Training Recap for Georgia's Health Community

Idemia/GAPS and GCHEXS Training January 31, 2025

Estimated read time: 1:20

Summary

The Georgia Department of Community Health hosted a comprehensive virtual training on January 31, 2025, focusing on updates and changes within the Idemia/GAPS and GCHEXS systems. The session was led by Marina Fox and Saka Johnson from the Background Investigation Unit. Participants learned about new features and functionalities in GCHEXS, the transition to Idemia from Field Print, and procedural reforms for long-term care facilities. Key aspects included understanding the agency management portal, handling applicant fingerprinting, and the importance of maintaining employment verifications.

Highlights

Idemia has officially replaced Field Print as the designated fingerprinting vendor. 🙌
Applicants can take up to 90 days to complete fingerprinting; however, compliance to facility hiring procedures remains critical at 30 days. 🕒
New updates provide enhanced access to satisfactory letters and employee status on rosters. 📋
Providers can opt to cover fingerprinting costs using the Idemia Agency Management Portal and a UU ID is required for billing. 💳
Employment verification must occur every 30 days to maintain applicant records in wrap-back. 📆

Key Takeaways

GCHEXS updates are enhancing workflow efficiency with new functionalities! 🖥️
Idemia replaces Field Print as the fingerprinting service provider – keep up to date! 🔄
Applicants have 90 days to complete fingerprinting, but facilities have 30 days to comply with hiring standards. ⏳
Provider-initiated and applicant-initiated processes allow flexibility in handling applications. ⚙️
Embrace the new system changes for a streamlined operation in long-term care management! 🏥

Overview

The Georgian health community has taken a significant step forward in modernizing how background checks are processed, with the introduction of Idemia as their new fingerprinting vendor. This change mandates a new way of handling application submissions and applicant training using both provider-initiated and applicant-initiated processes. The webinar meticulously guided participants through these changes, promising a smoother workflow.

Underpinning this move is the requirement that all entities set up an Idemia agency account, especially if they plan to cover the cost of applicant fingerprinting directly. By registering, a unique billing ID is generated, crucial for managing financial transactions associated with applicant processing. The training also covered the streamlined procedure that applicants and providers will undertake during the fingerprinting process.

The training emphasized the importance of timely employment verifications. Providers must ensure these verifications are carried out every 30 days to maintain compliance and seamless record-keeping within the new system. As the session concluded, participants were encouraged to review the help documents and utilize the new tools available to improve their long-term care facility management practices.

Chapters

00:00 - 03:00: Introduction This chapter serves as an introduction, setting the stage for the subsequent content. It provides an overview of the main themes and objectives that will be explored in the book. The purpose of this chapter is to acquaint the reader with the topics that will be discussed and to provide a foundation for understanding the more detailed information that will be presented in later chapters.
03:00 - 07:00: Training Overview The chapter titled 'Training Overview' starts with a greeting 'good morning'. Further content of the chapter is not specified.
07:00 - 10:00: Gchecks Updates and Enhancements The chapter 'Gchecks Updates and Enhancements' begins with the speaker confirming visibility and audibility, marking the start of the training session at 11:00 AM.
10:00 - 13:00: Provider Information Page The chapter provides a transcript of a meeting or seminar where Marina Fox, the manager of the background Investigation Unit, introduces herself. She mentions that Saka Johnson, the supervisor for the same unit, is also present. Additionally, a legal team from OIG is noted to be part of the session. The speaker checks the audio and visual setup by asking attendees to confirm if they can hear and see clearly through chat responses.
13:00 - 16:00: Employee Roster and Determination Available Page This chapter covers the process of handling a presentation on the topic of the Employee Roster and Determination Available Page. During the presentation, the speakers include personnel from the Office of the Inspector General and possibly other staff members. They have arranged the presentation to incorporate segments during which they will pause to answer questions related to the sections just covered. This approach allows for interaction and clarity on specific topics as the presentation progresses. At the conclusion of the presentation, the floor will be opened for participants to ask any remaining questions, ensuring all concerns are addressed.
16:00 - 19:00: Gchecks Login Issues and Help Section The chapter discusses various updates related to G checks, including provider-initiated applications and the Idemia agency management portal. It also explains new applicant-initiated applications and outlines the updated process for scheduling fingerprint appointments.
19:00 - 20:00: Field Printing Issues and Applicant Notification The chapter titled 'Field Printing Issues and Applicant Notification' outlines important information pertaining to long-term care facilities in Georgia. The key focus is on shaping a healthier future for the state by improving access to care and ensuring the quality of services provided. This training is specifically directed at various types of long-term care establishments, including adult daycare centers, assisted living facilities, home health services, hospices, Intermediate Care Homes, nursing homes, Personal Care Homes, private home care services, and staffing agencies that support these facilities. The emphasis is on enhancing service delivery within these institutions to better serve and strengthen Georgia's communities.
20:00 - 22:00: Introduction to Idemia Agency Management Portal The chapter begins with a brief overview of updates and enhancements made to the GS system. It highlights new functionalities, particularly focusing on changes to the 'my provider' screen and alterations in issuing satisfactory letters. Additionally, modifications have been implemented on how the employee roster influences the business flow. The chapter concludes by mentioning the introduction of an applicant instruction feature.
22:00 - 25:00: Setting Up Idemia Accounts The chapter focuses on setting up Idemia accounts, guiding users through the process within the GCKS (General Contractor Knowledge System). It starts by highlighting key points about handling applicant-initiated applications. The homepage of GCKS includes a section listing accessible facilities, found under the provider section. Each facility name is a hyperlink, enabling users to update their contact details. This structure ensures users can efficiently manage their facility-related information.
25:00 - 30:00: Applicant Disclosure and Notification Process The chapter titled 'Applicant Disclosure and Notification Process' discusses the importance of maintaining accurate contact information for a facility. This includes details such as address, point of contact, and phone number, which are used for official communications. The chapter highlights updates made to the provider screen interface, where new fields have been added to enhance the information management system. This allows for better tracking and communication with facilities.
30:00 - 34:00: Provider Initiated Applications The chapter titled 'Provider Initiated Applications' discusses an important addition to a field related to the 'emia uuid billing number'. It emphasizes the significance of this field in the application process, indicating that the unique billing number must be copied and pasted into this section. The chapter also notes that further guidance on obtaining this billing number will be provided in the subsequent section. The importance of accurately entering this information is stressed throughout.
34:00 - 43:00: Applicant Initiated Applications The chapter titled 'Applicant Initiated Applications' discusses the setup of a user account and explains the 'determination available page,' a temporary landing page for providers. It serves as a place for new hire determinations, where applicants frequently reside to receive updates on their application status.
43:00 - 53:00: Idemia Fingerprint Scheduling Process The chapter titled 'Idemia Fingerprint Scheduling Process' discusses the steps involved once a hiring determination is made. It emphasizes the need to take decisive action after a decision is reached. If the decision is to hire, the 'hire' button should be clicked to add the individual to the employee roster. If not hiring, the alternative is to click 'close without hiring'. The chapter stresses that no decision should be left pending on this page, as it should only contain new hires who are in a pending status awaiting a hiring decision.
53:00 - 57:00: Fingerprint Clarifications and Questions In "Fingerprint Clarifications and Questions," the chapter discusses upcoming enhancements, particularly the introduction of a time limit. This limit will require individuals to act within a set number of days, potentially 10 or 30, or face closure of their determination, losing access to information. This change aims to prompt users to assess their determination status promptly, ensuring they take necessary actions before having to start over with a new application.
57:00 - 61:00: Processing Times and Determinations The chapter discusses the importance of maintaining and regularly updating an employee roster, especially in light of upcoming surveys. It emphasizes that as of January 1, all employees should be listed on the roster. Surveyors will request to see this roster on site to verify the determination status of employees. There's a focus on ensuring any necessary movements of employees onto this list are made to meet compliance requirements.
61:00 - 65:00: Appeals and Employment Verification The chapter titled 'Appeals and Employment Verification' discusses the interactions between providers and surveyors pertaining to employment verification in facilities. It mentions that providers have started reaching out for assistance as they're facing challenges like missing personnel on their rosters. The chapter emphasizes the importance for facilities to be prepared for surveyors' visits, highlighting that surveyors will check for more than just the initial satisfactory letter, which is also available on the employee roster. This preparation is crucial for compliance and smooth operation during the surveyor's evaluation process.
65:00 - 68:30: Contact Information and Closing Remarks The chapter titled 'Contact Information and Closing Remarks' discusses the importance of maintaining a current determination status for employees. If a 'wraback' notification is received that invalidates a previously satisfactory determination, the roster must be updated to reflect that the employee is no longer satisfactory. It's emphasized that employees need to maintain a satisfactory status not just at the time of hiring but continuously, and a reminder is given about keeping the roster updated.

