Clearinghouse Migration

CLEARINGHOUSE  The Agency for Healthcare Administration (AHCA) regulates 40 different types of health care providers (hospitals, nursing homes, assisted living facilities, and home health agencies).  Due to the volume of provider screenings, AHCA was awarded a Federal Grant to develop and maintain a provider background screening database called the Care Provider Background Screening Clearinghouse or simply the “ Clearinghouse”.

CONCERNS  The Clearinghouse was initially designed to house AHCA provider screenings.  Growing concern over:  Federal laws prohibiting the sharing of criminal history information,  Applicants being fingerprinted multiple times and  Applicants paying multiple screening fees Prompted discussions that lead to the expansion of the Clearinghouse to include other state agencies.

DISCUSSION  For sharing to occur, the purpose for screening the applicant had to be the same  Employment is not considered the same purpose because the purpose of employment can be broad. (shoe salesman, pilot, pet groomer…)  A workgroup was formed to develop a common purpose (category) for screening applicants.  The term “vulnerable persons” was created (F.S ).  Legislation was passed to create the Clearinghouse (F.S ).

PURPOSE  State agencies that provide services to “vulnerable persons” can now share criminal history information (CHI) by participating in the Clearinghouse.  Sharing:  Eliminates the need for multiple fingerprint submissions and payment,  Allows provider applicants to work with more than one provider company or participating state agency.  Sharing does not eliminate the BSU’s review of the applicant’s criminal history. The applicant’s CHI still has to be reviewed and rated by the BSU prior to employment/volunteering. *For purposes of this presentation, provider refers to contract providers and grant recipients.

AGENCIES  The following State agencies currently participate in the Clearinghouse:  Agency for Health Care Administration (AHCA)  Department of Children & Family Services (DCF)  Department of Health (DOH)  Department of Elder Affairs (DOEA)  Department of Education-Vocational Rehabilitation (DOE-VR)  Agency for Persons with Disabilities (APD) Department of Juvenile Justice (DJJ) participation is scheduled for February 2016.

Changes  Elimination of Provider Fingerprint Cards  Screening Cost  Retention Fees  Longevity of Screenings  Photo Requirement

Eliminate Fingerprint Cards  BSU will no longer accept paper fingerprint cards or payment from providers.  Contract providers will be fingerprinted by local Livescan providers and  Fingerprints will be transmitted electronically to the FDLE & FBI.  Providers in the Tallahassee area can still be fingerprinted by the BSU.

COST  The following is a breakdown of the screening fees. These charges will be paid to the Livescan provider and will be required when the applicant is fingerprinted:  Florida Department of Law Enforcement (FDLE)- $8.00,  Federal Bureau of Investigations (FBI)- $16.50,  FDLE Retention fees for the first five (5) years; $  Any applicable Livescan provider fees. ( This fee is set by the Livescan provider and may vary. )  Screening cost will increase and is estimated at $55.00 and up.  Paying the retention fee on the front end and Livescan provider fees contribute to the increase in screening cost.

 Retention provides:  Notification of new Florida arrests,  Eliminate the need for fingerprinting when the applicant is rescreened.  FDLE charges $6 per year to retain an applicant’s fingerprints.  Currently, the BSU sends retention bills to the programs.  Applicants screened through the Clearinghouse will pay the $24 Retention fee when fingerprinted.  After the 5 th year, fingerprint retention fees must be paid again.  If an applicant’s fingerprint retention fee is not paid after the 5 th year, a new screening and payment will be required. RETENTION FEES

LONGEVITY  Criminal history information for applicants screened through the Clearinghouse will remain in the database for 5 years as long as:  The applicant/employee is actively employed with one of the participating agencies.  The applicant/employee does not have a lapse in service that exceeds 90 days.  The annual fingerprint retention fee has been paid. (5 th Year) If the applicant is not employed by a participating agency for more than 90 days, a new screening must be initiated and the FBI fee in the amount of $16.50 will be required.

PHOTOGRAPH  To share screening results with other participating agencies, a photograph of the applicant must be taken at the time the applicant is fingerprinted.  If the applicant is screened through the Clearinghouse and does not take a photograph at the time of fingerprinting, the CHI can only be used by the agency initiating the screening and cannot be shared with the other participating agencies.

OVERVIEW  Clearinghouse is a Provider screening database; provider participation is not optional.  New applicants and employees needing a 5-Year Rescreen will be processed through the Clearinghouse. (Providers only)  Retention fees must be paid when fingerprinting occurs.  Only Clearinghouse screenings with a photo will be shared.  Providers screened prior to Clearinghouse will be housed in DJJ’s screening database until a new screening is requested.  Provider screenings housed in the DJJ’s screening database will not be shared with the participating agencies.  DJJ state employees will not be screened through the Clearinghouse. This process will remain the same.

QUESTIONS? Contact the Background Screening Unit at: Phone: (850)