Some of the most important assets that a health care organization has are its employees, vendors, and volunteers. These assets, however, are only as valuable as their qualifications. One of the most important is the ability to pass background checks.
The Office of Inspector General (OIG), along with state and federal agencies, offers compliance guidelines for the health care industry to prevent fraud and keep patients and workers safe. Any compliance violations, like hiring an excluded individual, can result in large fines and penalties that can hurt an organization’s bottom line and, more importantly, its reputation.
Background Screening Implementation Team Members
By working with an employment screening provider, you can establish an effective employee background screening program that mitigates risks and improves the quality of individuals hired. To implement a background screening program successfully, you need a team of cross-functional individuals to serve as leaders from the start.
When starting an employee screening program, you’ll need the following teammates:
- Project Manager: The project manager is the central point of contact, acting as a liaison between the background screening service and the rest of the team members. This individual coordinates tasks and gathers resources to help ensure the successful implementation of the employee screening program.
- Executive Sponsor: The executive sponsor of an employee screening program owns the project. This individual makes sure that the resources needed are available. Additionally, he or she has the authority to ensure organization-wide adoption and use of the background screening system.
- Program Manager: The program manager oversees the hiring process and is the key decision maker in regards to implementing a background screening program. The person in this role gives final approval for all program decisions.
- Subject Matter Experts: Use various individuals with daily use employee screening expertise. Such individuals have knowledge about the risks that health care providers face with new employees or vendors. They’re also familiar with the different types of background checks, compliance standards and potential gaps in employee screens. These experts are invaluable during the process definition and testing phases of the program.
- Information Security Team Representative: From mitigating HIPPA violations to data security threats, an information security specialist helps an organization maintain compliance with the security requirements needed to ensure privacy and the safety of data.
- Legal or Compliance Team Representative: In addition to protecting patients and workers, it’s important to protect the rights of the individuals that the organization screens. A legal or compliance expert can help the team set up policies and procedures regarding the screening of new employees, volunteers and vendors, and future re-screenings. This individual is also familiar with organization-specific compliance issues that need attention.
- Coordinator: The coordinator is the individual who knows all the ins and outs of the new employee screening program. This person provides training about the program to the appropriate roles within the organization.
A good employee screening provider offers a dedicated team of experts who have experience in project management and change management. For larger screening program implementations, it is a good idea to have the provider work with an account manager who becomes part of the team until after the implementation of the program.
The role of a dedicated project manager is one that the screening partner should fill with an individual who has expertise in the background screening field. In addition to acting as a liaison between the screening provider and the health care organization, this individual ensures the accurate and timely delivery of the services provided.
Maintaining state and federal compliance with employee background screens is a proactive approach for health care organizations to ensure optimal customer service and care. To gain more insight on best practices regarding the implementation of a new employee screening program, download HireRight’s whitepaper on Optimizing Outcomes When Changing Health Care Employment Screening Providers here.