Idemia/GAPS and GCHEXS Training January 31, 2025 Transcription

00:00 - 00:30 e e
00:30 - 01:00 good morning
01:00 - 01:30 everyone hopefully everyone can see my screen and hear my voice okay it is 11:00 a so the training begins now um
01:30 - 02:00 if you can hear and see um loud and clear just type yes in the chat and that way I know perfect okay perfect good morning my name is Marina Fox and I am the manager of the background Investigation Unit also um in the comment section you will see Saka Johnson she is the supervisor for the background investigation unit we also have oig legal with us I believe um and
02:00 - 02:30 we may have some other oig Personnel um as well so we will be happy to answer any questions that you have the way that we'll do this is as we move through the presentation we will periodically stop and take a few questions and answer those questions um in regards to the section that we just covered and then at the end of the presentation we will open up the floor and we will give you an opportunity to ask any remaining questions that you may have okay so
02:30 - 03:00 without any further Ado let's go ahead and get started so today we are going to cover some G checks updates we will talk about provider initiated applications we will go over the idemia agency management portal we will cover the new applicant initiated applications as well as the new process for scheduling a fingerprint appointment and then we we'll finish up
03:00 - 03:30 with some uh g- cheex information that you need to know okay our purpose is shaping the future of a healthy Georgia by improving access and ensuring quality to strengthen the communities we serve this training is specifically for long-term care facilities such as adult daycare assisted living home health hospice Intermediate Care Homes nursing homes Personal Care Homes private home care or the staffing agencies that staff these facility types
03:30 - 04:00 we'll start off with some g- checks updates there are some enhancements and functionality uh that has taken place throughout GS such as the my provider screen uh we have had some changes to the satisfactory letters and um some changes on how the employee roster impacts the business flow um also we have have added an applicant instruction
04:00 - 04:30 form for those applicant initiated applications that we're going to learn about today so those are just some some things that I want to highlight right from the beginning so at the bottom of the homepage when you log into gcks you're going to see an area that lists all of the facilities that you have access to okay it's under the provider section each facility name is a hyperlink and if you click that hyperlink that is where you can up at all of your contact
04:30 - 05:00 information and this is the contact information that we use that's on your letters so you can update the address uh the point of contact phone number any of that information pertaining to the uh facility contact information what I want you to note is that when you look um in the provider screen once you click on the facility name you and you look in the my provider screen we have added some new Fields excuse me we have added some new fields
05:00 - 05:30 that you need to know about this is going to be one of the most important fields that has been added okay it is the field for your emia uuid billing number we are going to go over that um in the next section I'm going to show you how you can get one of those billing numbers but what I want to highlight about this section here is this is where you're going to copy and paste that billing number to okay so it's very important important that you
05:30 - 06:00 do that once you set up your account okay the next thing that we need you all to uh be aware of is the determination available page uh a lot of providers have uh applicants that are kind of living on this page this is a temporary landing page okay this page is here so that you can get the the new determination for your new hire and then
06:00 - 06:30 once you get that determination you need to take an action okay you need to click either the higher button to add them to your employee roster or if you are choosing not to hire them then you need to click close without hiring but no one should be living on this page here anyone on this page here should be a new hire that you're still that's still in that that pending status that you haven't made a hiring decision on okay what I need you to be aware of is um in
06:30 - 07:00 our next round of enhancements we will set a clock on the ones that live on that are on this page and if you have not taken an action by the time um you know whatever that clock is that we set I'm not sure if it's going to be 10 days I'm not sure if it's going to be 30 days but if you haven't taken an action we will close this determination down and you will no longer have access to that information you will have to enter a new application and start from the beginning so right now we're making this information known to everyone to give you all an opportunity to go in and assess the state of your determination
07:00 - 07:30 available page and move anyone from this page to your roster that needs to be moved to your roster okay so let's talk about your employee roster all of your employees should show up on your employee roster as of January 1 the surveyors that are coming around they are asking for you to pull up this roster while they are on site so that they can see all of your employees and their determination status okay so um I know
07:30 - 08:00 that it's already started because I've had several providers Reach Out wanting to know you know they can't get there they can't um Locate their people some people are missing from their roster and you know they want help while the surveyor is there so we are giving you the heads up to know that when they come into your facility this is what they're going to look for they are not just going to look for um the initial satisfactory letter although it is available on the employee roster um they
08:00 - 08:30 are going to look for the current determination status and the reason that's important is because if we have received a wraback notification that invalidated that satisfactory determination your roster is going to be updated to show that your employee is no longer satisfactory okay so it's not just enough that they were satisfactory at the time that you hired them they need to be satisfactory today as well okay so again giving you all a heads up that um this roster needs to
08:30 - 09:00 show all of your employees okay the next thing that you may have noticed already is that there is a landing page when you click on the g- checks link a lot of people have been having issues logging in um especially if they're trying to use old bookmarks um or even an old link that was stored somewhere um and it may be in the cookies and the cash from your computer
09:00 - 09:30 the old link is stored um so if you're having issues logging in this is the correct gex address it's the same as what you have um you were probably red redirected to this landing page when you tried to log into to gex initially um but I wanted to post the URL here just in case you are one of the ones having any issues logging in um you know we can reset your password and all of that for you but I just want everyone to take a look at your URL and make sure
09:30 - 10:00 that you're in the right place okay yours will probably even say uh forward SL providers um because that will be the direct link for you all okay so I'm gonna stop here and look at a few uh questions in the in the chat to see if we have any that haven't been answered um are State licensed Personnel excluded from G
10:00 - 10:30 if you log into gcks and go to the help section we have a document which lists all of the exempt positions and those exempt positions are excluded from G checks um when I go to the provider page it does not give me the option to add my billing info to receive a uu ID okay you don't receive a uuid from from G checks um that's done in idemia
10:30 - 11:00 I'm going to back up so that you can see that URL again how to print satisfactory letters for both homes you need to add an application each each place should have an application okay you shouldn't be asked to have the applicant fingerprinted again because it should just uh connect to the previous application um unless for some reason that individual is no longer in rback well we get a notice if someone is
11:00 - 11:30 no longer satisfactory yes you will you will get a notification from GS that there is a revised Fitness determination and then that is going to be your clue um that something has changed um what happens to our staff that didn't get access to idemia when they had access to G checks I'm not sure I understand that question access to idemia and access to gcks are separate
11:30 - 12:00 should we go ahead and hire those candidates that may be required to or whom decided to complete their appeal process you cannot hire an unsatisfactory individual so you'll have to wait until they have concluded that appeal process and then if they are um found to be eligible and we issue a satisfactory then you can add them to your roster when we update employment status and G checks if the employee is no longer satisfactory would it generate
12:00 - 12:30 back to us correct um you will get a notification if someone is uh no longer satisfactory and like I said you can't have um you can't add an unsatisfactory person to your roster if they were sat if they were satisfactory on your roster and then they become unsatisfactory then you will see satisfactory no longer valid um okay I see questions asking about idemia and feel print and we haven't gotten to that section yet so I'm going
12:30 - 13:00 to go ahead and proceed all right let's move to the next section okay so the next section is the idemia agency management portal many of you have received credentials to um an idemia account whether it's a car's account or a ue2 account you received credentials and if you did that's great um hopefully you were able to get logged in um if not
13:00 - 13:30 then um I'm going to give you some contact information at the end and then you will be able to reach out to the appropriate party to assist you remember logging into idemia is not something that we can assist with here at DCH they are a separate entity from us you'll have to reach out to them for assistance okay also idemia and fieldprint are completely separate just because you had something in fieldprint does not mean you have something in idemia just because you were a print site for a field print does not mean you are a
13:30 - 14:00 print site for idemia they are not connected in any way one is replacing the other okay um so I just want to answer that right from the beginning okay so who needs an agency management portal or an AM if you if you were one of the ones that already received credentials your email said that you had credentials for a ue2 account this is your ue2 account it's actually an agency management portal if you receive credentials for a
14:00 - 14:30 car's account unfortunately um you're not going to be using car's accounts so you actually won't need those credentials excuse me you won't need those credentials you will need the credentials for the ue2 account only you only need to set up this agency management portal if you're going to cover the cost of fingerprinting for your applicants one or all if you're going to cover the cost of fingerprinting you need an agency
14:30 - 15:00 management portal if your applicants pay for themselves for fingerprinting you do not need to worry about an idemia account in any way shape or form okay it's very simple your applicant will get an email they'll schedule their appointment they'll be asked to input their credit card information and they'll be done this following section is only for those that are going to cover the cost of fingerprinting for their applicants okay so now we know who needs an account
