NETStudy Temporary User Manual
Contents
1. agency or program Created by The User Name of the user who created the study Date Created The date that the study was created Submitted By The User Name of the user who submitted the study Date Submitted The date the study was submitted Results Status See Attachment A for the statuses and definitions NOTE These definitions can be viewed by clicking on the icon to the right of the Results status header Result Date The date of the status Subject Name The name of the study subject Gender The gender of the study subject Date of Birth The date of birth of the study subject Driver License ID No A Minnesota driver s license of Minnesota State ID Race The race of the study subject SSN The social security number of the study subject This will show in asterisks Phone The phone of the study subject Address The address of the study subject City State Zip The city state and zip code of the study subject Other Names Other first and last name by which the study subject has been known by Security There are a number of issues to consider that relate to the security of the data managed by the application Data protection during transmission The application uses secure sockets layer SSL to encrypt traffic between each workstation s browser and the web server This prevents someone who might intercept the traffic from being able to read the requests and the responses Application logon2. Application security requires each user to log on in order to have access to the information that applies to that user Since the login process is also encrypted the user id and password for each session is also secure This leaves the most likely source of hacking as a user who shares knowingly or not an ID and password with someone else Discouraging browsing Organizations must take reasonable measures to assure that there is no inappropriate use of the application Creating your password As a basic rule a good password adheres to as many of the following guidelines as a system will accommodate Do not use familiar names Avoid using commonly known facts about yourself Do not use words found in the dictionary Utilize both letters and numbers Use special characters if possible Use upper and lower case letters if possible Combine misspelled words Password protection Do not share your password with anyone If you share your password with someone else then you compromise the accountability of your user ID You may have to accept the responsibility of any actions they take on our systems using your ID Do not share your password with anyone for any reason If you feel your password has been compromised change it immediately Never write down your password The safest place to store your password is in your head Using the previous tips for creating a better password devise something that will be secure yet you can remember
3. Detox services Rule 32 20 Educational Programs 20 Family adult day services 20 Family child care DHS does not conduct these background studies N A Guardian ad litem background studies 20 or 50 when FBI record check required Guardian and conservator background studies 20 or 50 when FBI record check required Independent living assistance for youth 245A 22 20 Juvenile facilities licensed solely by the Minnesota Department of Corrections 0 Minnesota Sex Offender Treatment Programs 20 Personal Care Provider Organization PCA 20 Professional Services Agencies 20 Residential facilities for adults with mental illness Rule 36 20 Intensive residential treatment service programs IRTS Variance 20 Residential habilitation services 245B DD waiver 20 Residential programs and services for physically disabled Rule 80 20 Residential facilities for people with DD both ICF DD certified and those not 20 certified 245B RS Semi independent living services 245B SILS 20 Supplemental nursing services agencies 20 Supported employment services 245B SES 20 Temporary personnel agencies 20 Unlicensed home and community based waiver providers of services to seniors 20 and individuals with disabilities Background studies conducted for programs licensed by the Minnesota 0 Department of Health ex hospitals nursing homes home health agencies boarding care facilities board and l
4. The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the county or private agency that initiated the background study The information obtained DOES include a barrier conviction A letter explaining this matter in further detail has been mailed to the agency Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the tribal organization that initiated the background study The information obtained DOES include a barrier conviction A letter explaining this matter in further detail has been mailed to the tribal organization Incomplete Fingerprints were not received The individual s background study can t be completed Inv Must Immediately Remove The Licensing Division has information regarding the individual that may cause this person to be disqualified Your program must immediately remove this individual from any position allowing direct contact with or access to persons receiving services from your program pending a possible disqualification decision by the Commissioner You and the individual will be notified in writing of the Commissioner s decision Inv Must Supervise The Licensing Divisi
5. has been sent to the tribal organization that initiated the background study indicating more time is needed to complete the study The tribal organization will receive written notification once the background study is complete Studies conducted for Guardian Ad Litem The background study request has been received but is not complete A notice has been sent to the court that initiated the background study indicating more time is needed to complete the study The court will receive written notification once the background study is complete Must Immediately Remove The individual is disqualified and must be immediately removed from a position allowing direct contact with or access to people receiving services The individual and your program will receive written notification of the individual s background study status County or private agency studies related to CHILD FOSTER CARE The individual is disqualified and must be immediately removed from a position allowing direct contact with or access to people receiving services The individual license holder and the county or private agency will receive written notification explaining the individual s background study status No Finding County or private agency studies related to ADOPTIONS The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the county or private agency that initiated the backgroun
