Hawaii Background Check System (HI-BCS)

[box type=”warning”]PROGRAM IMPLEMENTATION UPDATE:  As of August 15, 2019, DOH and DHS are working diligently to get the new HI BCS system up and running as quickly as possible.  The initial target date to go-live was August 19, 2019. However, our goal is to implement a quality system rather than to implement it fast. As a result, we have postponed this go-live until a later date to be determined. Please continue with your current background check process. We will send another update closer to the new date with reminders and more specific instructions on how you will proceed.

Refer to this page for updates on the system and on how licensed and certified health care providers, as employers, and employees or potential employees can obtain background checks.[/box]

Hawaii Revised Statute (HRS) §§321-15.2, 346-97 and 846-2.7 requires the Department of Health (DOH) and the Department of Human Services (DHS) to conduct background checks to ensure the reputable and responsible character of all prospective applicants, operators, direct patient access employees, and adult volunteers of a healthcare facility that is licensed and certified, or licensed or certified by the department, and, in the case of any healthcare facility operated in a private residence, all adults living in the home other than the clients, and foster grandparents under the foster grandparent program, companions under the senior companion program and respite companion program,  and developmental disabilities (DD)/intellectual disabilities (ID) providers and home and community-based services (HCBS) providers under the Medicaid 1915(c) Waiver program, and a person or entity seeking part-time or full-time employment or contract or sub-contract with the departments.

Jointly, DOH and DHS have developed the Hawaii Background Check System (HI BCS) to assist facilities and individuals to comply with the background check requirements by providing a central internet-based method of applying for a background check and to check on the status of current or past background checks.

Starting in the summer 2019, the HI BCS will be available for use by agencies and individuals.  Background checks will continue to be completed by DOH’s and DHS’s designee, currently Fieldprint.  The designee will obtain fingerprints and make fitness determinations.  In addition, the HI BCS will offer additional functionality for licensed and certified employers.  The additional functionality of HI BCS includes the following:

  1. Records of Fitness Determinations:  Fitness determinations could be shareable.  If an employment applicant has a completed background check with a Green Light determination within the last year, qualified employers may be allowed to “view” that fitness determination and NOT need to obtain a new background check to hire the employment applicant.  In this case, the applicant could be hired immediately.
  2. Incorporate Rap Back:  Employment tracking within HI BCS will make sure that you will be notified if a future Rap Back is received, which may affect whether your employee is eligible to continue working for you.
  3. Automatic Searches:  Registries such as the HI Nurse Aide registry and the OIG Exclusions List can be checked through an auto-match process rather than manually reentering applicant information for each search.  This will reduce errors, save time and produce a clear record of the searches that were performed.  HI BCS can also perform auto-match name registry checks in other states where an applicant previously resided if that state has implemented an auto-match system.  DOH and DHS are working to add other registries onto this auto-match process.

 

Fieldprint, Inc. is the OHCA designee for background checks.  A Fieldprint representative is available for questions Monday through Friday, 8 am to 10 pm (EST) at (877) 614-4364, excluding holidays.

Consent by the Background Check Applicant is Required

When applying for a background check, the background check applicant shall provide consent to the Department of Health (DOH) or its designee to obtain the applicant’s fingerprints, conduct the criminal history record check, and participate in the rap back program. The rap back program is an automated system of notification to the DOH or its designee or to the applicant’s employer of an arrest after the background check is completed. This program eliminates or reduces the need to repeat the background check in future years and can save the applicant money.

The background check applicant must also indicate whether the applicant has ever been convicted of a crime.

If the above consent is not provided or if the applicant is unwilling to indicate a prior conviction, the background check application cannot be accepted and a background check cannot be performed.

Individual Applications for Background Checks

Background check applicants must apply online at www.fieldprinthawaii.com for a background check. The background check may include a criminal history record check and/or a check of state abuse registries and may involve a fingerprint check. The easy-to-follow step-by-step application process is explained on the Fieldprint website.

Applicants are required to register with Fieldprint and may be required to pay a fee for the background check.

