Federal Caregiver Background Check Pilot
Quarterly Data Collection Tool
PDF Version of BQA 06-015
(PDF, 34 KB)
Date: July 7, 2006 -- DDES-BQA 06-015
To: Caregiver Background Check Pilot Entities
From: Jane Walters, Deputy Director
Via: Otis Woods, Director
The purpose of this memo is to inform entities covered by the Federal
Caregiver Background Check Pilot of the changes in the data collection
The Centers for Medicare and Medicaid Services (CMS) requires that all
pilot states submit hiring data on a quarterly basis. Wisconsin's data
report is due to CMS 45 days after the end of the quarter. Significant
time was spent in the first quarter clarifying data submitted by entities.
The following changes have been made to ensure that accurate data is
submitted to CMS by the 45 day deadline:
1. Quarterly Data Collection Tools are due to the Bureau of
Quality Assurance (BQA) within 23 days after the end of the quarter.
The due date for data submissions by entities was moved up seven days
to provide BQA staff time to contact entities for clarification on data
submissions. Therefore, the next data collection tool for the time period
of April - June 2006 is due to BQA on or before July 23, 2006.
2. Quarterly Data Collection Tool has been revised.
Several changes have been made to the Data Collection Tool to address
- The tool has been split into sections. The section headers clarify
which caregivers are included in that section.
- Notes are provided to clarify key questions. Not every question has
a note. The notes address issues that were raised by several entities.
For a full explanation, entities should refer to the Instructions for
Completing the Quarterly Data Collection Tool.
- After Sections II and IV, there is a box that says "double
check." These boxes remind entities to double check their math.
- "Entity License Number(s)" has been replaced by
- "Date Completed" has been removed.
- The title for Question 1 has changed from "Total Number of
Background Checks (BC) Completed" to "Total Number of
Caregivers Hired/Not Hired." The purpose of the question is the
same. This section includes all caregivers who started the hiring
process (completed a Background Information Disclosure form) after the
pilot start date; AND who were either hired, or not hired, within the
Section II and III
- Missing Disposition questions have been moved to Section V.
- Two new questions have been added to address the issue of missing
dispositions. Question 10 asks for the percentage of all state
criminal history results with missing dispositions for relevant
arrests, and Question 11 asks the same question about FBI criminal
history results. Relevant arrests are for crimes on the Wisconsin
Offenses List, the Federal Crimes List, or crimes that are
substantially related to the position.
3. Excel Tracking Spreadsheet has been updated
Entities may continue to use the Excel Tracking Spreadsheet to submit
data. A revised version of the Excel Tracking Spreadsheet is available.
The revised version includes question 11 and question 12 regarding the
missing dispositions. Entities may also use their existing Excel Tracking
Spreadsheet. In this case, please write in the answer to questions 11 and
12 before submitting the report to BQA.
When entering data, please:
- Be sure to fill in relevant data correctly and completely.
- Use the drop down boxes when provided. Do not type in your own
responses. These will not be recognized by the quarterly reports.
- Enter the Hiring Decision Date for caregivers who are hired only
after all background checks are completed. Do not enter a hiring
decision date if the caregiver is provisionally hired.
Before submitting the report, please double check the math. If the
subtotals do not add up, review the data entry for missing or inaccurate
A webcast detailing the changes to the data collection process is
available on the pilot website at http://www.dhs.wisconsin.gov/caregiver/fedBCpilot.htm.
The webcast may be viewed at any time.
A webcast is the transmission of sound and images via the World Wide
Web. By using Mediasite technology for webcasts, the Department is
enabling employees, partners, and members of the community to participate
in and/or view meetings, events and/or presentations that they cannot, or
could not, attend in person. This technology also allows the Department to
archive these webcasts for future reference.
To participate in, or view, a webcast; please ensure that your computer
meets all of the prerequisites. Learn more about webcast technology and
prerequisites at http://www.dhs.wisconsin.gov/webcast/.
Please direct all questions regarding this memorandum (including
requests for the revised Excel Tracking Spreadsheet) to the Office of
Caregiver Quality at DHSCaregiverIntake@wisconsin.gov.
You may also contact: Rebecca Swartz at (608) 243-3876 or email@example.com
Mary Kinnaird at (608) 243-2051 or firstname.lastname@example.org
Thank you for your attention to this matter.
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