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HRMD-Fingerprinting.jpgOklahoma Long Term Care National Background Check Program
Get E-mail Updates:Subscribe to OSDH E-Updates  [USE THIS LINK TO SUBSCRIBE TO UPDATES]

UPDATED March 31, 2014

The Training Website has now been updated. All prior applicants in the Pilot Website have been removed. The new training website features new enhancements and expanded auto-check functions. See new training materials posted below.To view the payment demonstration click here

Active accounts for payment and processing of fingerprints will be available February 18, 2014.

The Board of Health approved the proposed emergency rule establishing the effective dates for fingerprinting. The Governor approved the rules January 6, 2014, with an effective date of February 1, 2014. See the adopted rule here: Chapter 2, Procedures of the Oklahoma State Department of Health, January 6, 2014.

Based on comment received through the public comment period, the staggered effective dates for fingerprinting were revised to begin February 1, 2014 and extend through August 1, 2014.. The new schedule of effective dates will allow providers to begin submission as of February 1, 2014, but not later than the effective date established, which differs for the various provider and industry segments. The program implementation budget includes funding for provider training which will be scheduled across the state during the seven month period of implementation. The last effective date is August 1, 2014.

Providers must now begin training in the OK-SCREEN portal and plan their migration to the final implementation by the established effective date. A name based background check is now only authorized until the established effective date for your provider group, as shown in the list below.


Apply for your OK-SCREEN Account: Training materials on OK-SCREEN and OK-SCREEN account management are provided below. Providers may use OK-SCREEN now for the pre-screening portion of the applicant review process. For an OK-SCREEN account print this Provider End User Security Agreement Form and submit it to the OK-SCREEN office okscreen@health.ok.gov. Instructions are in the form.


Quick Links 

Effective Dates 

Changes in Disqualifying Offenses

OK SCREEN  UPDATE!

Training Events UPDATE! 

Forms 

Presentations UPDATE!

Legislation Information

Other Document Links

Program Illustrations 

Web Links 

Fingerprinting Sites in Development UPDATE!

Program Bullet Points

Frequently Asked Questions (FAQs) UPDATE!

Contact Information 

Program Bullet Points 

  • In April of 2011, the Oklahoma State Department of Health (OSDH) was awarded a grant from the Centers for Medicare & Medicaid Services (CMS) of $2.6 million dollars to cover 75% of the costs for the exploration and development of a fingerprint based national background check program. In conjunction with our LTC industry partners, House Bill 2582 passed with an effective date of November 1, 2012.The law authorized staggered implementation through rulemaking.
  • OSDH partnered with provider groups in the long-term care (LTC) industry, the Oklahoma Department of Human Services (DHS), and the Oklahoma State Bureau of Investigation (OSBI) to review current laws and rules applicable to the background check process, industry practice, and finance models for funding a fingerprint based background check program.
  • These efforts resulted in HB2582 which was introduced and passed with an effective date of November 1, 2012.
  • The legislation creates statutory authority to implement a fingerprint based National Background Check for certain classes of LTC providers.
  • The legislation authorizes fingerprint based background checks on all future direct patient access employees of LTC facilities and providers.
  • The program will rely on a web portal for registry screening and employment eligibility status.
  • Providers will have an account on the OK-SCREEN web portal.
  • Authorization for fingerprinting comes after registries are reviewed from the web portal
  • Providers can screen applicants on multiple registries from the web portal
  • More training and support for the portal are coming. See below for a demonstration.
  • Applicants who are cleared on the registries are authorized for either fingerprinting or an immediate eligibility determination
  • New hires will have a continuously monitored criminal history and will not require re-fingerprinting when changing employers within the industry
  • A provider pays $19 for the initial fingerprinting or to enroll the eligible applicant as their monitored employee.
  • The applicant pays $10 for fingerprinting (“one-time”)
  • Disqualified applicants will be notified of their appeal rights
  • The eligibility determination is based on a review of the criminal history record obtained from fingerprints and is made by the Department of Health
  • Barriers to employment eligibility are established in the law. There are:
    • Screening based barriers
    • Criminal history barriers based on the employment classification

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Changes in Disqualifying Offenses 

The criminal offenses that disqualify employment and certification for nurse aides and employment for non-technical service workers are effective as of November 1, 2012. See the CNA and NTSW bulletins below addressing those items in the law.

Employment Disqualifiers in the Long Term Care Security Act (PDF)

Revised Barrier Offense for Nurse Aides Effective November 1, 2012 (PDF)

Revised Barrier Offenses for Nontechnical Services Workers Effective November 1, 2012 (PDF)

The Uniform Employment Application for Nurse Aide Staff ODH Form 805 (PDF) is revised based on changes to the list of offenses that are barriers to employment.

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OK SCREEN 

The Oklahoma Screening and Registry Employee Evaluation Network (OKSCREEN) is the Department’s Web Portal created for providers for the purpose of applicant screening, obtaining authorizations for fingerprinting and determinations of employment eligibility. The Portal is in development and we will be piloting Phase I addressing the registry screening process beginning in December. The following is a PowerPoint demonstration and user manual for your review. If you have observations or feedback on the emerging design please submit those comments to okscreen@health.ok.gov.