15:00 - 15:30 and who doesn't so many people have already been on this web page here okay and they've they've reached out and they've asked us about service codes we don't use service codes if you ever found yourself on this page what you need to do is look at the link at the top and select four agencies okay you are going to come to this screen here if you have the credentials for the ue2 account this is where you're going to enter them and that is the web
15:30 - 16:00 address there at the bottom if you don't have credentials if you've never had a gap or a GAC number then you are going to email emia here and ask to be set up as a new agency okay idemia will set you up as a new agency and then gcic will put in a ticket for your credentials and I'm going to give you all of that contact information at the end but for those of you who have the credentials who've already set up your
16:00 - 16:30 account this is where you're going to log in the first thing that you're going to notice when you log in is that you have to um have an MFA the site requires an M an MFA excuse me or multiactor authentication okay if you're not sure what that is um there is a document in The gex Help section that extensively covers the
16:30 - 17:00 MFA okay I use uh octav verify okta octav verify it's available in your app store it is free you can download it um you're going to take a when you log in you're going to see a QR code you'll take a picture of that QR code within that octav verify in that uh MFA you're going to take a picture of the code um the QR code it's going to give you a digital code you're going to enter that code
17:00 - 17:30 here and then it's going to let you through to the next screen another one that's free is Google Authenticator and I believe Microsoft has one as well but you do have to download one from your app store okay so once you get past and don't forget the help document is in the gex help section once you get past the MFA you are going to see this screen which is the agency management portal screen when you initially log in it gives a message like uh you are not authorized to approve
17:30 - 18:00 applicants which is fine because you're not there to approve applicants you're there just to set up your billing account so um you're going to look for the little Bank on the leftand side for account billing and it's going to bring you to this screen okay so all idemia accounts are credit card backed they do not invoice if you do not have a credit card to use to pay for the the uh background checks
18:00 - 18:30 and you cannot set up a billing account okay everything is credit card back no invoice billing so what you're going to do is you're going to click on the update method button and then you're going to enter your credit card information the payment processor will charge your card one cents 8 cents um some small amount to verify that it is a valid card and then you're going to save that information and go back
18:30 - 19:00 once you do that you will then see your U account uu ID number remember that account uu ID number was what you're going to go back to gex and put in on the My Provider screen okay so you will then after you've saved your credit card you will see your sample your account number there your uu ID number um and then someone asked about receipts as well this is what they have in the way of
19:00 - 19:30 receipts all your billing history will be here and it is downloadable okay so you put all that information in and it's going to give you the uu ID number if you ever need to update the credit card you're going to come back here and do the same thing put in the credit card information the new credit card information and check to see if your uu ID number changed we're not sure if it's going to change or not if it does then you need to update it in Gs okay so once you have your uu ID number you're going back to G G checks to my provider you're going to put it in the
19:30 - 20:00 box that says U ID number if the first time you log in and you go to uh this field and the title is there but the box is missing log out and log back in I think there's some kind of bug or something with that but everyone that I've told to log out and log back in all of a sudden sees the box so um just note that you want to copy and paste the code exactly because if it is not exact then
20:00 - 20:30 um the credit card screen will display for your applicant and I'm going to walk you through and show you what that looks like um but most importantly you will not have you will not have the option to pay for the applicant throughout this application process right so there is a box that is going to appear on the screen whenever you have a uu ID number stored you will not get that box if you you know typed in this code incorrectly
20:30 - 21:00 I don't even know if uh gex will let you save it if the code is not correct because it is going to validate at that moment with idemia okay so it's very important that you copy and paste exactly okay um let's see how do employees register for fingerprinting if they are paying for themselves we we will get to that do we need separate idemia accounts billing accounts for different state agents
21:00 - 21:30 um if you're using dbhdd and DCH honestly I don't know um I only know the DCH workflow I think you should be able to use one uuid in both places um but I'm not exactly sure about that to be honest can you share the URL for idemia for the account it's actually on the gex homepage we've put it there so you um have easy access to it let's
21:30 - 22:00 see the link is blocked by your popup for idemia can you reshow the link I'm not sure what pop up but the link is posted on the G Che homepage um can we disable the two Factor authentication no you cannot um I'm getting an error message when trying to register my sister branch in Savannah was able to register um you may need to contact idemia I'm not
22:00 - 22:30 sure what the error message is but I'll give you some contact information at the end um okay someone said the field was not there log back out and log back in and see if you see it can you please repeat where to go for exemptions G checks help section there's a lot of great information in the G checks help section um someone has Mark satisf Factory but she won her appeal and
22:30 - 23:00 received an email stating she was satisfactory however in G check she is still showing unsatisfactory okay if we're talking specifics you have to send me an email because I would have to take a look at it um but you may need to put in a new application in order for us to issue the satisfactory it just depends on whether or not she's still in wrap back how do we get the ID Mia uu ID number okay we just went over that move back down to the bottom um yes this presentation will be available
23:00 - 23:30 um sometime between this afternoon and February 3rd hopefully this afternoon where do we go for setting up a billing account with idemia okay that was the section we were just on the agency management portal I did just drop the link in the chat perfect I will give you my contact information at the end also okay I'm going to go ahead and move on okay provider initiated process the provider initiated process is exactly
23:30 - 24:00 what you do today okay um when you enter an application today you complete the applicant profile where you put in their name their eye color their hair color their weight all of that information that process doesn't change for you okay um it's still going to be the same there is the next page is where you put in the you select the provider and then you put in all the position information there is an update to that page the next page is going to be the verify identity page where you upload
24:00 - 24:30 the driver's license you're going to do that exactly the same way that you do today the applicant consent uh page where you normally upload the applicant consent form that page has been removed and we're going to talk about that there is a new page in its place called The identification and registry acknowledgement and we're going to go over that page as well next you complete the registry checks same process that you have always used to complete the registry checks and then you submit the application the
24:30 - 25:00 exact same way so very little has changed um but I do want to point out the the few things that have changed okay the pre-employment information so this is where if you have your uuid number stored in G checks when you get to this page and you select a facility this line here will pop up if you do not have a uuid number stored
25:00 - 25:30 you'll never see this okay so this option here is only available for those that have a uu ID number stored so a valid uu ID number stored so you'll put in all of this information and then you will check this box or not check this box depending on whether or not you want to pay for this individual or you don't okay the individual never sees um any regarding payment this is
25:30 - 26:00 where you're making that determination no more Field Print codes or anything like that we're not using those anymore you're making your determination right here and then G checks is sending your uuid number with your applicant's information to idemia okay okay now I told you that the consent form is gone away and it has um I'm going to show you what it's being replaced with but for now this page has
26:00 - 26:30 been added in its place so the only thing that you have to do on this page is read the statements and acknowledge the first one says that you check the ID on the previous page where you uploaded the driver's license the next one states that you know that you're you're responsible for checking the Registries that are coming on the next page like you always have and the third line is um you acknowledging that you know that these Registries do not belong to Department Community Health if your individual
26:30 - 27:00 shows up on the one of those Registries they need to contact that registry owner okay the name on that page is a link to the registry owner they need to contact that registry owner to get their name removed you cannot put an application in for someone who is on one of those Registries we cannot assist with removing them from the Registries we have no information as to why they're on there okay so we need everyone to understand that okay so once you've acknowledged those three things you're going to go to the registry page as you
27:00 - 27:30 always have and then you're going to hit submit so what's changed on the confirmation page the fingerprints must be received by date has been moved out to match idia system so instead of the applications closing at 30 days they close at 90 days that does not correlate to the hfrd 30-day grace period it has nothing to do with it this is just how long and it is before an idemia registration closes that's it okay so so it's 90 days so this will uh eliminate
27:30 - 28:00 people having to reach back out to us and ask us to reopen any applications because we cannot when we hit the 90day mark idemia will send this notification to the applicant letting them know that their registration is expired and if they have any pending um appointments the appointments have been canceled so the applicants have 90 days to get their fingerprints done okay the other thing that is shown on this page and this is what we are replacing that disclosure
28:00 - 28:30 with we are sending your applicant a link to the disclosure survey for them to complete the disclosure survey directly okay and I will show you what that looks like um for your applicants after you submit the application the applicants are going to get this email here okay so the email will state one of two things it will say your employer has elected to cover the cost associated with your fingerprint