6. under continuous direct supervision as defined in Minnesota Statutes section 245C 02 subdivision 8 when providing direct contact services If the program is a nursing home or boarding care home licensed by the Minnesota Department of Health the subject must also be supervised when having access to persons receiving services Letters explaining this matter in further detail have been mailed to the individual and your program Disqualified C County or private agency studies related to CHILD FOSTER CARE The individual s background study is affiliated with an initial application for child foster care The individual is disqualified from a position allowing direct contact with or access to people receiving services A letter explaining this matter in further detail has been mailed to the individual A copy of the letter has been mailed to the county or private agency that submitted the background study Done Passed Other Finding County or private agency studies related to CHILD FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified Other information has been obtained as a result of the background study which is being included with the notice to the county or private agency that initiated the study in order to fully inform the agency of the results of the study County agency studies rel
7. with a currently licensed child foster care the license holder has also received a notice While the study is being completed the individual may be in a position providing direct contact services without continuous supervision Once the study is complete the individual and the county or private agency and licensed holder if applicable will either receive a background study clearance form or further notification of the individual s background study status Processing Not Yet Begun The background study request has been submitted but processing has not yet begun NOTE If this status persists for more than three business days email the NETStudy Administrator at DHS NETStudyAdmin state mn us Remains Set Aside This individual s background study was submitted because he she is a person affiliated with a licensed program The individual s background study resulted in criminal or maltreatment information being obtained which causes him her to be disqualified A previous study done by the agency that submitted this background study request resulted in the same findings At that time the individual was disqualified requested reconsideration and the disqualification was set aside for the same licensed program Because this background study resulted in no new information that would indicate the individual may pose a risk of harm to persons served by the program his her disqualification remains set aside for program for which the bac
8. your agency Not Done Must Supervise The background study request has been received and is being processed More time is needed to complete the study While this study is being processed your program must ensure that the individual is under continuous direct supervision as defined in Minnesota Statutes section 245C 02 subdivision 8 when providing direct contact services If the program is a nursing home or boarding care home licensed by the Minnesota Department of Health the subject must also be supervised when having access to persons receiving services Not Done No Superv Requ The background study request has been received and is being processed However a notice is being mailed to both the individual and your program indicating that more time is needed to complete the study Your program may allow the subject to provide direct contact services without continuous supervision 14 When the study has been completed one of two things will happen A The subject and your program will receive a background study clearance form or B the subject and your program will receive further notification of the individual s background study status County or private agency studies related to CHILD FOSTER CARE The background study request has been received and is being processed A notice is being mailed to the individual and the county private agency indicating that more time is needed to complete the study If the study is affiliated
9. 13 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar Wednesday October 16 2013 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar Wednesday December 18 2013 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar 2 Send an email to DHS NETStudyAdmin state mn us include all of the following information 1 your name 2 your telephone number 3 your identification number that you use to submit background studies to the Department of Human Services DHS example License Health Facility I D or other I D s issued to you by the DHS Licensing Division This is not your MA provider 4 the site of the training session you d like to attend 20 3 You will receive notice by email once your registration has been confirmed FOR FURTHER I NFORMATION Visit the web at www dhs state mn us licensing and follow the link to Background Studies then to NETStudy NOTE Registration is required in order to attend and registrations will not be accepted the day of training 21 Attachment D For Further Information e Contact the Background Study Administrator for policy procedure status issues such as turnaround time clari
