Background Checks - Private Home Care Agencies (HCA)

Who is the information intended for?

This information is intended for Private HCAs of prospective home care agency long term care - LTC workers who must get a fingerprint-based background check.

What is the process for completing a background check?

There are two steps to completing a background check:

  1. First, complete the Washington State Name and Date of Birth check. Then, if required,
  2. Complete the fingerprint-based background check. This check is run through the Washington State Patrol - WSP and the Federal Bureau of Investigation - FBI.

Here are the people involved in the background check process:

  • The Background Check Central Unit - BCCU.  BCCU processes background checks for DSHS programs.
  • Applicant: The long term care (LTC) worker you are considering hiring.  For home care agencies, this would be your home care agency worker.
  • Employer: The private home care agency requesting that the background check be completed.

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

A. Complete the Background Authorization Form - BAF

Section 1: Private HCA Information.

This section is completed only by the PRIVATE HCA.

Processing Code: If the applicant requires a fingerprint check, put “Fingerprint Check Required” in the Processing Code box in the upper right hand corner of the form. If the applicant doesn’t require a fingerprint check but is a new hire, write “new hire” in this box.

BCCU Authorization for Private HCA

  • 1A and 1B. Write the name and address of your PRIVATE HCA exactly as it is licensed by the Department of Health - DOH.
  • 1C. Leave blank.
  • 2. Print and sign your name as the staff person responsible for completing and submitting the BAF.
  • 3. Do not fill out this section. This section if for DSHS State Employment only.
  • 4. BCCU account number. Your BCCU account number is “IHS.FS.” followed by your 8 digit DOH Facility Services Credential License number.
  • 5. Leave blank or if you have an OCA #, put it here.

Section 2: Applicant Information:

  • Instruct the applicant to read and follow the instructions on the BAF for Section 2, including the information at the end of the instructions page labeled IMPORTANT INFORMATION ABOUT ANSWERING SELF-DISCLOSURE QUESTIONS.
  • The applicant completes all of Section 2 then signs and dates the form.

Submission of the BAF to BCCU

  • Verify that the applicant has correctly and completely filled out all questions under Section 2.
  • Do not modify or make corrections to the BAF. If there are errors, the applicant must make the changes to the form.
  • Submit the form via fax to:
    • FAX: 360-902-0292 or
    • Mail: DSHS BCCU, PO Box 45025, Olympia 98504-5025

If you want the Notification of Background Check Result Letter faxed to you from BCCU, you must have a secure fax number on file with the Department of Health - DOH. A secure fax is a fax located in a restricted area where unauthorized staff does not have access to it.

To get a secure fax number on file with the DOH, email the fax number along with your IHS.FS license number to HSQACredentialingReview@doh.wa.gov. You only need to email your secure fax # once to DOH, unless your fax # changes. DOH provides this # to BCCU. The Interim Result letter and the Final letter will be mailed to you if BCCU does not have a secure fax number on file.

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.

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

Reading and understanding the results

Quick Links

Learn more about working with the:

Performing a Character, Competence and Suitability Review

  • Following the submission of the BAF, you will receive a Notification of Background Check Result Letter and all RAP sheet information from the WA State Name and Date of Birth check.
    • Result Letters for BAFs submitted via fax will be mailed back to the Private HCA.  
  • Based on the information in the Result Letter you receive for the applicant, you must determine whether they are qualified, disqualified, or require a  Character, Competence and Suitability Review.
  • To understand what kinds of Result Letter(s) you will receive, what each type of letter means, and what action(s) you must take, please refer to the Notification of Background Check Result Letterp age.
  • Important Note about Notification Letters for Private Private Home Care Agencies: Because Private Home Care Agencies are not subject to DSHS rule, they will never receive a Disqualify letter, they will only receive a:
    • No Record
    • Review Required; or
    • Additional Information Needed

Reviewing the results with the applicant

  • Give the applicant a copy of the Result Letter and all attachments (including RAP sheets).
  • The applicant must verify that the information in the Result letter and attachments is correct.
  • If the applicant believes any information is incorrect, they must contact BCCU at (360) 902-0299 or the agency that reported the information directly.
    • WA State Patrol (360)534-2000
    • Department of Corrections (360)725-8888
    • Department of Health (360)236-4700
    • WA Courts- Contact the court that made the decision.
  • Sometimes the applicant is able to provide written information to BCCU via an affidavit to clarify a self-disclosure or to send information from the courts or another Private HCA to clarify or correct results. BCCU fax is: (360) 902- 0292.
  • If BCCU receives updated or correct information, they may issue a corrected or updated Result Letter.

Reviewing the results with the client

  • Review the results of the Washington State Name and Date of Birth background check to the client/Private HCA.

Background Checks and Hiring

  • Provisional Hiring: A LTC worker can be hired for a 120-day period pending the outcome of the fingerprint results.

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

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

  • Disqualified, do NOT complete the fingerprint portion of the background check.
  • Qualified, complete the fingerprint portion of the background check as soon as possible.

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.

1. Fill out the Fingerprint Appointment Form

  • Download the Finger Print Appointment form (Word ) (PDF)
  • Complete the Fingerprint Appointment form. This form must be completed by both the PRIVATE HCA and the LTC worker. This form includes instructions and information about the appointment and lists required information needed for the Washington State Patrol/FBI to complete the background check.

Fingerprint Appointment for Private HCA

  • Once completed, verify that the LTC WORKER has filled it out correctly. Verify that the OCA# is correct.
  • 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.
  • Point out the OCA# to the LTC worker when you give him or her a copy of the Interim Result Letter. Reinforce that he or she will need it for the Fingerprint Appointment Form, the Application for Certification as a Home Care Aide, and at the fingerprinting appointment. NOT having the OCA# in all of these cases brings an immediate and delaying stop to the background check and certification process.
  • The PRIVATE HCA worker must keep the form and bring it with them to the MorphoTrust  fingerprinting appointment. MorphoTrust is the company that has the contract with DSHS to complete electronic fingerprinting for applicants.