28:30 - 29:00 submission so that means you check that box on that previous page or you will get a notification that um the notification they receive will state that they are responsible for payment okay so this email is going to let them know upfront who's covering the cost of payments we get a lot of applicants that reach out to us and they State well my employer is paying for my background check but the you know the system is asking me for the 50 some OD
29:00 - 29:30 dollars um we don't get involved with payment issues because we don't collect any payment so we always send them right back to you all this is going to alleviate that question okay they will know right from the beginning who's paying okay it tells them that they need to click um on this survey disclosure before they schedule their fingerprint appointment okay so once they click survey disclosure they're going to you see the application number right there in that email they going to enter the application number the last name and the
29:30 - 30:00 date of birth those three things once they enter that information this is the disclosure survey there are two um questions well not really questions they're two statements this one right here gives them their applicant privacy rights we're required by the FBI to present everyone with their applicant privacy rights prior to them being fingerprinted so not only is it here in this disclosure survey but it was also a attached to that email they just received so we make sure that they get
30:00 - 30:30 their privacy rights the next um disclosure is the acknowledgement that they have 90 days to get fingerprinted or their application's going to close the acknowledgement that their fingerprints will be enrolled in the wraback program and that we um continuously monitor their criminal history record information we want them to understand that all the information come comes from gcic and FBI it does not come from
30:30 - 31:00 Department of Community Health we do not uh generate criminal history record information we only receive the record okay but if anything in the record is inaccurate is incomplete um they have the ability to correct or challenge the accuracy of any criminal history record information okay so they're going to click uh yes that they understand that and then once they do the disclosure is
31:00 - 31:30 complete okay so um the next step for the applicant is next they are going to receive the email from idemia to schedule the fingerprint appointment okay so that is all that has changed in your workflow very simple just just a couple of things and hopefully you know it made some things a little bit easier um we should not give them the consent form anymore at all not unless you just want it for your records but it will not um be uploaded into
31:30 - 32:00 gex is this recording going to be available to go back and watch again we will have a recording that is available for you to go back and watch yes um the slides will be on available on either this afternoon or before February 3D but we will get a recording up also um let's see any more questions about the applications um someone did ask a question about the surveyors do they know that the applicants have that new 90-day
32:00 - 32:30 window they that again remember I said that that has nothing to do with the hfrd rules and regulations so the surveyors don't need to know that because you only have 30 days from the moment you let somebody uh begin employment to um the time that you have to remove them from employment if they haven't received their background check information that is still only 30 days 90 days is idemia system okay emia works with all individuals who have to be
32:30 - 33:00 fingerprinted in the state of Georgia okay so different state agencies different programs private businesses they don't have that 30-day window EMAs is 90 days so that 90 days only has to do with fingerprinting they still can only work in your facility for 30 days before you have completed um before you receive the results of that background check so if the the surveyors are going to be making sure that you haven't had anyone there longer than 30 days
33:00 - 33:30 um I missed wait I must have missed a part what is taking place of the consent form the disclosure survey we just showed which email do you use to request for login that comes at the end we will give you all the contact information um I see more questions about the previous pages so we're going to open up the floor towards the end for those questions um but I think everyone understands the what has changed to the
33:30 - 34:00 um provider initiated applications so let's talk about the applicant initiated applications this is a new function that is available to um any of your applicants if you don't like this functionality if you don't think it's a good fit for your workflow for your business you do not have to use it okay this is an ition um anybody who does think that
34:00 - 34:30 it's going to be useful I'm so happy I hope that this works well for you and alleviate some of that you know administrative work that you have to do with these applications it is your choice no one is mandated to use this applicant initiated process so for those of you that think that you might want to use it or are interested in it we're going to go over how that works now so when you log into gcks if you go to Applications and application forms you will be able to select the provider
34:30 - 35:00 and generate a form for that provider okay when you generate the form it's going to automatically generate the provider name and the provider code you can also see the provider code on that my provider page also where you're putting in your idemia billing number um but it will put it right here for the applicant okay because the applicant needs that information for the next part this applicant instruction form has a lot of great information even if you
35:00 - 35:30 opt to enter the applications yourself the amount of FAQs that are on this four-page document one page being the applicant privacy rights again um that are on this document will answer the majority of your applicants question so everything from is there a fingerprinting fee I saw somebody ask how much how much the background checks were they're $51.99 it answers everything from their fingerprinting fee
35:30 - 36:00 to what does it mean I got this letter what do I do next who do I reach out to where can I get this information how do I appeal how long will it take all of those are answered in this form so um this form should be available to you today I highly suggest you take a look at it and and use this as you see fit okay so the form instructs your applicant to go to the the um ABC portal which was also on that landing page you
36:00 - 36:30 saw when you when you logged into gcks it instructs them to go to that portal and then from that portal they're going to register as a new user okay they only have to do this part one time they're going to set up their account just like you set up an account on any website that you go on these days um so when they click register as a new user this is all the information that they have to enter okay they enter these few pieces of information and then they hit
36:30 - 37:00 register once they hit register we're asking them to confirm that they are the applicant that is going to be fingerprinted this ABC portal is only for applicants no provider should be using this portal okay so we're asking the person that is submitting this information to confirm that they are the applicant that's being fingerprinted that is very important so once they submit it They will receive a pop-up message that lets them know they're good to go check their
37:00 - 37:30 email for their temporary password their username is going to be their email address okay they'll get logged in they'll set up their security questions to help them remember in case they forget their password and then they're into the system now they're they're going to create an application the process looks very familiar because it's exactly what you do they're just doing it in a different section so they're going to click on create application they're going to enter that provider code from
37:30 - 38:00 that applicant instruction form okay and the provider name is going to appear here so that they can um ensure that they're applying for the right entity they have the right form okay so then they're going to enter in all the information you would normally enter they're going to enter in their first name hair color weight race height all of that information you normally enter they're going to do that for you here okay and then they're going to put in their email address text messaging will
38:00 - 38:30 be an option in the near future um and so we will update the their ability to select uh text messaging as their preferred form of communication when it is available next they're going to put in their position information much like you do on that same page they're going to upload a copy of their driver's license they can take a copy uh picture and upload a
38:30 - 39:00 copy they're going to enter their uh mailing address their physical address just like you do in Gs prior addresses or aliases okay and then they're going to certify that all the information that they have entered is true and accurate the next page is going to be the registry checks they are not conducting their own registry checks G checks is doing this on their behalf so it's only the ones that you typically
39:00 - 39:30 see as auto match okay so the auto match Registries are going to appear here and it's going to let them know if they were cleared by those autom match Registries if they're not cleared they can't move forward but they can click on the name of the registry and reach out to that registry owner to find out what they need to do to get their name removed from the registry okay then the same disclosure survey that we
39:30 - 40:00 sent out during the provider initiated application they're being presented with that in the ABC portal this disclosure as well as this disclosure where we give them their applicant privacy rights again once they uh complete the disclosures all that's left is for them to submit the application so they click finish and then they receive a notification that the application was sent to the provider for review it's
40:00 - 40:30 going to sit in not yet requested status okay so next an email is going to go out to you and the email is going to let you know that one of your applicants submitted an application in the ABC portal and um we need you to log in to review and complete that application so when you log into gex and you're not yet submitted you're going to see the pending applications there okay you're
40:30 - 41:00 just going to click on resume and then you are going to go through the workflow um as you normally would and you can verify the information on the applicant profile page um but it's already completed because the applicant completed it for you so they've already put in their name height weight all that stuff so you can review it or move on to the next page or I should say and move move on to the next page um this page
41:00 - 41:30 will be prepopulated with all the information that they selected you can review that as well if they chose the wrong position you can change that um but what they did not get the option to select was who was paying so again if this provider here has a u u ID number then this line is going to be here and you can opt to pay for that applicant or not pay for that applicant okay you're going to go through the exact same um well when you
