Oversight Program: ALTSA/HCS, DDA, etc. |

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| |Background Check Type: Name and Date of Birth or Final Fingerprint |

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| |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 |

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| |NO RECORD |

| |The applicant has No-Record. |

| |Applicant can be contracted/authorized payment; or hired by the Home Care Agency (HCA). |

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| |REVIEW REQUIRED |

| |The applicant has a record but the information reported is NOT automatically disqualifying. |

| |Complete Character, Competence & Suitability Review. |

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| |DISQUALIFY |

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| |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. |

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| |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. |

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| | |

|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: |

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| |Initial Name and date of birth check: |

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| |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: |

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| |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 |

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| |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). |

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| | |

| |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: |

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|ATTACHMENT(S): |Power Point: New Background Check Results Letters From BCCU |

| |[pic] |

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| |Additional Information Needed Letter |

| |[pic] |

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| |Review Required Letter |

| |[pic] |

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| |No Record Letter |

| |[pic] |

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| |Disqualifying Letter |

| |[pic] |

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| |BCCU Forms Page |

| |. |

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| |Use this link to access the forms page if you are outside of the firewall: |

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| |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. |

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| | |

| |Paula Renz |

| |AAA Specialist |

| |360-725-2560 |

| |RenzP@dshs. |

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| |DDA |

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| |Lori Gianetto Bare |

| |Incident Management & Background Checks Program Manager |

| |Lori.bare@dshs. |

| |360-725-3443 |

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HCS MANAGEMENT BULLETIN

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