2. Set up the fingerprinting appointment

  • The fingerprint appointment can be set up either by your agency or the LTC worker. The person scheduling the appointment will need the information listed on the Fingerprint Appointment form and cannot be scheduled without the OCA#.
  • Appointments can be scheduled at any number of MorphoTrust locations either:
    • Online at www.identogo.com, (NOTE: reprints can NEVER be scheduled on-line); or
    • By calling 1-888-771-5097
  • 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.
  • The PRIVATE HCA should know when the appointment is scheduled and should confirm the LTC worker is going to the appointment. The LTC worker should be reminded that results MUST be received within 120-day- no exceptions. They will not be able to work if the Private HCA does not have a copy of the fingerprint results.
  • The LTC worker must bring the following to their fingerprint appointment:
    • The Fingerprint Appointment Form. The correct OCA # is mandatory, and
    • An approved picture ID (as listed in the Fingerprint Appointment Form).
  • The PRIVATE HCA must either get a copy of the receipt from the  LTC worker confirming fingerprinting is done or if you have access to the MorphoTrust website you may print confirmation that the applicant has attended the appointment.
  • Once the fingerprints have been taken they are sent to the Washington State Patrol and the FBI.

3. Take action on the results of the fingerprint portion of the background check

  • Fingerprint Rejects
    • The Washington State Patrol - WSP may rejects fingerprints for a number of reasons. They will notify BCCU when they reject prints, and BCCU will, in turn, notify the LTC worker.
    • Contact the LTC worker immediately and schedule an appointment for reprinting.
    • Note that WSP may reject fingerprints multiple times before they determine that they have the best prints they can get.
    • LTC workers who received two consecutive fingerprint rejects within 60-days should:
      • Immediately contact MorphoTrust by phone and schedule a third appointment.
      • Contact BCCU: Joyce Hallmark, 360.902.0299, joyce.hallmark@dshs.wa.gov to request that a supervisor from MorphoTrust be present at their scheduled appointment. This communication to BCCU may also be made by the Department or agency.
      • Contact BCCU: Joyce Hallmark, 360.902.0299, joyce.hallmark@dshs.wa.gov to provide the new appointment date and time. BCCU will contact MorphoTrust’ s Regional Supervisor to request a supervisor be present at the re-printing appointment in order to help obtain the best prints possible
    • Once prints are accepted by the WSP, they will submit the best fingerprints to the FBI.
    • The FBI may reject fingerprints two times before they decide that they can only do a national name and date of birth check.

It is the LTC worker’s responsibility is to get reprints done as soon as possible in all instances. If the fingerprint-based portion of the check is not back by the 120th day, the LTC worker cannot have unsupervised contact/work with vulnerable adults.

  • It can take days to weeks for BCCU to get the FBI fingerprint results back. Once results are received, BCCU sends the final Result Letter back to you. If there are conviction, pending charges, and/or negative actions, the Final Result letter will tell you that the results are based on the fingerprint-based check and provide the results to you if you are a governmental agency or sub-contracted governmental agency.
  • The law prohibits BCCU from including FBI criminal history results to non-governmental agencies or clients. To see any FBI result records, a non-governmental agency or client must have the LTC worker request those records from BCCU and provide them to you if they choose. If an applicant does not wish to share results, you may not have enough information to hire him or her.

Based on the information in the Final Result Letter, you must determine whether the LTC WORKER is qualified, disqualified, or requires a character, competence, and suitability review.

  • Private Home Care Agencies: Because Private Home Care Agencies are not subject to DSHS rule, they will never receive an ABC letter, they will only receive a:
    • No Record; or
    • Record Letter (AB)

Reviewing the Results with the LTC WORKER:

  • Give the LTC worker a copy of the Result Letter and all attachments.
  • The LTC worker must verify that the information in the Result letter and attachments is correct.
  • If the LTC worker believes any information is incorrect, they must contact BCCU at (360) 902-0299 or the agency that reported the information directly.
    • WA State Patrol (360)534-2000
    • Department of Corrections (360)725-8888
    • Department of Health (360)236-4700
    • WA Courts- Contact the court that made the decision.
  • Sometimes the LTC worker is able to provide written information to BCCU via an affidavit to clarify a self-disclosure or to send information from the courts or another Private HCA to clarify or correct results. BCCU fax is: (360) 902- 0292.
  • If BCCU receives updated or correct information, they may issue a corrected Result letter.
  • HCS/AAA/governmental sub-contracted AAAs will see the FBI information. In order for a home care agency, client or non-governmental sub-contracted AAA to see any FBI result records, you may ask the LTC WORKER to request those records from BCCU and provide them to you. The LTC WORKER may decline to provide the records but this may mean that you do not have enough information to make a hiring decision.

Additional Support

Contact the Department of Health at: 800-525-0127 and tell them you are a PRIVATE Home Care Agency.

Definitions

Applicant/long term care - LTC worker is the person you are considering hiring. For home care agencies, this would be your prospective home care agency worker.

BAF means the Background Check Authorization form.

BCCU means the Background Check Central Unit. This unit is part of DSHS and is responsible for processing the background check forms, reviewing results, and sending Result Letters to the entities who submit the BAF.

PRIVATE HCA: The Private pay home care agency requesting that the background check be completed.

MorphoTrust is the name of the contracted entity that completes the electronic fingerprinting. Applicants go to local MorphoTrust offices to get fingerprinted.