Nurses play a critical role in caring for vulnerable populations. Pre-employment background checks can help you make informed hiring decisions to build a nursing staff you trust, while maintaining patient safety, and mitigating organizational risk. However, it’s essential to create a nurse background check program that’s compliant at the local, state, and federal levels.
\n\n\n\n\nIn this article, we’ll explore why conducting nurse background checks is important, what shows up on one, how long it takes to complete, and what laws and regulations may be applicable for screening compliance.
\n\n\n\nNursing background checks help employers determine whether a candidate has the necessary skills and qualifications for a position within the healthcare field. It may include searching public records, databases, and other data to verify a candidate’s identity, past employment, education, and professional licenses. It may also show disciplinary action, debarments, drug use, and information about a criminal history, such as misdemeanor and felony convictions.
\n\n\n\nA nurse background check program may be used by licensing boards, nursing schools, and other healthcare organizations to screen candidates applying to work in hospitals, long-term care facilities, rehabilitation centers, physician’s offices, or as in-home caregivers.
\n\n\nA nurse background check can help employers maintain patient and employee safety, minimize liability, and protect an organization’s reputation by helping employers determine which candidates are best suited for open nursing positions. Employers may conduct pre-employment screenings to verify a candidate’s qualifications, skills, and educational background. They can also help you identify candidates who have disqualifying offenses, lack the appropriate licensing, or have received sanctions or other disciplinary action.
\n\n\n\nCharges that can stop you from being a nurse vary by state. Most state nursing boards conduct a criminal background check to review a candidate’s history before issuing a license, as do many healthcare organizations before hiring. So you may wonder, can you be a nurse with a felony, or can you be a nurse with a misdemeanor?
\n\n\n\nIt depends on the offense, the hiring organization’s background check policy, and the state. Common disqualifying offenses include convictions for violent crimes, sex offenses, drug offenses, fraud, theft, and patient, child, or elder abuse. In some states, certain offenses automatically disqualify candidates from being a nurse. For example, in Florida, kidnapping, murder, manslaughter, assault, sexual abuse, and other serious charges are considered disqualifying offenses.
\n\n\n\nIn other states, convictions require a review by the state nursing regulatory board. For example, in California, there are no automatic disqualifications. The California Board of Registered Nursing reviews criminal convictions on a case-by-case basis. However, sex offenses, violent crimes, failing to follow reporting requirements, and fraud may prevent a candidate from working as a nurse in the state.
\n\n\n\nOther records that may disqualify someone from a nursing job may include exclusions or sanctions, incomplete educational requirements, exam failures, license non-renewal, or failed drug tests.
\n\n\nThere are many necessary steps when screening candidates with nurse background checks, and it’s important that each complies with various federal, state, and local laws and regulations. Here’s an overview of federal and state laws that may apply based on the role and your screening program.
\n\n\n\nThe federal Fair Credit Reporting Act (FCRA) applies to employers that work with consumer reporting agencies (CRAs) to conduct background checks. Under the Act, employers must provide written notification of their intent to conduct a background check and receive written permission from the candidate to do so. You must also give candidates a standard Summary of Rights document and follow the adverse action process if you don’t move forward with an employment decision because of the results of a background check.
\n\n\n\nMany states have nursing background check laws that may impact how employers conduct screenings. Here are a few examples of state laws that may impact your background check process.
\n\n\n\nAre there states that don’t require background checks for nurses? Though all states require nursing license verification, currently Colorado, Wisconsin, New York, Vermont, Maine, and Hawaii do not require further background screenings at the state level. Please confirm with your state’s licensing board for the most up-to-date and applicable laws for your hiring location.
\n\n\n\nBecause of nurses’ critical role in protecting public health, nursing background check requirements are typically more extensive than other types of pre-employment screenings. What does a nursing background check include? A comprehensive nursing background check often includes employment, education, and professional license verification, criminal history searches, healthcare sanctions checks, and drug screening. Requirements may vary based on location, position, and the employer’s background check policy.
