Provider Notice issued 08/26/09

Web-based Health Care Worker Registry and Fingerprint Checks

Web-based Health Care Worker Registry

The Department of Public Health (DPH) has implemented a Web-based Health Care Worker Registry (Registry), which some Supportive Living Facilities (SLFs) may already be using. To gain access to the Registry, someone must be designated as the Portal Registration Authority (PRA). The PRA is responsible for assigning permission to other facility staff to access the DPH Web portal and the Registry.

Once a PRA is established, the SLF can begin entering employment information for unlicensed staff included on the Registry. This includes all staff that fall under the requirements of the Health Care Worker Background Check Act (Act), such as CNAs, housekeepers, activity, dietary and office staff. If you currently have unlicensed staff who are not included on the Registry, you should forward their Uniform Conviction Information Act (UCIA) background check results along with a coversheet that includes the employee’s name, employment title, address, date of birth and Social Security number to the Registry. Once the background check information is entered into the Registry by DPH, the facility can enter employment information for the individual via the Web-portal. As new, unlicensed employees are hired, you should continue this process.

ALL SLFs must immediately begin using the Web-based Registry in preparation for DPH’s fingerprint background checks. You may refer to the April 10, 2009, informational notice for more information regarding the Act and Registry requirements.

Fingerprint Checks

DPH is implementing a fingerprint background check process. Initially, facilities that were included in DPH’s pilot program will begin participating. No SLFs were included in the pilot program. The program will be implemented in stages, statewide from north to south. The Livescan process will allow quicker turnaround time for UCIA background checks. Also, once an individual’s fingerprints are collected and entered into the Registry, they will not be required to do it again unless they do not work in a position falling under the requirements of the Act for 24 continuous months.

Additionally, CNA students undergoing training will automatically have their fingerprints collected and results posted on the Registry as a part of the course.

Please note that once your SLF is participating in the fingerprint check program, potential employees or those hired conditionally pending the results of the background check, must bring the facility the bottom portion of the Livescan Request Form as proof that his/her fingerprints were collected. This should be documented in the employee's record. If the employee is hired conditionally and does not have his/her fingerprints collected, within 10 working days from the date they signed the authorization, the employee must be suspended. If the employee fails to have them collected within 30 days, he/she is terminated from employment and withdrawn from the Web application. If the employee later has his/her fingerprints collected, they may be hired at that time.

Until DPH notifies your facility about implementing the fingerprint process, you should continue with the current name-check process.

Training

Currently operational SLFs will receive a copy of DPH's training presentation by e-mail. These are the same training materials that were provided to enrolled SLFs in an e-mail earlier this year. Due to the large size of the presentation, it is not included in this notice. Additionally, the Department is working to arrange a presentation on this topic by DPH at the upcoming Supportive Living Success training scheduled for Springfield on November 17, 2009, and Woodridge on November 11, 2009.

Questions regarding this notice should be directed to the Healthcare and Family Services Bureau of Long Term Care at 217-524-0372.

Theresa A. Eagleson, Administrator

Division of Medical Programs