As part of the application, the applicant will schedule a date, time and location for the fingerprint check and they must appear in person for their scheduled appointment. Two (2) forms of identification will be required at the time of the appointment. At least one form of ID must be a valid government issued photo ID such as a driver’s license, passport, or state ID card. Failure to appear will result in the loss of fees paid for the background check. Applicants can reschedule their appointment without payment penalty if rescheduled at least 24 hours prior to the appointment time.

Fieldprint will notify applicants when the background check is completed. Refer to Background Check Results and Appeal Rights, below.

Case Management and Adult Day Care Center Provider Accounts

Case Management Agencies (CMA) and Adult Day Care Center (ADCC) providers must follow the below steps:

  1. Create An Account: To set up an account, first contact Community Ties of America (CTA) to obtain a provider ID.  After obtaining the provider ID, providers must set up an account directly with Fieldprint at www.fieldprinthawaii.com in order to have access to fitness determination information on potential employees or current employees who apply for a background check. If you have any other questions regarding account set up, please call Fieldprint toll-free at (877) 614-4364 Monday through Friday, 8 am to 10 pm (EST) excluding holidays.
  2. Obtain a Fieldprint Code: Fieldprint will issue a code once a provider account is established.  This is the code each of your employees or prospective employees will use to apply for their background checks. The code also will allow the provider to obtain status updates on their background check applicants in the Fieldprint system. Background check information on applicants of other employers will not be available.
  3. Instruct the Background Check Applicant: Instruct the background check applicant to visit www.fieldprinthawaii.com to apply for their background checks. Be sure to give them your Fieldprint Code. The applicant will be asked to enter the Fieldprint Code on their application.

 

Community Care Foster Family Homes ONLY

Community Care Foster Family Home (CCFFH) operators must follow the below steps:

  • Visit the Fieldprint, Inc. website
  • Click the red “Schedule an Appointment” button on the right
  • Enter an email address under “New Users/Sign Up” and click the “Sign Up” button.  Follow the instructions for creating a Password and Security Question.
  • Click “Sign Up and Continue”

Payment by credit card is required at the time of scheduling a fingerprint appointment or requesting protective services central registry checks.

To schedule a fingerprint appointment, operators must follow the below steps:

  • Select “I know my Fieldprint Code” and enter the following code:  FPHawaiiDOHAFIS
  • If you do not select “I know my Fieldprint Code” you must select the reason “HI – Department of Health” and enter the above code.  If you do step number 1, you will not need to do this step.
  • You are now ready to enter your demographic information and to schedule a fingerprint appointment.  Scheduling an appointment will also provide you the Protective Services checks for APS and CAN.
  • Print the Confirmation Page and take it with you to your fingerprint appointment.  Also bring two forms of identification.  At least one form of ID must be a valid government issued photo ID such as a driver’s license, passport, or state ID card.

To obtain Protective Services checks (APS & CAN):

  • Select “I know my Fieldprint Code” and enter the following code:  FPHawaiiDOHAPS
  • If you do not select “I know my Fieldprint Code” you will select the reason “HI – Department of Health” and enter the above code. If you do step number 1 you will not need to do this step.
  • You are now ready to enter your demographic information and submit the name-based APS and CAN checks.

Background Check Results

Fieldprint will process the background check application and notify applicants by email when the results are ready to be viewed. Background check results will not be sent by email.

Applicants will log on to their Fieldprint account to view the results and will see either a Green Light or Red Light determination.

Green Light: a green light determination means that the applicant has cleared the background check process and may be employed as or to provide direct service to clients.  Save this information for your records and print the screen (click on print symbol), or provide the information to your employer as appropriate.

Red Light: a red light determination means that the applicant has a conviction or confirmation of abuse and is not allowed to be employed as or to provide direct service to clients unless an exemption is granted.  Save this information for your records and print the screen.

Applicants with red light determinations will be guided to another screen where the date and type of conviction or date and type of confirmation of abuse will be shown.  Save this information for your records and print the screen.

Appeal Rights

If the applicant’s criminal history record or protective services central registry indicates a red light determination, the applicant may apply for an exemption.  Refer to the instructions on How to File for an Exemption. In addition, read the DOH Form 106E instructions, and complete and submit the Form 106E as directed on the form.  Follow the checklist and be sure to submit all required information.  Failure to submit all required information will delay the exemption determination process and may lead to a denial of the exemption application.

OHCA Forms Links