\n\n\n\nA common type of healthcare sanctions check is a FACIS® (Fraud and Abuse Control Information System) search. There are multiple FACIS® screening levels that search various primary sources and lists. All levels include a search of the Federal Office of Inspector General (OIG) List of Excluded Individuals and Entities (LEIE) and System for Award Management (SAM) database. Level 1 also includes additional federal sources, while a Level 2 background check for nursing also includes state-specific Medicare and Medicaid data. A Level 3 screening is the most comprehensive and includes the searches from Levels 1 and 2, plus state board disciplinary actions and state abuse registries. FACIS checks are often a standard screening for healthcare related roles, such as physicians, nurses, and administrative employees.
\n\n\n\nWhat shows up on a nursing background check depends on the searches you conduct. Comprehensive background checks for nurses generally include multiple screenings to help protect patient safety and maintain compliance and may include the following:
\n\n\n\nYour human resources team may choose to conduct nursing background checks in-house or work with a background check provider, like GoodHire. If you handle screenings internally, you must request candidate records from state agencies, courthouses, previous employers, and educational institutions. You may be able to use resources like the National Student Clearinghouse to verify a candidate’s education information or check the OIG’s sanctions database or SAM exclusion list to find out if they have any exclusions.
\n\n\n\nBut you’ll likely need to contact previous employers individually to verify employment history. To verify licensing information, you may be able to look up information online or contact your state’s nursing board.
\n\n\n\nYou can visit your local superior court to request a criminal history record for that specific county, or request a criminal search from your state bureau of investigation. However, county records will exclude criminal activity in other counties, and not all state departments contribute criminal record information to a centralized state database so you may find incomplete or outdated information.
\n\n\n\nThe easiest way to get a comprehensive nursing background check is to use a qualified screening provider, like GoodHire. GoodHire helps speed the process, allowing you to get fast, accurate background check results. Our customizable packages make it easy to create a screening program that adheres to nursing background check requirements without sacrificing time and effort so you can hire at scale.
\n\n\n\nHow far back a nursing background check goes depends on the screenings you conduct and whether you work with a screening provider. If you work with a CRA to conduct background checks for nurses, the federal FCRA limits the look-back period for certain types of information. Criminal arrests not resulting in a conviction, civil suits and judgments, paid tax liens, and accounts sent to collections can only be reported for seven years and bankruptcies can only be reported for ten years. Criminal convictions can be reported indefinitely. For positions with a salary of $75,000 or more, the seven-year limit doesn’t apply. How far back a background check goes may also depend on any fair chance hiring laws specific to the employer or candidate’s jurisdiction.
\n\n\n\nTurnaround times for a nursing background check vary depending on the scope of the search, the screenings you include, and the availability of records. Some records that are available online such as the national sex offender registry or national criminal databases may be returned within minutes. However, it can take a week or longer if you have to conduct manual searches or rely on other people, such as previous employers, to provide the necessary information.
\n\n\n\nWorking with a screening provider, like GoodHire, can help speed the background check process with automated workflows and built-in compliance features. CRAs often have access to databases that help speed turnaround times and dashboards that provide candidates with at-a-glance results and status updates, reducing the need for follow-up.
\n\n\nNursing background checks can help your healthcare organization protect your patients by helping you make informed hiring decisions. They can also help you maintain compliance with federal, state, and local laws and regulations pertaining to the healthcare industry.
\n\n\n\nGoodHire offers a suite of screening options to conduct comprehensive nursing background checks. We streamline and simplify the process with accurate, easy-to-read reports and monitoring alerts while supporting compliance with applicable laws and regulations. Get started today.
\n\n\n\nThe resources provided here are for educational purposes only and do not constitute legal advice. We advise you to consult your own counsel if you have legal questions related to your specific practices and compliance with applicable laws.
\n\t\t\tAs GoodHire’s managing editor, Sara Korolevich produces educational resources for employers on a variety of employment screening topics, including compliance and screening best practices, and writes about GoodHire’s company and product news. Sara’s experience stems from 20+ years working as a B2C and B2B PR and communications professional.
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