10. If for some reason you feel you can not remember your password try writing a phrase or hint that will remind you but not give it away to anyone that might find it Don t store your password in a computer file Storing your password in a computer file whether on your hard drive or on a floppy disk can make it vulnerable to access by others If you ever receive a telephone call from someone claiming to need your password report it immediately No one in DHS should ever call you and ask for your password Your user ID and password are unique and are used to identify you on our systems As previously stated you should never share them with anyone If you ever receive a call requesting that you divulge your ID and password simply refuse and notify the Licensing Division at 651 431 6620 Logging off closing browser Logging off of the application after a session or if the user has to leave the workstation is important in order to assure that another individual does not make inappropriate or unauthorized use of the application IMPORTANT NOTE Failure to close the browser while the computer is unattended could allow unauthorized users to access private data by using use the browser s lt BACK gt button to view previous screens 10 Attachment A NETStudy Statuses and Definitions Updated August 2012 Key DQ Disqualified Call for Status Call the Background Studies Call Center at 651 431 6620 for further information Di
11. NETStudy Temporary User Manual For Paying Programs Minnesota Department of Human Services Division of Licensing PO Box 64242 St Paul MN 55164 0242 February 2013 Il Overview ll Logging in to your account A Know your facility ID number B Obtain your temporary user name C Obtain your password D Log in to your account at https bgs dhs state mn us lll Main Menu A Create Background Study Request 1 Privacy Notice tab 2 General Information tab a Name First b Name Middle c Name Last d Gender e MN DL or MN ID Number f Race g SSN h Phone i Date of Birth j Age 3 Address tab a Address b State c City d Zip code e International addresses 4 Other Names tab 5 PCA Services tab 6 Submitting the study B Make Payment C Reviewing Results of Studies 1 Request ID Name DOB Created Created by Result Date Results Status See attachment A for statuses and definitions NOP WD IV Security A a Data Protection B Application Logon C D E Discouraging Browsing Creating your password Password Protection Logging off Closing Browser V Attachments gt nmp W NETStudy Statuses and Definitions Registration and Training Information Frequently Asked Questions For Further Information US Postal Service Recommendations Background Study Fee Schedule Overview The Dep
12. STRA OUNTAINS TNS STREAI STRM ECK NCK STREE ST ORCHARD ORCH STREETS SIS OVAL OVAL SUMMIT SMT OVERPASS OPAS ERRACE ER PARK PARK THROUGHWAY TRWY PARKS PARK RACE RCE PARKWAY PKWY TRACK TRAK PARKWAYS PKWY TRAFFICWAY TREY PASS PASS TRAIL TRL PASSAGE PSGE UNNEL TUNL PATH PATH URNP IKE PKE PIKE PIKE UNDERPASS UPAS PINE PNE UNIO UN PINES PNES UNIONS UNS PLACE PL VALLEY VLY PLAT PLN VALLEYS VLYS PLAINS PLNS VIADUCT VIA PLAZA PLZ VIEW VW POINT PT VIEWS VWS POINTS PTS VILLAGE VLG PORT PRT VILLAGES VLGS PORTS PRTS VILLE VL PRAIRIE PR VISTA VIS RADIAL RADL WALK WALK RAMP RAMP WALKS WALK RANCH RNCH WALL WALL RAPID RPD WAY WAY RAPIDS RPDS WAYS WAYS REST RST WELL WL RIDGE RDG WELLS WLS RIDGES RDGS RIVER RIV ROAD RD ROADS RDS ROUTE RTE 24 Background Study Fee Schedule Attachment F Program Service Type Fee amount Adoption background studies conducted for licensed private child placing 70 agencies Adoption background studies conducted for county agencies 0 Adult day care centers 20 Adult foster care 20 Chemical dependency treatment programs Rule 31 20 Child care centers Rule 3 20 Child foster care 0 Child placing agencies Rule 4 20 Children s residential facilities Chapter 2960 20 Children s therapeutic services and supports 20 Consumer directed community supports 20 Crisis respite services 245B CR 20 Day training and habilitation services 245B DTH 20
13. TEWAY GTWY CAPE CPE GLEN GL CAUSEWAY CSWY GLENS GLNS CENTER CTR GREE GR CENTERS CTRS GREENS GRNS CIRCLE CIR GROVE GRV CIRCLES CIRS GROVES GRVS CLIFF CLF HARBOR HBR CLIFFS CLFS HARBORS HBRS CLUB CLB HAVE HVN COMMON CMN HEIGHTS HTS CORNER COR HIGHWAY HWY CORNERS CORS HILL HL COURSE CRSE HILLS HLS COURT CT HOLLOW HOLW COURTS CTS INLE INLT COVE CV ISLAND IS COVE CVS ISLANDS ISS CREEK CRK ISLE ISLE CRESCENT CRES JUNCTION JCT CREST CRST JUNCTIONS JCTS CROSSING XING KEY KY CROSSROAD XRD KEYS KYS CURVE CURV KNOL KNL DALE DL KNOLLS KNLS DAM DM AKE LK DIVIDE DV WAKES LKS DRIVE DR LAND LAND DRIVES DRS LANDING LNDG ESTATE ES JANE LN ESTATES ESTS LIGHT LGT EXPRESSWAY EXPY LIGHTS LGTS EXTENSION EX LOAF LF 23 Attachment E Primary Postal Service Primary Postal Street Standard Street Standard Suffix Suffix Suffix Suffix ame Abbreviation Name Abbreviation LOCK LCK ROW ROW LOCKS LCKS RUE RUE LODGE LDG RU RU LOOP LOOP SHOAL SHL ALL ALL SHOALS SHLS ANOR R SHORE SHR ANORS RS SHORES SHRS EADOW DW SKYWAY SKWY EADOWS DWS SPRING SPG EWS EWS SPRINGS SPGS IL L SPUR SPUR ILLS LS SPURS SPUR ISSION SN SQUARE SQ OTORWAY TWY SQUARE SOS OUNT AH STATION STA OUNTAIN TN STRAVENUE
14. artment of Human Services has developed an internet based application that allows users to submit and receive the results of background studies electronically via the Internet You must use one of the following internet browsers Internet Explorer Version 6 0 or higher Firefox version 2 0 or higher or Safari version 3 0 or higher In the past agencies were allowed to activate and use their account only after attending a NETStudy training session You agency has requested expedited enrollment in NETStudy This manual will describe the limited functions available to you under an expedited enrollment Your administrator and or background study contact person have been provided with one temporary user and password IMPORTANT NOTE The temporary user and password will expire 120 days from the date it was issued If someone from your agency has not completed a NETStudy training session by that time the ability to review study results on line will be removed You will still have the ability to create pay and submit studies but you will have to wait for the result to come in the mail Logging in to your account To log in your account go to https ogs dhs state mn us To log in to your account you will need your facility ID number You will also need the temporary user name and password that were provided to you by the NETStudy Administrator When you have entered the required information to log in to your facility account click the lt Log