41:30 - 42:00 get to the verify identity page they've already uploaded that they've already taken care of that for you you're going to come to the exact same page now remember this page is for you um so you will still acknowledge these um options here and then when you get to the registry page you're going to see that some of the Registries have already been completed because remember in the applicant workflow those autom match Registries were completed so the only thing that that you will have to complete is the couple of Registries
42:00 - 42:30 left that say manual search required okay we we don't want the applicants searching themselves on the registry so if it is a manual search then you will need to complete those last couple Registries and then you can submit the application okay same thing is going to happen an email is going to go out to your applicant letting them know if you're covering the cost or if they're responsible for the cost but notice there's no survey disclosure that's going out to them because they've
42:30 - 43:00 already completed it once they get this email right behind it is going to be another email from idemia maybe even in front of it will be an email from idemia so that they can schedule their fingerprint appointment and that is what we are going to go over next how to schedule a fingerprint appointment okay let's see um
43:00 - 43:30 um okay soina got that one is a state provider id number different than the yes it is um so are we entering all the info like now or is the applicant doing it if it's an applicant initiated application um the applicant is doing it how do I register my email it won't let me set an account I'm not sure where you're trying to register your email how do I verify an employee if date has
43:30 - 44:00 passed and there's no box to verify if you would send me an email I'm going to give you my contact information at the end and I can correct that for you um what if the provider has hired a new person to add new application information into the gex database how does the provider ensure that their new person is recognized in gex instead of the previously employed person whoever the gex admin is for your facility um that it that would be their responsibility they would um add the new
44:00 - 44:30 person and disable the old person or the previous person um does caregiver necessary to register on ABC portal I'm not sure if I understand the ABC portal is for the applicants um for your applicants working in your facilities um it is just an alternative method to getting the application entered Clarity is this the process when the employee is paying this is the process
44:30 - 45:00 for applicants regardless of who's paying that the only what determines who's paying is that one check box if you check the box you're paying if you don't check the box the applicant's paying that's it okay if the applicant had a passport and no driver's license what should I put in for an applic oh ke already got that one um all right so um let's move on to
45:00 - 45:30 fingerprinting so the application has been submitted either you submitted the application or your applicant started it and then um you ultimately ended up submitting it but either way the application has been submitted so your applicant receives one email from G and that email tells them to look out for the email from idemia this is the email from idemia they are going to get an email with a smart Link
45:30 - 46:00 in it and all that they have to do is click the link and it will take them exactly to where they need to be that's it they're not entering um any codes their ueid number which is like their new um transaction identifier will be in the email but they don't need to enter this anywhere um they also have some options to update their appointment once they make it uh but the only thing that they need to do initially when they receive this email is Click schedule appointment okay when they click
46:00 - 46:30 schedule an appointment that ueid number pre-populates that's why I said it's a smart link because it already knows how to attach this person in the idemia and G cheex World okay so all that they have to know is their date of birth and their last name if their date of birth was entered incorrectly or their last name was entered incorrectly you will need to correct that and then they can come back to this page and then um they will they
46:30 - 47:00 can proceed okay no more withdrawing the applications um I don't think we've had to do that since the jamalo days so you just need to correct the information and then they can move on from there okay so the first screen that they're going to come to they're going to put in their zip code and they're going to put in a radius okay I don't think that there's going to be anything closer than 25 miles there could be I guess depending on where they live but 25 miles should be about the average okay they are going to be given a list
47:00 - 47:30 of print site locations that are within that radius once they click on the name it will expand and it will drop down and they can select the date once they select the date they can select the time okay and then they're going to be asked to confirm that that's what they want that date and that time at that location they select that information they come to a scheduling confirmation page again this is the date the time and
47:30 - 48:00 the place that you want to set your fingerprint appointment to if it is great we move forward if it's not we can go back and we can correct that okay so let's say they this is where they want to be the next page if they if if they are paying for themselves they're going to select credit card and they're going to click pay and submit okay very simple there'll be nothing
48:00 - 48:30 here they're going to select credit card pay and submit they're going to pay the total and that's it if you have a uu ID number stored then there is going to be a number in this payment code this is a temporary um payment code or some idma calls it a coupon code um it's already placed here for them the applicant does not have to worry about putting anything in here hitting apply the only thing that they have to do is move forward if
48:30 - 49:00 they see a payment code there they're good to go that means you covered the cost and ID me a nose to build your uu ID number nothing for the applicant to enter if you have a uu ID number stored okay so they hit pay and submit and they move on to the next page if it was a credit card information um the applicant is paying with credit card they're going to be prompted to put in credit card information on the next page and click pay if you had that uuid
49:00 - 49:30 number stored they're not going to see the screen okay and then the next thing is the confirmation they're going to get a confirmation on the screen and then they are going to get a follow-up confirmation email from idemia with location date and time okay now for those of you who have out ofate applicants on the schedule appointment page there's an option to click for the
49:30 - 50:00 instructions for mailing in physical fingerprint cards so they're going to click there um they're going to receive the information here and they're going to continue to payment okay so they're going to pay and then once they pay it's going to give them all of the information that they need to submit with the cards including the um applicant form that needs to go with it so they're going to download this
50:00 - 50:30 form they're going to get fingerprint cards from their local law enforcement agency because idemia is not providing fingerprint packets so they're responsible for getting the fingerprint cards they're going to get the fingerprint cards they're going to get fingerprinted at the local law enforcement agency and then they're going to mail in those cards with that form to the address at the bottom of the form okay this is only for people who live outside of Georgia who cannot come to Georgia to be fingerprinted okay so now all of the fingerprints have
50:30 - 51:00 been submitted and then you are going to receive a notification that states that your applicant's fingerprints were taken one thing that I did want to mention is um if the applicant is paying for themselves or if the if anyone is paying with a credit card you are builded or you are charged at the time that you schedule your fingerprint appointment if you are a provider who
51:00 - 51:30 has a uu ID number the applicants are not build until uh the fingerprints are taken okay so when you see this notification then you know that your your uuid number was build if they don't show up for their fingerprint appointment you never get charged okay so that alleviates some of the the request for refunds because you're not charged until the transaction is complete and once the transaction is complete you're not eligible for refund okay so keep that in mind you
51:30 - 52:00 will get this notification from gex that your applicant has been fingerprinted if the fingerprints are rejected your applicant will get this notification from emia letting them know that they need to go get fingerprinted it has some information on here it tells them they can wait 90 days um or they have up until 90 days to avoid additional costs but there's no way that they should wait until 90 days I wouldn't I would not tell my applicant to wait any more than 30 days but to get
52:00 - 52:30 it done as soon as possible okay DCH doesn't have any fingerprint rejection information so idemia gives you the number to gbi gcic um just in case your applicant has any questions about uh why their fingerprints were rejected or what they need to do next gex will send you as the provider uh notification that your app prints were rejected the second time your applicants
52:30 - 53:00 fingerprints are rejected you will also get a notification but when you see this second reject notification you know it's time to encourage your applicant to um reach out to gcic okay because gcic can sometimes initiate a federal name search a name search from the FBI but they will not do it unless they have two fingerprint rejections within the within 30 days of one another okay and not from you know two months ago within within recent recently
53:00 - 53:30 uh because the fingerprint still need to be in the uh system so two fingerprint rejections within 30 days they may be able to initiate a name search form they may tell the applicant they have to go get fingerprinted a third time it's not going to cost anything additional um but if they feel they can get a better set of prints they might instruct the applicant to be fingerprinted again if it's just overall poor quality of
53:30 - 54:00 fingerprinting then they may initiate that name search but that is for um the applicant to work out with gcic or you on the applicant's behalf to work out with gcic okay so I want to make sure I give you good contact information for gcic when it comes to these fingerprint rejections so that information is on the screen right now as well as the um idemia custom customer service number I'm going to leave this here for
54:00 - 54:30 just a second I am also providing this information again at the end and I will leave it on the screen while I answer questions um so if you didn't get it just now don't worry you'll have another opportunity to in just a few minutes okay so before we we're at the end of that section before we answer questions this next section's really quick and then we're done um so we can open up the floor so that you all can answer your questions so you all can ask your questions okay processing times the
54:30 - 55:00 applications are open 90 days that has nothing to do with the hfrd requirements surveyor requirements for um the 30-day grace period this is just how long the applications will stay open before they close down and once they close down we cannot reopen them the applicant will have to start again okay um determinations how long does it take to get a satisfactory or unsatisfactory a lot of times and to to
