Review considerations for managing contractor background checks in healthcare facilities. Learn how to prevent unauthorized vendor access and maintain federal funding.

How are contractor background checks different from employee screening?

Contractor background checks are different from employee screening because they are regulated under a different permissible purpose classification outlined by the FCRA. Additionally, contractor screening often incorporates access management and vendor compliance obligations. It takes consideration to establish an effective program, know who to screen, know when to screen, and maintain clear policy expectations. This article details considerations for each.

Key Takeaways

• Healthcare contractors screening should begin well ahead of time to account for possible delays.

• Security and lobby staff need to be trained to prevent entry from unauthorized vendors.

• Standardizing policy and using a dedicated platform help to manage service provider screening across locations.

When should healthcare organizations screen contractors?

Healthcare organizations should consider screening contractors one or two weeks before their project is scheduled to start. Basic healthcare background checks are often complete in under 48 hours, but more lead time may be required if more complex searches are involved. When working with external partners on a recurring basis, healthcare organizations may be required to perform exclusion list checks monthly.

What types of healthcare vendors require background checks?

Healthcare vendors that require background checks include those with access to patients or sensitive areas, records, or systems. Below are a few examples:

Patient access

• Traveling RNs, LPNs, and CNAs - Temporary nurses who provide patient care services.

• Allied health professionals - Licensed specialists who support patient diagnosis and treatment.

• Lab technicians – Personnel who collect, process, and analyze medical specimens.

Sensitive areas, records, and systems

• IT support teams – Managers of networks, devices, and cybersecurity infrastructure.

• Construction and maintenance professionals – Crews that build, repair, upgrade, and maintain infrastructure.

• Medical equipment vendors - Businesses that supply, install, service, or maintain medical devices.

• Healthtech companies - Organizations that develop software platforms, connected medical technologies, or data systems.

How do contractor screening requirements affect facility access?

Contractor screening requirements affect facility access by minimizing or removing the presence of vendors who don’t meet facility screening standards. Full-time staff should be made aware that visiting partners must identify themselves and either sign in or provide an issued badge for entry.

How do hospitals manage contractor compliance at scale?

Hospitals manage contractor compliance at scale by standardizing contractor screening policies and using systems and workflows that centralize credentialing.

Contractor policy standardization

Healthcare organizations can standardize contractor screening policies with a trusted background check partner. An experienced screening provider can help to identify gaps and establish entry criteria for third parties to reduce risk exposure. An experienced healthcare industry background screening provider and help organizations include searches for excluded parties to maintain federal funding.

Credentialing centralization

Carrying out a uniform contractor screening policy requires a dedicated platform to initiate, track, and review site access status. Consolidating these tasks into one system allows for easier check-in and audit readiness.