15. ated to INDIVIDUAL ADULT FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified Other information has been obtained as a result of the background study which is being included with the notice to the county agency that initiated the study in order to fully inform the agency of the results of the study 11 Done Passed The background study request has been processed and a notice is being mailed to both the individual and your program indicating that the study subject may provide direct contact services for your program Direct contact services is defined in Minnesota Statutes section 245C 02 subdivision 11 as providing face to face care training supervision counseling consultation or medication assistance to persons served by a program County or private agency studies related to CHILD FOSTER CARE The background study request has been processed and a notice is being mailed to the individual and the county or private agency that submitted the study The individual is not disqualified DQ Set Aside The individual remains disqualified but the disqualification has been set aside for this program The individual can work in a position allowing direct contact with or access to persons receiving services from your program Letters explaining this matter in further detail have been mailed
16. confirmation the studies will be submitted to DHS Only MasterCard and VISA credit or debit cards will be accepted As a first time user going to the US Bank website or a user who gets locked your agency should click the Register and fill out the User Registration form From there on your agency should enter in the User ID and Password that was created for the US Bank website Hs Minnesota Department of Human Services DHS Web Payments ene are E privacy customer service 2 HELP 9 ExT Welcome to the Electronic Payment System REGISTERED USER LOG IN User ID If you have already registered with the payment Password system you may log in now Enter your User ID and Password then click Log In Register Forgot Password Pay Without Registering Follow the instructions on the US Bank website to make payment US Bank will provide you with a receipt of payment It is your responsibility to keep track of the studies for which payment was made The Background Study Unit does not have access to that information To receive a proof of submission page for your agency s record you will have to log back into NETStudy go to Review Results and print the Study Request Information page by clicking on the request ID Warning Please be careful when entering studies If payment is made on a study and you realize that the information is wrong DHS will not be able to reimburse you for the incorrect st
17. d study Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the tribal organization that initiated the background study Studies conducted for the Board of Behavioral Health and Therapy The background study on the individual has been completed No criminal or maltreatment history has been found A written notice has been sent to the Board of Behavioral Health and Therapy Studies conducted for Guardian Ad Litem The background study on the individual has been completed No criminal or maltreatment history has been found A notice has been sent to the court that initiated the background study Not Done Cannot Yet Enroll The individual may not provide personal care assistant services or qualified professional services as defined in Minnesota Statutes section 256B 0659 subdivision 1 in Minnesota Health Care Programs MHCP for which the agency intends to bill under T1019 with or without a modifier or enroll as an individual Personal Care Assistant in MHCP until a background study under Minnesota Statutes Chapter 245C has been completed and your agency and individual receive a written notice stating either that the individual isn t disqualified or that the individual is disqualified but the disqualification has been set aside for
18. dies related to ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the county or private agency that initiated the background study The information obtained 12 does not include a barrier conviction A mailer explaining this matter in further detail has been sent to the agency Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study on the individual has been completed Information has been found as a result of the background study which will be sent to the tribal organization that initiated the background study The information obtained does not include a barrier conviction A mailer explaining this matter in further detail has been sent to the tribal organization Studies conducted for the Board of Behavioral Health and Therapy The background study on the individual has been completed Information has been found as a result of the background study The information will be sent to the Board of Behavioral Health and Therapy Studies conducted for Guardian Ad Litem The background study on the individual has been completed Information has been found as a result of the background The information will be sent to the court that initiated the background study Finding Barrier County or private agency studies related to ADOPTIONS