55:00 - 55:30 be specific about 60% of the time we can issue you a determination within 24 to 48 hours okay that is great um we're we're we love when we can get the determinations out that fast but for 40% of the applications we receive they have to go into a queue for a criminal history specialist to review we have to lay eyes on that information and that cannot be done within 24 to 48 hours okay so if it goes into one of our
55:30 - 56:00 cues it takes us 10 to 15 business days before we're going to issue a determination so if your applicant was fingerprinted three days ago and you haven't received results that is not abnormal okay you don't need to be worried you don't have to send us an email ex if you don't have anything within um 10 to 15 business days that's when you might want to you know send us an email okay you can follow along with the
56:00 - 56:30 process in G checks right um You will see in there when the fingerprints were taken so that you know that um we have received the information you should see the fingerprint rejection information to know that well the fingerprints were taken but the prints were rejected that information is in G checks okay plus you got a notification um and then at the 10 to 15 day Mark if we are not able to make a determination and we need more information you will see a wait reason
56:30 - 57:00 and a wait reason date okay that weit reason tells you that we sent an email to your applicant when you see that you know that we have to allow that applicant 30 days to bring us any additional documentation that they may have so we will not be issuing a determination until around the 45 day mark it does not necessarily mean that the applicant is going to receive an satisfactory it means that we need more information and the applicant may have exactly what we need okay so these are
57:00 - 57:30 the um three determination time frames that we need everyone to keep in mind and like I said you'll know if it's going to be a 30 to 45 day waiting window when you see that weight reason go up and that weight reason date and you can count out um it w it should not go past 45 days um from that weight reason date but you can follow along with it in G checks okay if we do have to issue an
57:30 - 58:00 unsatisfactory we're going to send you an unsatisfactory letter we're going to send your applicant an unsatisfactory letter both of those letters have a link for the applicant to be able to appeal the applicant has 10 calendar days to request an appeal on day 11 that is no longer an option and we cannot extend that window the applicant has 10 days to click that link and provide us the information that we need to request an appeal
58:00 - 58:30 okay employment verification has to be done every 30 days okay this is how we know to keep your applicants in wrap back because we know that they're still employed and if they're still employed then the FBI says okay we'll continue to send you any criminal history record updates as long as they're employed we don't know if they're employed unless you tell us and this is how we do that so you have to complete your employment verifications every every 30 days your account will restrict at the
58:30 - 59:00 30-day Mark at the 31 day Mark okay complete your employment verifications the account will un unrestrict within 30 minutes okay it's on a cycle so depending on you know where you are in the cycle within 30 minutes it will unrestrict and give you full access again A lot of times providers will ask us can you tell me what my applicant did um or can you you know tell me what
59:00 - 59:30 information you need so I can help the applicant the answer to that question is always no we can never reveal or um provide any criminal history record information that has to do with an applicant what we can do is let you know what our disqualifiers are so if we see a specific arrest it is an automatic disqualifier unless your applicant has something that shows us that um what we're seeing on the criminal history is not so okay so
59:30 - 60:00 there's a list in The Help section and you can take a look at that list and you will see all of our disqualifiers so if we've issued an unsatisfactory it was because of something on that list as I said we give your applicants 30 days okay because sometimes it happens sometimes the information may not be correct so we give the applicant 30 days to reach out to whatever reporting agency get the corrected information give it back to us and then
60:00 - 60:30 we will update our determination okay um again 10 days to request an appeal that appeal information is in gcks if you look on your out of glance you will see criminal history appeals and how many of your applicants are currently in the appeals process you should also receive a notification when an appeal has started so if your applicant tells you why I appealed but you didn't get a notification and you don't see them on that criminal history appeals page an appeal was not
60:30 - 61:00 started there are two types of appeals there's the biu review um and this is basically a reconsideration okay so this means that even though we gave you 30 days to bring us back any information that um would help us in making a determination and you didn't do it after we issue the unsatisfactory if all of a sudden you find that paperwork we won't make you go through the full appeals process we will reconsider based on what you are
61:00 - 61:30 providing to us okay we have to you know validate that information if it's enough for us to change the unsatisfactory to a satisfactory we will do that without them having to go through the full appeals process okay the other type of appeal is the administrative review now this is the um more formal appeal this is done through the office of State Administrative Hearings okay this is initiated uh once they submit that appeal request form the oig legal group
61:30 - 62:00 will initiate an appeal with Osa they will uh communicate with your applicant Osa will communicate with your applicant to provide the hearing date time and location the information that um we have is in G checks okay so if it if we haven't received any information um then G checks cannot be updated okay
62:00 - 62:30 but the one thing that I want to say about the appeals is that the applicant always needs to initiate the appeal you as their employer cannot initiate the appeal on their behalf okay we do have some providers that do that and we have to turn and send that appeal back and now we've we've eaten up some of that 10day window so I don't want that to happen to your applicant make sure they're initiating their own appeals once oig legal gets the official um the official decision from
62:30 - 63:00 the court they will update it in g- checks your applicant may know when they left but that doesn't mean that we've received the official decision and gck will not be updated until we receive the official decision from the judge when G cheex is updated you can go to your out of glance you can click on that number of appeals that you have um there and you will see this information here you will see the appeal statuses change um
63:00 - 63:30 and be updated if the appeal was granted that means that the unsatisfactory is um or that unsatisfactory applicant has been found eligible to work in a facility by the judge if the status was denied then that means your applicant is still unsatisfactory okay and if the appeal status is expired your applicant didn't request an appeal okay so you'll see that expired right around that 11-day
63:30 - 64:00 Mark okay get ready to screenshot any information that you need because here is all of the contact information that you are going to need to um get into your or get into or set up your emia billing account if you have a gap or a GAC number you know that because you had a still print code so you probably already had a gap or GAC number um then and you
64:00 - 64:30 did not receive credentials you can email GA applicant and send them this information and they can request um that your credentials be resent to you okay if you are a new facility or you never had a Field Print code um because you never you know paid for your applicants but now you've decided you want want to for whatever reason you are going to need to request to be a new agency with
64:30 - 65:00 emia okay this is that same email address from earlier in the presentation these are for people that do not have a gap or a GAC number okay you're going to send your request to idemia if you have a gap or GAC number you're going to send your request to to gcic to gbi and if you got into your um am account but you need other people to be
65:00 - 65:30 able to get into that account you're going to send your request to this car's email address here okay and you're going to want to make sure you include all of this information the car's user group is none and the am user group is billing coupon along with your Gap GAC number the point of contact and the email address okay okay this is how you get your account set up so for everyone that
65:30 - 66:00 was in the comments asking how do I set up my account this is what you're going to do okay hopefully you've had a chance to screenshot that um this next page if you had an issue with your MFA and you need a QR code or you need to have your um um MFA reset you're going to email that email
66:00 - 66:30 address right there okay if you got credentials to your am account um but they're expired because you got them and you didn't know what to do with them so you waiting on this training um if your credentials are expired this is who you're going to email and again I wanted to provide you with the phone numbers for both gcic and idemia so I'll give you a moment to screenshot
66:30 - 67:00 that okay and finally this is the contact information for the background investigation unit for myself and for sinina okay an email is probably the fastest way to receive us right now as you can imagine everyone has a lot of questions the best way to um get to us is through email we are
67:00 - 67:30 answering the questions as quickly as we can okay all right so that concludes the presentation and I can go back to any of those contact screens if you if you need me to um but I want to to give you all an opportunity to ask any questions that you may have so you have the option to
67:30 - 68:00 raise your hand down at the bottom of the screen if you press the react button if you would kindly raise your hand so we can answer your questions in order um we will try to get all of your questions answered I saw some I saw a couple people asking about structured Family Care remember this presentation was for long-term care okay so structured Family Care there is um you are they are going to use the caregiver registry structure Family Care never goes through g- checks they should
68:00 - 68:30 not be in g- checks they actually come in through the caregiver registry I am um I did reach out to the structured Family Care team yesterday to find out if they were going to provide a training um and so I am working with them on that so if you want to send me an email I will get uh you that information as quickly as I can um okay let's see um naen Johnson hi good morning and good
68:30 - 69:00 afternoon everyone um yeah good afternoon I'm not sure if I missed that part of it but I wanted to confirm right so we have applicant sitting in the G Che system waiting to be fingerprinted um is it that we'll have to withdraw and then resubmit um for them to move to the next step which is Field Print because I was told that you guys are changing the vendor that does the fingerprinting so how does that part of it work how do
