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AGING AND LONG-TERM SUPPORT ADMINISTRATION

Training Requirements & Classes - Fingerprint Background Checks - Medicaid-contracted Home Care Agencies (HCA)  

This information is intended for employers of prospective Medicaid home care agency long term care workers who must get a fingerprint-based background check before hiring the worker.  You are a Medicaid home care agency if you have a contract with an Area Agency on Aging or Aging and Disability Services Administration to provide in-home personal care services to eligible clients.

There are two portions of a fingerprint-based background check:

Here are the people involved in the background check process:

Step 1: Complete the WA State Name and Date of Birth portion of the background check.

1a. Fill out the Background Authorization form 

Complete the Background Authorization form as soon as you make a decision to hire a LTC worker.

HCAs contracted with the AAA or DSHS/ADSA who need to provisionally hire a LTC worker immediately (BEFORE getting the results from the WA State Name and Date of Birth check), have the option of doing a WATCH check. See the procedures for doing a WATCH check.

Section 1:  HCA Completes

There are several occasions in Section 1 where you are told in the Background Authorization form to “Ask your DSHS program for more information” on filling out that portion of the form.  Below are those instructions.  You need both the instructions in the Background Authorization form and the instructions below to fill out Section 1 correctly.

The following are these additional instructions for Section 1 of the Background Authorization Form

Section 2:  LTC worker completes

1b. Submit the completed Background Authorization form to BCCU.

It is highly recommended that you submit the form by fax  so that you meet the required timelines for the background check process and for the LTC worker to be able to apply for certification as a Home Care Aide with the Department of Health.

You must submit the Background Authorization form within three days of the LTC worker signing it.

1c. Take action on the results of the WA State Name and Date of Birth portion of the background check

* A negative action is a final finding of abuse, neglect, abandonment or exploitation of a vulnerable adult or child as reported by DSHS, DOH, APS, CPS, and the Resident Protection Program and other sources as available, after the person has had a right to due process.

Based on this information, you must determine whether the LTC worker is qualified, disqualified, or requires a character, competence, and suitability review. Learn how to work with the Interim Result Letter and any attached results (where to find this information in the Interim Result Letter, how to make this determination and what to do next).  

Originating Case Agency (OCA) #

The Interim Result Letter also lists the LTC worker’s OCA #.  The OCA# is an important identifying tracking number between BCCU, MorphoTrust, and the DOH.

Background Checks and Hiring

A LTC worker can be hired for a 120 day provisional period:

If, based on the results from the Washington State Name and Date of Birth check results, you determine that the LTC worker is:

Step 2: Complete the fingerprint portion of the background check.

Begin the fingerprint portion of the background check immediately after receiving the Interim Result letter and determining the LTC worker is NOT disqualified.  Schedule the fingerprinting appointment as soon as possible after receiving the Interim Result letter.

MorphoTrust is the company that has the contract with DSHS to complete electronic fingerprinting for applicants.

Home care agencies may choose to use local law enforcement instead of MorphoTrust to complete fingerprinting.  If you choose to use local law enforcement, you are responsible for payment for fingerprinting and reprinting. Read instructions for using local law enforcement to roll fingerprints.

2a. Fill out the MorphoTrust Fingerprint Appointment Form

HCA Medicaid Fingerprint Appointment Instruction

2b. Set up the MorphoTrust fingerprinting appointment

The fingerprint appointment can be set up either by the HCA or the LTC worker – this is up to the HCA's procedures. The person scheduling the appointment will need the information listed on the Fingerprint Appointment form. In either case, the HCA must:

Here is a list of MorphoTrust locations.  Appointments can be scheduled:

A fingerprint appointment cannot be scheduled without the LTC worker’s assigned OCA#.

What the LTC worker must BRING to the appointment:

What the LTC worker gets AFTER the appointment:

Once the fingerprints have been completed, they are sent to the Washington State Patrol and the FBI.

2c.  Take action on the results of the fingerprint portion of the background check

Based on this information, you must determine whether the LTC worker is qualified, disqualified, or requires a character, competence, and suitability review.

If you receive a Secretary's List of Crimes and Negative Actions letter (this letter contains a three descriptions, designated with an A, B, &/or C), you cannot override the disqualification by completing a character, competence, and suitability review.  See "Additional Support" below.

Learn how to work with the Final Result Letter (where to find this information in the Result Letter, how to make this determination, and what to do next).  

Additional Support

If after reviewing these instructions you have questions about the information you get from BCCU, DOH findings, other registry findings, a rejected Background Authorization form or want assistance with a Character, Competence and Suitability review, contact the following DSHS staff.

Sue McDonough, Program Manager, Individual Providers
sue.mcdonough@dshs.wa.gov
360-725-2533
FAX:  360-438-8633