DHS DQA Provider Portal: Entity Background Checks

1. The DQA Provider Portal requires all users to sign in using a MyWisconsin ID account.
   • If you need to create a MyWisconsin ID account, follow the instructions on the DHS DQA Provider Portal: MyWisconsin ID page.
2. Navigate to the DHS DQA Provider Portal website. Click on "Sign in with My Wisconsin ID (Not a state employee)" to log in with your MyWisconsin ID credentials.
   • If you are a new user to the DQA Provider Portal, complete the new user registration section.
   • Your DQA Provider Portal ID number is located below your name on the portal dashboard. Entity background check requests require this number.

Entity background checks are required for individuals associated with certain licensing and certification applications. The following roles generally require entity background checks:

• Owner, operator, or licensee
• Designated representative or board member with client contact
• Non-client resident
• Administrator or substitute administrator, if required by the program type
• Authorized representative or legal representative, if applicable

Entity background checks are different from caregiver background checks for employees or contractors. Employee and contractor caregiver background checks are not submitted through the DQA Provider Portal.

Requesting a background check alone does not satisfy DQA requirements. A background check is not considered submitted until:

• The individual completes the application
• All required documentation is uploaded
• Payment is submitted by either the individual or the authorized representative

To submit an entity background check:

1. Create or locate a provider record.
   • New applicants should create a new provider record through the “Manage Provider” section.
   • Existing providers should use “Search Provider” to locate and associate themselves with an existing provider record.
   • Only one individual should create a new provider record. All additional users must associate themselves through the search function.
2. Request a background check.
   • Background checks may be requested for yourself or for other required individuals associated with the provider.
   • To request a background check, open the provider record and navigate to “Entity Background Check.”
   • Use the search function to locate the individual using their DQA Portal ID and related identifying information.
   • Search fields are case-sensitive and should match the information entered by the individual during account creation.
3. Complete background check application.
   • Individuals will receive an automated notification after a background check request is initiated. The individual must log into the DQA Provider Portal and complete all required application questions and uploads.
4. Pay for the background check.
   • The background check fee is $15 and may be paid by card or electronic check. If the authorized representative intends to pay in bulk, the individual should not make payment independently.
   • Whenever possible, payment should be made at the individual level.
   • Authorized Representatives may also submit bulk payments through the “Provider Pay Invoices” section of the Portal.
   • Invoices only appear after the individual has completed the background check application.

Authorized representatives may review background check statuses through the Entity Background Check page associated with the provider.

Common status definitions include:

• Pending - the application has not yet been completed by the individual
• Submitted - the application and payment have been received by DQA
• Eligible - the background check was cleared
• Ineligible - the individual is not eligible for the role requested
• Returned - additional information or corrections are required
• Withdrawn - the request was withdrawn and no determination will be issued

Authorized representatives cannot view another individual’s completed application materials or uploaded documents. Individuals are responsible for correcting and resubmitting returned applications.