NEW OK-SCREEN  Demonstration - February 6, 2014 (7.1MB, PDF) 

THIS IS A LARGE FILE: To view this presentation RIGHT click the link and select "save target as". In some cases the download may stall, if so, select cancel and try again. In some cases this appears to correct the error.

NEW OK-SCREEN Account Management Demonstration -January 30, 2014 (2.3 MB, PDF) 

THIS IS A LARGE FILE: To view this presentation RIGHT click the link and select save target as. In some cases the download may stall, if so, select cancel and try again. In some cases this appears to correct the error.

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Training Events

To register for an upcoming training click here. On the right side of the screen you can perform a "keyword search" for the word SCREEN, this will give you a list of the upcoming trainings. Select the training you wish to attend and click Register Now!

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Forms

End User Security Agreement -January 31, 2014 (PDF)

Consent and Release Form -January 30, 2014 (PDF)

Morpho Trust Escrow Account Registration Form -January 30, 2014 (PDF)

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Presentations 

NEW ONBC Implementation Update - February 6, 2014 (1.1MB,PDF)

Presentation for the Oklahoma Association for Home Care & Hospice- July 24, 2013 (PDF 3,885KB)

PowerPoint Presentation at the Hospice and Home Health Advisory Board Meetings: February 2013

Intermediate Care Facility for Individuals with Intellectual Disabilities (ICF/IID) Provider Training (09/13/2012)

Residential Care Provider Training (08/15/2012)

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Legislation Information 

HB2582 Signed Legislation

HB2582 Legislation Summary

HB2582 Legislation Benefits

HB2582 Talking Points

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Effective Dates

All facilities may start as of February 1, 2014.

Must Comply by March 1, 2014:

  • Adult Day Care Centers
  • Residential Care Homes

Must Comply by April 1, 2014:

  • Specialized Nursing Facilities (ICF/IID and ICF/AD)

Must Comply by May 1, 2014:

  • Applicants for employment with DHS and OSDH working inside LTCFs Nursing Facilities

Must Comply by June 1, 2014:

  • Continuum of Care and Assisted Living facilities
  • Hospice programs

 

Must Comply by July 1, 2014:

  • Medicare Certified Home Care Agencies

 

Must Comply by August 1, 2014:

  • All other employers defined in Title 63 O.S. § 1-1945(4)

 

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Other Document Links 

Office of Inspector (OIG) Memorandum Report: Criminal Convictions for Nurse Aides With Substantiated Findings of Abuse, Neglect, and Misappropriation, OEI-07-10-00422, Oct. 2012

OIG Memorandum Report: National and State Background Checks for Long-Term-Care Employees - Results of Long-Term-Care Provider Administrator Survey, Jan. 2012

OIG Report: Nursing Facilities’ Employment of Individuals with Criminal Convictions, Mar. 2011

OIG Report: Nurse Aide Registries: State Compliance and Practices, Feb. 2005

Recidivism Research

Criminal Convictions Workgroup

A Work Group made up of CMS employees and volunteers from 11 State Agencies has developed options for CMS to consider in developing:

  • Common definitions of direct access employee;and
  • A list of State convictions that should disqualify individuals from direct access employment with long-term care facilities and providers, the conviction types that should be considered for mitigation or rehabilitation, and the time period for which each conviction should disqualify individuals from employment.

CMS Long Term Care Criminal Convictions Work Group Slideshow, May 2013 (148KB)

CMS Memo SC13-24.01 Report of the NBCP LTC criminal convictions workgroup revised 07.03.13 (274KB)

Report of the NBCP LTC criminal convictions workgroup_attach.pdf (935KB)

National Employment Law Project Slideshow: Patient Safety and Employment Rights Under ACA (316KB) 

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Program Illustrations 

Workflow Map

Simple Finance Model

Finance Map and Program Charts

Background Check Process

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Web Links 

Michigan Long Term Care Background Check Information

Michigan Long Term Care Background Check Tutorial

CMS Grant Program Technical Support Vendor Web site

Oklahoma Teacher's Personnel Background Checks & Sex and Violent Crime Offender Registry

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Fingerprinting Sites 

The State of Oklahoma amended the existing contract between the Oklahoma Board of Nursing and MorphoTrust USA for the purposes of expediting the implementation of fingerprinting for the Oklahoma Long Term Care National Background Check Program. MorphoTrust USA operates fingerprint collection sites under the name IdentoGO. More sites will be added as the program develops.

What is Live Scan?

IdentoGO Fingerprinting Sites in Oklahoma [Go here for the most current list of live scan locations]

Ink Card Fingerprinting Instructions

Morpho Trust Escrow Account Registration Form -January 30, 2014 (PDF)

Google Map of IdentoGO Fingerprinting Sites in Oklahoma

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Frequently Asked Questions (FAQs)

How do I update my criminal history records? 

If an employee's last name changes (i.e. marriage or divorce) can the provider update the last name in OK-SCREEN?

No, but a state user will be able to make the change.

Do CNA and nursing students need to be fingerprinted before going to clinical training?

No, the law only applies to employees fo the provider.

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Contact Information 

Walter Jacques, Administrative Program Manager
Oklahoma National Background Check Program
1000 NE 10th Street
Oklahoma City, OK 73117
Phone: 405.271.3598 / Toll-Free: 855.584.3550

Fax: 405.271.3611
E-mail: Click here to email

 

 

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