19. e information secured A The application uses secure sockets layer SSL to encrypt data traveling in each direction between the user s workstation and the Web server This prevents someone who might intercept the traffic from being able to read the requests and the responses In addition application security requires each user to log on in order to have access to the application Q Will background clearance forms e g the blue and yellow mailers and other correspondence continue to be sent 16 A Yes All of the paper correspondence that is currently generated by DHS will continue to be sent Because of the unique and often complex nature of individual background studies results will be communicated via US mail in addition to NETStudy This will ensure that the subject of the background study who does not have a means of accessing the result electronically and the organization will receive the result at the same time It also allows the communication of the result and any actions required of either party in much greater detail than would be possible in a one or two word description Q Is the study result communicated by e mail A No For security reasons the result is only accessible via the application Q Who will receive the electronic result A Only those individuals who have access to the agency s NETStudy account and who have been granted the right to see the result will be able to do so Q Can the subject of the study acc
20. ess the result online A No At this point there is no means for a study subject to access the result online Study subjects will continue to receive their notification via U S Postal Service Q What kind of results will be posted A There are a number of statuses that will be posted There is a link to the definitions of the statuses within NETStudy Q How long will the results remain on the Web site A Periodically results will be purged from the application The results will be maintained on the site for 60 days Q What will the turnaround time be A The turnaround time fluctuates depending on the volume and rate of studies received Currently the results of studies submitted via NETStudy are available an average of 2 to 4 working days after having been submitted Q I m interested in participating What should I do next A Visit http www dhs state mn us licensing and follow the link to Background Studies Details on up coming training will be posted periodically along with instructions on how to enroll Q Who should I contact for further information regarding NETStudy A For specific questions regarding the application technical questions Such as password issues computer related issues how do create a new user there is an error in a study etc contact the NETStudy Administrator by e mail at DHS NETStudyAdmin state mn us Q Who should I contact if have general questions regarding background study requ
21. explaining the terms of the variance have been mailed to the license holder and the county or private agency DQ Recon Requested The individual is disqualified A request for reconsideration has been submitted Refer to your previous correspondence from DHS for details regarding the individual s ability to work or remain in a position allowing direct contact pending reconsideration You will be notified in writing once a decision is made regarding the individual s request for reconsideration County or private agency studies related to CHILD FOSTER CARE The individual is disqualified A request for reconsideration has been submitted Refer to your previous correspondence from DHS for details regarding the individual s ability to work or remain in a position allowing direct contact pending reconsideration You will be notified in writing once a decision is made regarding the individual s request for reconsideration DQ Variance Denied The request for a variance to the individual s disqualification has been denied Letters explaining this matter in further detail have been mailed to the subject and your program County or private agency studies related to CHILD FOSTER CARE The request for a variance to the individual s disqualification has been denied Letters explaining this matter in further detail have been mailed to the subject the license holder and the county or private agency Finding County or private agency stu
22. fying requirements changing the names of facility contacts checking the status of studies re printing studies etc By email at DHS BackgroundStudyAdmin state mn us or visit the web at www dhs state mn us licensing e Contact the NETStudy Administrator for technical issues such as unable to log in web site down forgotten password registration for training request for temporary or permanent activation of a NETStudy account etc By email at DHS NETStudyAdmin state mn us e or visit the web at www dhs state mn us licensing 22 US Postal Service Recommendations Primary Postal Service Primary Postal Street Standard Street Standard Suffix Suffix Suffix Suffix Name Abbreviation ame Abbreviation ALLEY ALY EXTENSIONS EXTS ANNE ANX FALL FALL ARCADE ARC FALLS FLS AVENUE AVE FERRY FRY BAYOO BYU FIELD FLD BEACH BCH FIELDS FLDS BEND BND FLAT FLT BLUFF BLF FLATS FLTS BLUFFS BLFS FORD FRD BOTTO BT FORDS FRDS BOULEVARD BLVD FOREST FRST BRANCH BR FORGE FRG BRIDGE BRG FORGES FRGS BROOK BRK FORK FRK BROOKS BRKS FORKS FRKS BURG BG FORT FT BURGS BGS FREEWAY FWY BYPASS BYP GARDEN GD CAMP CP GARDENS GDNS CANYON CYN GA
23. have one Do not enter nicknames If they do not have a middle name you will be prompted to verify that they don t have one and NETStudy will enter in NMN no middle name Last Required field Enter the subject s legal last name Again do not enter generational indicators e g Jr Sr Il II IV etc professional indicators MD PhD LICSW etc or clerical designations Father Sister Rabbi etc Gender Required field Click on the appropriate button to indicate the subject s gender MN DL or MN State ID Required field Only enter this information if the subject has a Minnesota driver s license or Minnesota state identification number Do not enter driver s license or identification numbers from other states If the subject does not have a Minnesota driver s license or Minnesota state identification number you will be prompted to verify that they don t have one Race Optional field Enter the race of the subject from the drop down menu If the subject chose not to provide this information leave this field blank NOTE Unfortunately because of limitations imposed by other databases the racial descriptions are not consistent with common practice SSN Optional field Enter the subject s social security number in the format 123456789 not 123 45 6789 If the subject does not have a social security number or chose not to provide it leave t