69:00 - 69:30 we Okay fieldprint is no longer the fingerprint no fieldprint is no longer the fingerprint vendor and you shouldn't have any open applications we closed down all the applications so on Monday which is February 3rd you'll have to enter a new application for anybody who wants to be fingerprinted okay understood thank you you're welcome amanii am saying your name right sorry you did say my name right that's pretty impressive thank you so much um
69:30 - 70:00 so I'm simply just looking for clarification because it looks like there's a lot more now for the applicant to do than for the administrator whomever is doing setting up the points or the FI so remember that's optional that there's not more for the applicant to do unless you choose to go that route okay thank you for clarifying that I I guess I'm a little lost with um the the the um the code you you were
70:00 - 70:30 referring to a uu ID number when I look at my provider information which is my information on GS it has the status the name of the community you know then has a state provider id number when you say a d uu ID billing number is that what you mean when you say U ID number yes okay and if there's not
70:30 - 71:00 one there uh oh I think you muted yourself thank you I'm sorry about that so if there's not one there listed I need to contact ademan because we do pay for the background check of the fingerprinting so there will not be one listed because you have to put it there so if you didn't put it there it's not going to be there so remember when we went through the um agency management portal and you put your credit card information
71:00 - 71:30 here once you put your credit card information there it generates The UU ID number and then you go and put it in G checks okay I I I must have come in late is there can you share where I would get get to this portal to complete that so first you have to um do you have a do you have credentials for a ue2 account [Music] um I guess not if I can't answer that
71:30 - 72:00 question okay so if you didn't receive credentials um remember at the end I showed the contact information so let me go back to it okay if you have a gap or a GAC number this is who you contact okay so then you're going to send an email to this group right here asking for your credentials include this information and then they will send you the link in the well they'll put in a request for emia to send you the credentials the link to the account is on the G homepage if you go on there now
72:00 - 72:30 you can already click it you just don't have credentials to it that yeah that's what I okay okay okay so just contact the the second the first one and say hey I am looking for my credentials correct okay thank you so much I appreciate your help you're welcome byebye bye-bye um lyanna Miller hi can you hear me I sure can perfect hi
72:30 - 73:00 so I um set up the account to get into the am dashboard and I've been working for about a week or so trying to get access to the billing location so when I log in I can't see anything um and I have contracted I put in a ticket with the help T help desk for idemia and then I've contacted that phone number for the ID customer service um I've called them multiple times and each time I call them
73:00 - 73:30 I get a message saying um this call cannot be completed due to a like technical error technical issue I'm not sure anybody else I can talk to about this specific issue but I need to get that U ID and so my people can get fingerprints processed unfortunately you do have to to um talk with idemia it's their website they're the only ones that can assist with it um what I can suggest for you is if you send me an email with maybe a screenshot
73:30 - 74:00 um I may be able to facilitate that conversation um but the the fix is going to come from idemia so we do need to get them to respond thank you so much awesome my pleasure um L chrisa man um I'm Sor can you hear me I sure can okay um so I know you said that and
74:00 - 74:30 I guess this question is pretty much uh it it's Bas basically you guys are still kind of determining the time frame where like you said it's it might be between 10 days and 30 days that you allow the applicant to live in the temporary Landing or on the temporary landing page but you say we need to of course we need to submit whether we're going to them or just withdraw without hiring them and I guess this is only if they do receive
74:30 - 75:00 the unsatisfactory so um I'm just wondering for clarity do we if they do have to not obviously they would have to go through like a the appeals process so if it's longer than 30 days um we would just have to resubmit an application for that candidate or like no no you will not have to resubmit an application U the system the system keeps them um in process until that appeal comes through so no you will not have to submit a new application unless
75:00 - 75:30 we find that the individual is no longer in wrab but we will notify you at that time so I know because you got you said that you guys are if we don't hire them or withdraw them within that time frame you're gonna close the application that does not apply to individuals undergo an appeal okay okay okay because the final determination has the final determination hasn't been made if they request an appeal then that final determination is coming from the judge so the final determination hasn't been
75:30 - 76:00 made yet okay okay was because I know that is the only reason why I would let people Linker there is if like they would have to go through like that ministrative process or the appeal process so kind perfect okay okay okay thank you that's perfect yeah that's more for uh the people we have people that have been living on that page since uh Field Print took over because I think we cleared out that page then and you know they've been there for a year no one should be on that that page for that long so um
76:00 - 76:30 that's more who that conversation is for if you're only doing it for the ones in the appeal you're right on okay thank you my pleasure Valerie Grant valary I Miss Grant can you hear
76:30 - 77:00 us okay Miss Hudson Miss Hudson Collins oh yes I'm so sorry I'm here um I just had a quick question um will the presentation be available because I came in super late we had an issue at the facility yes ma'am it will be on the G Che homepage um no later than February 3rd but probably this afternoon
77:00 - 77:30 sometime awesome okay thank you my pleasure Laura Dominguez uh thank you so uh I wanted to ask since in this case they'll be receiving the uh invite from idemia to complete their like the survey and then a schedule their appointment so in case that they're not very techsavvy and they're having difficulties is there
77:30 - 78:00 going to be a way for us to help them getting that appointment scheduled um I I guess that would have to be you know part of your process if if you're if you're putting in the application while they're there at your facility and they receive the email and they allow you to assist them um you know that that's going to be part of your process the system is set up for the applicant to do it themselves um is very simple especially if you have a uu ID the only thing that they have to know is their last name date of birth um but
78:00 - 78:30 you would have to work that into your process all right so if if we're not physically with them only they can do it right I'm I'm not going to say only they can do it I'm just saying that that's how the system is set up so you do what whatever is best for your applicant however you what you don't want to do is put in your email address in place of the applicant's email address that's a no no um but if the applicant forwards you that email so you can assist with scheduling like I said do what's best
78:30 - 79:00 for for the applicant all right so there's not going to be a way for us to see like the survey link right Only They will receive it via email correct all right thank you you're welcome um some of these hands I think I've already answered your question if I have answered your question if you'll lower your hand just so I can make sure but if you have another question leave your hand up um Jennifer
79:00 - 79:30 Oliver Jennifer Oliver okay shadina blunt yes uh quick question um to make sure that I get my payment we were already paying for it to get it sent over just to confirm when I'm emailing them I'm emailing them asking for my username and password to get into the
79:30 - 80:00 ue2 right is that what I'm asking for or is it the direct uu ID number no you're going to generate The UU ID number you're looking for credentials okay so the username password for that exactly yes okay all right perfect thank you my pleasure um did you have another question this is Jennifer Oliver I
80:00 - 80:30 wasn't I was muted for me again I'm unmuted okay what is your question okay my question is I've already registered and has has been using have been using Field Print how do I get into idema okay I remember fieldprint and idemia are not related in any way they're two totally separate systems so um we showed you you don't need an ID account unless you're going to pay for your applicants are you paying for your applicants am yes so remember we showed
80:30 - 81:00 you the the am portal you need to get credentials for the portal so if you have a gap or GAC number you're going to contact this top um Agency on the screen if you don't have a gap or GAC number you're a new account you're going to contact the second Agency on the screen okay I've already I'm already in the system so does that mean I have a g AC number if you're already in the system yeah yeah you you have I've already been
81:00 - 81:30 using I've already I'm already in the um DHR system I'm not sure what the DHR system is are you in idemia system are you in the portal no okay no so then I need to get a number yes okay okay now if you reach out to them and um you know you provide them your your um information if you by chance do already have one um they may be able to
81:30 - 82:00 identify that for you but if you don't know um reach out to GA applicant if you had a Field Print code yeah at any time you had a Field Print code then you probably already have a gap or a GAC number and it's probably in your Field Print code okay I do have aint Field Print code that I've been using okay in that code you should see gap or GAC and then some uh numbers that follow it do you see that okay I see G you say GA what Gap P or
82:00 - 82:30 GAC I have a GAC number I do I see it right here my okay okay so take that GAC number email it to this email address right here at the top and ask them for your credentials okay ask for my credentials thank you that's what I needed to know you're welcome ask question about name okay and then one other question name change I have an employee that has Mar marit m how do I change her name to her new um last name so the only way to change her name is to put in a new application so everything
82:30 - 83:00 that we do is based on fingerprints we don't need you to update her last name at this time but when she puts in a new application she'll have to update her last name okay all right and you said you would correct um the error that I have on here because some of the information I have identified I'm verified and is not letting me into to the porter because it says I have not um completed the overdue items okay so um so are you saying
83:00 - 83:30 there's not a box next to one of your people's names correct and some of them are not due until February the 24th okay so I don't yeah so I'll email you yeah do that and I will take care of it this afternoon okay thank you my pleasure um Tabitha gon um hi this is actually Jenny I'm not sure why my name feels up okay but my question was just about
