**PROVIDERS - PLEASE MAKE SURE YOU COMPLETE THE HIRING OR SEPARATING OF ALL YOUR FILES
Service letters are done during Separation or for Requests (see below).
For All Providers required to use the BCC, Service Letters MUST be done through the BCC. Do Not fax the Service Letters to requesting parties or to our office.
Companies not required to use the BCC you will continue to send them manually.
Please sign up for Facility Notifications in Account Settings Tab on the BCC. Please call our office or email us if you need assistance (email address below).
As of June 2018 the Criminal History Reports (fingerprints) are only valid for 6 months from the last fingerprint date located in the applicant profile bar below your tabs when you are in an applicant’s file.
The Background Check Center (BCC) was established through legislation passed in April of 2012. As a result, use of the BCC is required of all employers who provide long term care in licensed facilities and agencies within the state. The licensed facilities have the oversight of a Delaware Health and Social Service (DHSS) entity, the Division of Health Care Quality (DHCQ). At this time, a total of 374 providers have been identified to participate in the BCC. The providers are made up of: skilled nursing facilities (nursing homes); assisted living communities; ICFs/DD; group homes; neighborhood homes; family care homes; rest residential facilities; home health care agencies; hospice care agencies; and, care provided by agencies in the individual’s residence. In addition, employers who provide temporary staffing in the above settings, and educational programs that provide clinical experience in any of the above settings, are also required to use the BCC for screening all individuals placed in these settings. Given the large number of employers involved, three groups have been created to address the unique needs and mission of each.
As of June 2018 the Criminal History Reports (fingerprints) are valid for 6 months from the last fingerprint date.
As the Provider, to obtain an account with the BCC or for any other assistance please call (302) 421-7405 or email DHSS_DLTCRP_BCC@state.de.us
The BCC will act as the hub of a spoked wheel (as seen in our logo) drawing information from nine different data sources of background information. Employers will be able to access all of this information from one source, the BCC, when screening applicants for any type of position in the designated long term care settings. The nine data sources include the following:
1. Adult Abuse Registry
2. Certified Nursing Assistant Registry
3. Sex Offender Registry
4. Office of the Inspector General Registry
5. Child ProtectionRegistry
6. Division of Professional Regulation Registry
7. State and Federal Criminal background Checks
8. Drug Screening
9. Service Letters from prior employers
Before the BCC, employers accessed the above elements individually. This required a great deal of time, numerous paper reports, handling, and risk of exposing sensitive and personal information pertaining to applicants. It is expected that the BCC will greatly improve the process of screening job applicants and over time save money for employers. The BCC will also streamline the review process and reduce the amount of tracking of paper documents that currently exists.
The BCC has a feature known as the “Quick Background Check.” At the beginning of the screening process, and before any cost is incurred, the employer can access public registries 1 through 4 above to determine if any disqualifiers are on record which may influence the decision to hire.
A unique aspect of the BCC is the “Rap-back” process. The Rap-back will alert investigative staff of arrest and potential disqualifiers of employees in the BCC system going forward. In order for the Rap-back to include those “Grandfathered” employees hired prior to the original statute (July 1, 2001 for Home Care, March 31, 1999 for all other providers), they will be fingerprinted to obtain the SBI number. However, no criminal background check will be completed.
Use of the BCC is mandatory as of March/April 2013. After September 30, 2013, there will be a user fee for employers using the system. Funds received will cover the ongoing upkeep and maintenance of the system.
Any non-state agency whose employees are required to receive criminal background checks pursuant to 16 Del. C. § 1141 and § 1145, shall provide to the Department of Health and Social Services quarterly reports including a list of all employees hired over the preceding quarter for the purposes of verification. The Department of Health and Social Services shall review those lists to ensure compliance with 16 Del. C. § 1141 and § 1145.
The reports shall be submitted to the Division of Health Care Quality within 30 days of the end of the preceding quarter. Please submit reports to the Background Check Center at DHSS_DLTCRP_BCC@delaware.gov.
You may contact the BCC by phone (302)421-7405 or email
SERVICE LETTERS ARE TO BE COMPLETED DURING SEPARATION OR WHEN THERE IS A REQUEST FOR A SERVICE LETTER.
PLEASE MAKE SURE YOU ARE SIGNED UP TO RECEIVE NOTIFICATIONS EMAILS. Contact our office at Dhss_dltcrp_bcc@delaware.govif you need the BCC NOTIFICATION EMAIL instructions attachment.
During the SEPARATION process the BCC system will prompt you to complete a service letter. Once separation is completed nothing else is needed.
If you get a request you will:
Go to Dashboard, you will see another set of tabs just below the dashboard tabs. Find the Service Letter Request tab and click on it. Locate the applicants name (do not click the name). To the right of the name will be Add, View or Edit.
Add- means there is no service letter completed for that applicant so you will need to complete and submit if a request is sent for that applicant. If the applicant is still employed with you then enter “still employed” then upon separation you can change that status.
View- There is already a completed service letter on the BCC which you can view.
Edit- if you need to change what is on the letter you will have to email us with the below applicant information (we are currently working to have providers be able to make a one-time change).
If you need to change a service letter please send the below information to:
Applicant ID (starts with 2A)
What the service letter says now and what it needs to be changed to.