BACKGROUND SCREENING PROVIDER VIEW MANUAL

Transcription

1 DCF BACKGROUND SCREENING BACKGROUND SCREENING PROVIDER VIEW MANUAL USER GUIDE

2 INTRODUCTION The purpose of the Background Screening Provider View System is to provide caretaker providers with the ability to independently view and print the results for all screenings received within the last 90 days, including Public Record documentation for cleared and disqualified screenings. The objectives of this system are: Independent provider access to view and print all screening detail (results) and Public Records, received within the last 90 days, twenty-four (24) hours a day, seven (7) days a week. Quicker receipt of screening results by providers Provider ability to search for screening results for prospective employees screened by other providers Throughout the system, each web page will offer access to this User Guide, available in the upper right corner labeled User Guide. System Security The Background Screening Provider System utilizes the Florida Web Systems Portal to provide secure access to the system. The user role for providers is for View and Read only, with print capability for results. User Roles and Levels are established within the Web Portal Administration by the Department of Children and Families (DCF) staff. There are two defined user roles: DCF Background Screening (BGS) Staff, only, are authorized to add providers and reset password accounts for providers. (DCF BGS staff are not covered in this Manual. This guide is written from a provider s perspective.) Provider Viewer Page 2 of 15

3 Provider Viewer Role Provider Viewer Role is allowed to: 1. View and print screenings with different results, including: A. Cleared B. Contact DCF C. Disqualified D. Fingerprint Rejected E. Information Needed (from applicant) 2. Search for clearance letters for screenings completed by other caretaker providers. To search results across providers, an exact match with applicant identification information is required. The search process is explained below. 3. Search for cleared screening results for applicants whose screening results are no more than 90 days old. Note: If a screening result is more than 90 days old, the provider should contact the DCF Help line at to request screening results. How to Use the Background Screening Provider View This portion of the guide will walk you through each screen of the system. Figure 1 is the screen where you enter your User Name and Password in the fields underneath Login. Enter your User Name and Password Below are the password policy requirements: -Password must be characters in length -Must contain at least 1 letter -Must contain at least 1 number -Must contain at least 1 special character acceptable characters are: ~@#()++ { }! : :,.? -Password is case sensitive -Password expires after 90 days -Password history maintains the last 10 passwords used and may not be reused while in history -Three grace logins are allowed after a password expires -Password is locked after 3 grace logins are used and password is not changed -Password is locked after 3 failed password attempts at login and DCF Help line ( ) must be contacted for password reset Page 3 of 15

4 Select the < Login> button and the Florida Web Systems Portal screen (Figure 2) will appear. Figure 1 Page 4 of 15

5 Florida Web Systems Portal On the left side of the Florida Web System Portal (Figure 2), you will see the link to My Web Systems. Select the provider link to Background Screening. Figure 2 Page 5 of 15

6 When the Background Screening link is selected, a new screen will automatically appear. The new screen is titled My Provider Screenings. (Figure 3). My Provider Screenings (Figure 3) automatically displays a list of screening results processed for your facility/program within the last ninety (90) days. The list includes each applicant s Screening Date, screening Result status; Cleared (green); Contact DCF (white); Disqualified (red); Fingerprints Rejected (yellow) and Information Needed (orange); Name, Birth Date, last four digits of the applicant s Social Security Number, the unique Facility ID (OCA number) and provider review status: Received; Detail Viewed; Letter Viewed; and Completed. New Results Received will be listed first on the screening results. Figure 3 Page 6 of 15

7 Filter Screenings By: (Figure 4) A provider can filter (sort) screening results by Last Name, First Name, Social Security Number and Date of Birth. Results can be filtered for the following results: Cleared; Contact DCF; Disqualified; Fingerprints Rejected; and Information Needed (from applicant). Screening statuses can be filtered by provider results Received; Detail Viewed; Letter Viewed and Completed. Within the Applicant Screening Detail screen, a Status drop-down box appears below Screening Information. To the right of the drop-down box is a Change button that permits the provider to change the Received status to any one of the following statuses: Detail Viewed; Letter Viewed; and Completed. Figure 4 Page 7 of 15

8 When you view Applicant Screening Detail, the status will automatically change to Detail Viewed for all results. When you View Clearance Letter, View Disqualification Letter, View Information Needed Letter or View Fingerprints Rejected Letter, the status will automatically change to Letter Viewed. There is NO letter for the results message to Contact DCF. Manual status change You may change the status by selecting a different status and clicking on the Change button. When you View a letter, you are ready to print the clearance letter from your computer. Follow your normal printing options for your computer to send the letter to your printer. Letter examples follow: Page 8 of 15

9 Example of the Clearance Letter Page 9 of 15

10 Example of Disqualification Letter Page 10 of 15

11 Example of Information Needed Letter Page 11 of 15

12 Example of Fingerprints Rejected Letter Page 12 of 15

13 Example of the Florida Public Record Page 13 of 15

14 The Background Screening Provider Search permits the provider to search for individual screening results for a prospective employee who has been screened by another provider within the past 90 days. The required search link to find an individual applicant screened by another provider, is located in the upper portion of the screen. It is the second tab from the left. The tab is identified Provider Search. Hover over the Provider Search tab and the Background Screening Provider Search screen will immediately appear. Page 14 of 15

15 To search screening results for an individual applicant from the Background Screening Provider Search screen, you must enter each of the following four (4) identifiers for the individual applicant search: 1. *First name of the screened applicant you are searching 2. Last Name of the screened applicant you are searching 3. Date of Birth- the complete date of birth (mm/dd/ccyy) of screened applicant 4. Social Security Number WITH NO DASHES *Enter the name information exactly as it was used when the applicant was fingerprinted. Be especially careful with hyphenated names to ensure you enter the complete name. When all 4 applicant identifiers are entered, click on the Search button. Now you are ready to view an applicant s screening results. Click on the applicant s name highlighted in blue. Automatically, the Applicant Screening Detail screen will appear. This screen displays the Person Information and Screening Information status. To print a status letter, click on the button identified View Clearance Letter, View Disqualification Letter, View Information Needed Letter, or View Fingerprints Rejected Letter. There is NO letter for the results message to Contact DCF. The status letter will appear for the applicant screened by another provider. You are now ready to print the status letter from your computer. Follow your normal printing options for your computer to send the letter to your printer. Next, click the upper right hand corner to close the status letter, which will return you to the Applicant Screening Detail screen. Click on the Return button to return to the Background Screening Provider Search screen. From the Provider Search screen you may return to My Screenings, which is located in the upper portion of the screen, first tab from the left. This will return you to your facility s screened applicants. Page 15 of 15