24. he city If the state that was previously chosen was Minnesota then when the user starts typing the city name the application will present the user with a list of valid cities or townships in Minnesota the names will appear in the large box beneath City and Zip The user must choose one of the cities from the list by clicking on it to highlight it Zip Required field Enter the subject s five digit zip code International addresses NETStudy cannot be used to submit background studies for individuals with international addresses The background study request must be submitted using the paper form with a note attached explaining why a background study of the individual is necessary and listing the individual s full address Other Names tab This information is required if the subject has used any other first or last name s either formally or informally in the past Examples would include but would not be limited to changes of name as a result of marriage or divorce other legal changes of name and English language names informally adopted as substitutes for foreign language names PCA Services tab this only shows for certain programs and certain users A question appears asking If the subject of the background study is going to provide personal care assistant PCA or qualified professional QP services for which the agency intends to bill under T1019 with or without a modifier and or enroll as a PCA QP in Minneso
25. his field blank Phone Optional field Enter the subject s telephone number including area code in the following format 1234567899 not 123 456 7899 If the subject does not have a telephone number or chose not to provide it leave this field blank Date of Birth Required field Enter the subject s date of birth in the format mm dd yyyy ex 12 25 1960 Age This is not a field that is entered by the user rather it is computed based on the subject s date of birth as entered above when the user leaves the Date of Birth field This field will calculate the subject s age in years It is intended as a means of double checking the date of birth in case data entry errors occurred For example if the date of birth 12 25 1960 was entered incorrectly as 12 25 1690 this field would indicate that the individual is 321 years old Address tab This tab holds the subject s mailing address The address will be used to notify the subject of the result or to contact the subject if additional information is needed Address Required field It is recommended that the user enter abbreviations in conformance with the US Postal Service recommendations See Attachment E State Required field Choose the state from the drop down menu The state must be chosen before the city because if the state is Minnesota then the application assists the user with entering the city see City below City Required field Enter t
26. in gt button E NETStudy Login Microsoft Internet Explorer provided by DHS Stall File Edit View Favorites Tools Help Bak amp A Search Favorites Media C4 Address a https bgs dhs state mn us a Login asp Hy Minnesota Department of Human Services Login Not yet logged in Facility ID I User ID Password oo oo Main Menu Upon logging in to your account you will see the Main Menu with three options The three functions on the Main Menu are explained below Please select from the following options Create Background Study Request Review Results of Study Requests Make Payment and Submit Studies 0 Create Background Study Request There are four tabs on the screen used to create a background study 1 Privacy Notice 2 General Information 3 Address and 4 Other Names Some programs have an additional tab called PCA Services Create Background Study od Create Study Ponce TC ER face aaner ori ror a cirocrnaw ar reir nnr Ae Tre nace TA oOMeirrmas Tir NNNNA na sarc Privacy Notice tab Before a background study can be initiated on an individual the subject must be informed of their privacy rights A copy of these rights can be printed through the Print Privacy Notice icon In order to enter in background study information a user must confirm that the background study subject has reviewed received the privacy notice Create Background Study EJ Kees Create S
27. irements procedures A For general questions regarding background study requirements such as what does the law state who needs a study what causes a person to be disqualified need a copy of a result why is a study taking such a long time etc e mail the Background Study Administrator at DHS BackgroundStudyAdmin state mn us or call the Minnesota Department of Human Services Licensing Division at 651 431 6620 Q Who should I contact if have general questions regarding background study requirements procedures in regards to Adult Foster Care studies A For general questions regarding background study requirements such as what does the law state who needs a study what causes a person to be disqualified need a copy of a result why is a study taking such a long time etc e mail the Background Study Administrator at DHS AFCBGS state mn us or call the Minnesota Department of Human Services Licensing Division at 651 431 6620 17 Q Who should I contact if have general questions regarding background study requirements procedures in regards to Child Foster Care or Adoption studies A For general questions regarding background study requirements such as what does the law state who needs a study what causes a person to be disqualified need a copy of a result why is a study taking such a long time need more fingerprint cards etc e mail the Background Study Administrator at DHS AWBackgroundStudy state mn us or call the Minneso