83:30 - 84:00 um because I know before the applicants created their own account on blueprint so they were able to log back into their account when they needed to schedule their appointment how will that work now like would they just go back to that link they're going to get email to click on it and they need to reschedule their appointment yeah yes in that original email there's a reschedule link also um on the bottom of the gaps page there is the option for them to reschedule on
84:00 - 84:30 that page I think I believe they can just enter some personal information to locate their ueid number and reschedule there so there are a couple ways for them to reschedule okay so either on the bottom of the gas page or that email they're going to get there's a reschedule link on that email exactly okay perfect thank you and I just have another question um when it comes to there's two people at our facility that initiat the fingerprint applications so how would work we both already set up our ademia account would we each just go
84:30 - 85:00 ahead and set up the billing information from our own account or no the billing information is per facility so when you log in to whatever facility it is you only have one uu ID number if you have multiple facilities then you could possibly have multiple uu ID numbers but if two people are working at the same facility you only need one idemia account and um one uu ID number oh okay so like how will that work with the MFA authenication process
85:00 - 85:30 like so basically we'll just use that one account but when we have to verify the account like how would that work when you have to verify uh like when you're verifying to get in the amp portal when we're verifying to get into the um what is it the ademia account okay so right here you're going to request additional um you're going to request an additional user and then the additional person's going to receive their own MFA and set it up so that they
85:30 - 86:00 can get into the same account okay got okay okay all right thank you so much my pleasure Kevin I yeah hi can you hear me I can uh I just need a little bit of clarification so I know in the beginning when you started this presentation you went into gck and then you went below under the screen to provider when you selected provider um
86:00 - 86:30 so let me just clarify I already have the G I already have the emia credentials but when I go under provider I do see that um it doesn't show me uh uuid billing number how how do I get that information from the idemia account so you have to loog log back into your idemia account enter your credit card number and then you're going to see that a uu ID number generated H okay okay thank you for that clarification and
86:30 - 87:00 then one more question I had was so I know that so if we go through the process of doing the background check for a new employee uh that were trying to verify their records and they've already had a fingerprin in the last one year CU usually when we do this before if they had a fingerprint in the last one year we'll get a a note that says that they're already satisfactory so it doesn't have to go to the state stage of fingerprinting is that still applicable in this case or is it that pretty much everybody has to go through
87:00 - 87:30 fingerprinting no everything works the same in g- checks so um we we don't require everyone to be fingerprinted every year when you're applicants are fingerprinted now they're enrolled in rback remember so we continuously monitor their criminal history activity they only need to be fingerprinted once so long as they remain in wraback if we have to remove them because someone failed to verify their employment when we got a wraback notification um then the system may prompt you to get another set of fingerprints when you try to add
87:30 - 88:00 a new application but you only need to do it once okay got it and just to confirm even if it's someone coming in from another agency that they've done it in the last one year was still good we don't have to do anything it depends on whether or not that person is in wraback so if someone's coming from another facility to your facility you put that application in G checks like you normally would and G checks will let you know yep we've already got you know they're good to go you connected a determination is already available that
88:00 - 88:30 means we're probably already monitoring their prints and we don't need a new set of prints if gex tells you that you need um to have your applicant submit prints that means that we're not monitoring their prints and we don't know if they've been arrested in between one facility and the other so we need you to have them submit a new set of prints got it thank you so much you're welcome okay um let's see um ammani did you have another
88:30 - 89:00 question okay um let's see Jennifer Oliver did you have another question okay um Miss Hudson Collins did you have a question
89:00 - 89:30 okay Deborah Benson this is Jennifer Oliver again the the information about changing and having a satisfactory copy printed from both facilities if I have I have two companies listed at the bottom when I click on provide so if I want to print a copy to file at both facilities how do I do that I had
89:30 - 90:00 difficulty prior to the system changing and to make a copy to go at both locations with that location's name on it you'll need to put in a new application you have to put in an application under each facility okay and then but the thing and then the information that you just told the gentleman previously will populate to show already in the system and be I got you thank yep that's it I'm finished you can take me off thank you okay Deborah
90:00 - 90:30 Benson Deborah Benson okay uh Mia hi um can you please go back to the first screen with the contact information um which first screen um the contact information was all at the end so whose contact information are you looking for the very first one one I didn't have
90:30 - 91:00 time to um take a picture of it okay so this is the first contact information page okay this one all right okay thank you um Lissa did you have another question okay chrisa
91:00 - 91:30 man okay I'm GNA lower that hands Cindy Hensen Hi how are you can you hear me I sure can um so going back to what the gentleman was asking a while ago um and maybe I didn't get this clearly uh if you're sending if you're allowing your applicant to go ahead and do the GS information themselves um and they get to the end will that and they're already in the rback system will that already
91:30 - 92:00 show satisfactory to them and me as well yeah so it's going to work the same way so once they submit it it's going to go in your not yet submitted queue and you're going to go through all of that information and then when you get to the end and you do that final submission yes it will it will show that a determination is already available oh okay yeah so that okay I forgot about the part that I had to do still okay yes I get now all right thank you my pleasure um
92:00 - 92:30 Sakina are you are you here okay you want to go ahead and take over sure okay all right uh Cindy Henson I'm sorry I still had my hand raised I didn't realize I'm sorry okay great thank you uh the next person naen Johnson yes thank you um all right so I went into gcks a while ago and I know I was told that they were
92:30 - 93:00 closed out but the applicant is still there pending and the reason why I went I double checked was because I kept getting that email to say that you know someone is there sitting and is waiting to be fingerprinted so since everyone should be closed I'll go ahead and withdraw that person right right right if the if the person um needed to be finger if if the person needed to be
93:00 - 93:30 fingerprinted before you know fi print stop doing it those applications have been are closed out um now if do they are they were they fingerprinted before the 24th January yes they actually were but I guess there was some issue on fieldprints end even though there at the time um it came back so successful you guys gex wasn't able to get get a satisfactory result so they had an error
93:30 - 94:00 the person actually went twice before and it happened twice um it happened with someone else and they went back and they were able to get it done so because of that weren't able to complete it for that person so she is actually still sitting in there so I'll go ahead and withdraw her right uh well um before you do that can you go ahead and send me an email um like to check and just make sure you said they had been fing have they been fingerprinted twice twice okay just um don't do anything
94:00 - 94:30 with that yet just go ahead and send me an email um let me try to just put my email in the chat uh quickly just a moment and I'll put it in the chat and then just send an email and let me just take a look at it first before you do anything okay just a moment I'll put it in the chat
94:30 - 95:00 okay that's my email address you can go ahead and just send me an email if you can include the person's name or date of birth or their application number and then I can take a look further all right just write down did it do okay all right so so that's um yes all right so that's that so moving forward when I'm registering
95:00 - 95:30 because I missed the first half of it and I'm trying to kind of keep up okay um so moving forward say my G say this this thing is clear right I would go in as per normal and input um set up the application if we're the one that's doing it right set up the application for the person and when that email is when that email goes through to say okay set up your background what can I explain the process for me
95:30 - 96:00 please okay are you referring are you referring to the provider inent the application yes yeah for the fingerprinting so before we before the email would have been sent to say hey this is your code registered Feld print yada Y is it is a similar case with the new provider right they'll receive um they'll receive the notification email with the instruction now do just remember that
96:00 - 96:30 we're we're no longer going to be using fieldprint yes I know yes yeah admy will be the new provider so um they will receive the notification once the applications are submitted then the notification will go out for them to complete their uh survey disclosure and then they'll get a separate email from adnia and that will have the information they need to schedule with um idia okay and just to confirm we only need an emia if we're the one
96:30 - 97:00 paying yes if you're going to be paying for your applicants you will need to set up the emia uh am account yes but if you're not going to pay for your applicants you don't need an account okay no problem thank you you're welcome okay well thank you so much everyone I think we've reached our 1230 time today I do want to be respectful of everyone's time for the rest of the day uh please keep um watch in Gs um
97:00 - 97:30 hopefully by this afternoon or no later than Monday Fe February 3rd we will have posted um a one of the recordings of the trainings we did this week as well as um the PowerPoint presentation so you can view that information um Marina has updated NG check some links already to the page uh that is in Gs and um like I said if there's any additional information we will include it there I just want to thank everyone
97:30 - 98:00 so much for attending our training uh today and anyone who's been in any other the trainings earlier this week we appreciate you and if you have any other questions feel free to reach out to us and we'll be glad to assist you in any way possible thank you everyone and have a good rest of your day and enjoy your weekend thank you you as well thank you bye bye you too thank you thank you this was great thank you you're welome much thank you so much you thank you so much thank
98:00 - 98:30 you