28. kground study request was submitted A mailer has been sent to your program the individual and if the background study request was for a licensed child foster care program to_the county or private agency explaining this matter in further detail Study Cancelled The study was cancelled at the request of your program or agency or because either the study subject is no longer affiliated with the program or it was a duplicate of a study previously submitted 15 Attachment B Frequently Asked Questions Last Updated August 2012 Q What is NETStudy A NETStudy is a Web based application that allows certain agencies to submit employee background studies to the Minnesota Department of Human Services and to track the studies via the Internet Q Who can participate A Any agency that is required to conduct studies under Minnesota Statutes section 245C or Minnesota Statutes section 144 057 may submit studies electronically This includes the following types of agencies 1 agencies licensed by the Minnesota Department of Human Services 2 agencies licensed by the Minnesota Health Department 3 certain agencies licensed by the Minnesota Department of Corrections 4 nonlicensed Personal Care Provider Organizations 5 certain personnel agencies educational programs professional services agencies 6 supplemental nursing services agencies registered with the Minnesota Health Department 7 consumer directed community supports a
29. nd 8 county and private agencies for purposes of submitting background studies associated with child foster care licensing and adoptions Q How will it work A The agency will log in to its account via the Internet The agency will then be able to enter the information required to conduct a background study submit the information to the Department of Human Services and view the result The agency will be able to create and maintain their own users and assign various rights to those users to tailor the application and security to its own needs Q Is any special software required A The application requires a compatible Internet browser Internet Explorer version 6 0 or higher Safari version 3 0 or higher or Firefox version 2 0 or higher Q Is any special equipment hardware required A No Q I have a dial up internet connection Can still submit my studies electronically A Yes The application is designed to minimize download time for users with dial up connections Q Is there a cost A Yes for most of the background studies that we process Please refer to the fee schedule to see if your program has a cost or not Q Who will enter the information A The information on the study subject can be entered either by the agency or by the subject Q Who is responsible for the accuracy of the information submitted A The agency is responsible for verifying that the information submitted is complete and accurate Q How is th
30. odging facilities 25
31. on has information regarding the individual that may cause this person to be disqualified Your program may allow the person to continue in a position allowing direct contact with persons receiving services from your program pending a possible disqualification decision by the Commissioner providing that your program has arranged for the individual to be continuously within sight or hearing of a supervising staff person whenever s he is in a position allowing direct contact with persons receiving services from your program You and the individual will be notified in writing of the Commissioner s decision Limited Set Aside The individual remains disqualified but the program has been granted a limited set aside to the individual s disqualification Letters explaining this matter in further detail have been mailed to the individual and your program More Time Is Needed County or private agency studies related to ADOPTIONS The background study request has been received but is not complete A notice has been sent to the county or private agency that initiated the background study indicating more time is needed to complete the study The county or private agency will receive written notification once the background study is complete Studies conducted under interagency agreement between tribal organization and DHS related to CHILD FOSTER CARE AND ADOPTIONS The background study request has been received but is not 13 complete A notice
32. squalified A The individual is disqualified from a position allowing direct contact with or access to people receiving services Your program may choose whether or not to allow the person to continue to provide direct contact services pending a possible reconsideration decision by the Commissioner If your program does choose to allow the person to continue in a position allowing direct contact services the program must first e Obtain from the individual a copy of his her notice of disqualification which explains the reason s for disqualification and e Ensure that he she requests reconsideration within 15 days of receiving his her notice of disqualification Letters explaining this matter in further detail have been mailed to the individual and your program Disqualified B The individual is disqualified from a position allowing direct contact with or access to people receiving services Your program may choose to allow the person to continue to provide direct contact services pending a possible reconsideration decision by the Commissioner If your program does choose to allow the person to continue in a position allowing direct contact services the program must first e Obtain from the individual a copy of his her notice of disqualification which explains the reason s for disqualification e Ensure that he she requests reconsideration within 30 days of receiving his her notice of disqualification and e Ensure that the individual is
33. ta Department of Human Services Licensing Division at 651 431 6620 Q Who should contact if have questions regarding a letter or other correspondence have received A If you have specific questions about correspondence you have received please refer to that correspondence for the name and phone number of the appropriate contact person 18 Attachment C Registration and Training Information The Department of Human Services is offering training on NETStudy the web based application used to submit background studies and receive the results online A limited user has been given to your program The temporary user only has the rights to create submit studies and view the results of those studies In order to receive full rights a representative from your program has to attend a NETStudy training course Below is a list of dates for the training and instructions on how to register Wednesday February 20 2013 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar Wednesday April 17 2013 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar Wednesday J une 19 2013 1 30 p m to 3 30 p m Albert Lea Alexandria Bagley Brainerd Duluth Mankato Marshall Moorhead Rochester St Cloud St Paul West St Paul Willmar Wednesday August 21 20
34. ta Health Care Programs MHCP A user must answer the question by answering yes or no Important Note If at any time during the creation of a study the user clicks lt Cancel Return to Main Menu the user will be returned to the Main Menu and any information already entered will be lost When all required information has been entered the user clicks the lt Create Study gt button A message will be displayed that confirms that the study has been created but not submitted The message will state Background study request created successfully This individual can t provide services until payment has been made To make payment click on Make Payment and Submit Studies button to be directed to the US Bank website Follow the instructions on the US Bank website to make payment Once payment has been made log back into NETStudy go to the Review Results page and print out the submitted study for your records The individual will then be able to provide direct contact services with continuous supervision pending a notice from the Department of Human Services The data that was entered is saved but is not submitted to DHS at this point A user must make payment on the US Bank website see section entitled Make Payment Make Payment By submitting background studies through NETStudy your program will pay for the studies before they are submitted to DHS Payments will be made through the US Bank website When you receive a payment
35. to the individual and your program County or private agency studies related to CHILD FOSTER CARE The individual remains disqualified but the disqualification has been set aside for this child foster care license or application Letters explaining this matter in further detail have been mailed to the individual the license holder if applicable and the county or private agency DQ Previously Set Aside The individual was the subject of a previous background study which resulted in his her disqualification The individual requested reconsideration and the disqualification was set aside for the program or agency that submitted the previous background study Regarding the current background study the individual remains disqualified but the disqualification has been set aside for the program or agency that submitted the current background study request The individual can work ina position allowing direct contact with or access to persons receiving services from your program Letters explaining this matter in further detail have been mailed to the individual and your program DQ w Variance Your program has been granted a variance to the individual s disqualification Letters explaining the terms under which the individual may work have been mailed to your program or agency County or private agency studies related to CHILD FOSTER CARE The license holder has been granted a variance to the individual s disqualification Letters
36. tudy P YOU MUST SELECT A CHECKBOX AT THE BOTTOM OF THIS PAGE TO CONFIRM THE PRIVACY NOTICE HAS BEEN RECIEVED MINNESOTA DEPARTMENT OF HUMAN SERVICES LICENSED FACILITIES a EDUCATIONAL PROGRAMS TEMPORARY EMPLOYMENT AGENCIES PROFESSIONAL SERVICES AGENCIES BACKGROUND STUDY PRIVACY NOTICE Because the Minnesota Department of Human Services is requesting that you provide private information about yourself the Minnesota Government Data Practices Act requires that you be informed of the following CONFIRM PRIVACY NOTICE Print Privacy Notice G Please select one of the checkboxes below CI am the subject of this background study and I confirm I have reviewed the privacy notice CI am initiating this background study on someone else and I confirm the privacy notice has been provided to the subject of the background study General Information tab This tab holds the information on the individual It is the responsibility of the organization to verify the information submitted on the subject The information should be entered as follows Name First Required field Enter the subject s legal first name Do not enter nicknames Do not enter generational indicators e g Jr Sr Il IP IV etc professional indicators MD PhD LICSW etc or clerical designations Father Sister Rabbi etc Middle Required field Enter the subject s legal middle name if they
37. udy A new study must be resubmitted and you will be charged for the corrected study Reviewing Results of Studies The status of background studies submitted can be checked by choosing this option at the Main Menu Because of the unique and often complex nature of individual background studies results will be communicated via US mail in addition to NETStudy This will ensure that the subject of the background study who does not have a means of accessing the result electronically and the organization will receive the paper result at the same time It also allows the communication of the result and any actions required of either party in much greater detail than would be possible in a one or two word description Periodically results will be purged from the application A final result will be maintained on the site for an additional 60 days This will allow the assurance that the agency and subject have had time to receive the paper notification of the study result The Review Results of Studies screen includes the following elements from left to right on the screen NOTE It is possible to sort the studies by clicking on the column header Request ID Clicking on this link will allow the user to view the information that was submitted as part of the background study process This is a tracking that is used through NETStudy Study ID The background study that will appear on all correspondence Facility ID The program s license
Download Pdf Manuals
Related Search