Notifications Database
Background Check System
IT Technical Design Guide
Version 01
7/14/2017
Protecting Patients through Background Checks
Table of Contents
1
Applicant Initiated Address Changed................................................................................................. 4
2
Application Flagged for Review .......................................................................................................... 4
3
Application Reviewed .......................................................................................................................... 5
4
Change in Criminal History ................................................................................................................. 6
5
Change in Registry Results ................................................................................................................. 6
6
Critical System Log .............................................................................................................................. 7
7
Employee License Expiration Warning .............................................................................................. 7
8
Employment Verification Needed ....................................................................................................... 8
9
Extend Days Remaining to Appeal ..................................................................................................... 9
10 Extend Days Remaining to Appeal Review Complete .................................................................... 10
11 Fingerprints Almost Due .................................................................................................................... 11
12 Fingerprints Almost Due - Connected .............................................................................................. 12
13 Fingerprints Past Due ........................................................................................................................ 13
14 Fingerprints Past Due - Connected .................................................................................................. 14
15 Fingerprints Rejected ......................................................................................................................... 15
16 Fingerprints Rejected – Connected .................................................................................................. 16
17 Fingerprints Rejected Second Time ................................................................................................. 17
18 Fingerprints Rejected Second Time - Connected ........................................................................... 18
19 Fitness Determination Available - Connected Provider ................................................................. 19
20 Fitness Determination Available - Initiating Provider ..................................................................... 20
21 Fitness Determination Available and Action Needed ..................................................................... 21
Notifications Database
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Protecting Patients through Background Checks
22 Imported New User ............................................................................................................................. 21
23 New User Account .............................................................................................................................. 22
24 Originating Provider Updated ........................................................................................................... 22
25 Password Reset .................................................................................................................................. 23
26 Provisional Employment Warning .................................................................................................... 24
27 Provisional Hire .................................................................................................................................. 25
28 Rap Back Employment Verification .................................................................................................. 25
29 Rap Back Revised Fitness Determination ....................................................................................... 26
30 Request for Information Past Due .................................................................................................... 26
31 Recheck Not Cleared On Connecting Applications ........................................................................ 27
32 User Account is Now Ready .............................................................................................................. 27
Notifications Database
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Protecting Patients through Background Checks
1
Applicant Initiated Address Changed
When an applicant's email address or mailing address is changed in the BCS, a notification is sent to the
applicant with the new email address and mailing address. This notification only applies to Alaska.
Timing
Recipients
Required
Permissions
Field List
Real-time
The applicant whose
email address or
mailing address was
changed
N/A
Subject:
department.SystemName
Header:
department.SystemName
Message Record:
Email, StreetLine1, StreetLine2, City,
State, ZIP
Footer:
department.SystemName
department.ContactPhone
department.ContactEmail
2
Application Flagged for Review
A list of applicants whose applications are currently flagged for review.
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
State or Provider Users
Applicant - Flagged for
Review
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Provider Name
Last/First/Middle Name
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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3
Application Reviewed
When a flagged for review application is reviewed, a notice is sent to the users that flagged the
application for review.
Timing
Recipients
Required
Permissions
Field List
Real-time
Users that have either
created or last worked
with the application
that was reviewed
N/A
Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
determination.DeterminationId
application.ApplicationId
Footer:
department.Code
department.SystemName
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation
department.SystemUrl
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4
Change in Criminal History
A list of applicants whose criminal history rap sheet has been updated, and the applicant is either
permanently or provisionally employed.
Timing
Recipients
Required
Permissions
Field List
Nightly
batch
schedule
Users (state or provider users ) with permissions
and who have either created or last worked with
the employment records for the applicant.
Provider users only receive the notification if the
"HasFeature(ProviderRapbackNotification)" is
set to True
View Rap back
Notification
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
Footer:
department.Code
department.ContactPhone
department.ContactEmail
5
Change in Registry Results
A list of applicants with a registry recheck match. The list is sent to providers who have either an active
employment record or an open application for the applicants.
Timing
Recipients
Required
Permissions
Field List
Weekly batch
Provider users who
initiated or modified the
application, or who
have an active
employment
relationship with the
applicant
Applicant Flagged For
Review or Edit Registry
Determination are
required
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
Footer:
department.SystemAbbreviation
department.Code
department.ContactPhone
department.ContactEmail
Notifications Database
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6
Critical System Log
A list of critical errors from the system log that is sent to support staff to provide them with an opportunity
to quickly resolve issues.
Timing
Recipients
Required
Permissions
Field List
Every minute
State Users
Receive Log Notifications
Subject: N/A
Header: N/A
Message Record:
logSearchResult.LogId
logSearchResult.Timestamp
logSearchResult.Title
logSearchResult.Message
Footer: N/A
7
Employee License Expiration Warning
A list of employees whose licenses are nearing expiration.
Timing
Recipients
Required
Permissions
Field List
Weekly batch
Provider Users of
employers for the
applicant whose
license is nearing
expiration
Edit Licenses
Subject:
Department.Acronym
Department.SystemAbbreviation
Header:
Days until license expiration
Message Record:
Employee Name
Footer: N/A
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8
Employment Verification Needed
Providers are required to verify the employment of their permanent employees on a periodic basis. This
notification is a list of those applicant's whose employment needs to be verified. A configuration item
exists to set the number of days an applicant is employed before verification is required. The item is
Policy(MonthsUntilEmploymentVerification).
Timing
Recipients
Required
Permissions
Field List
Configurable
Provider users
who created or last
worked with the
employment
record for an
applicant
Edit Employment
Subject:
department.Code
Header:
department.Code
department.SystemName
months_until_employment_verification
Message Record:
Last/First/Middle Name
employment.HireDatePermanent or Blank
employment.VerificationDate or Blank
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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9
Extend Days Remaining to Appeal
An automatic notification of a user's request to extend an applicant's time to appeal his or her
determination decision.
Timing
Recipients
Required
Permissions
Field List
Real-time
State Users
Review Appeal
Extension Request
Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
application_search_results
FirstOrDefault().DeterminationId
application_search_results
FirstOrDefault().ApplicationId
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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Extend Days Remaining to Appeal Review Complete
An automatic notification of the appeal completion when an extended appeal decision has been reached.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users
Request Criminal History
Appeal Extension
Subject:
department.Code
Header: N/A
Message Record:
ApplicationId
Last/First/Middle Name
DeterminationId
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation
Notifications Database
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Fingerprints Almost Due
A list of applicants who are approaching their allowed time to submit required fingerprints. A configuration
item exists to set the number of days an applicant is allowed before fingerprints are required to maintain
an open application. The item is Policy(DaysToGetFingerprinted).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Provider Users of the
provider that initiated
the background check
Edit Employment
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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Fingerprints Almost Due - Connected
A list of applicants who are approaching their allowed time to submit required fingerprints. A configuration
item exists to set the number of days an applicant is allowed before fingerprints are required to maintain
an open application. The item is Policy(DaysToGetFingerprinted).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Provider Users of the
provider that
connected to
background check
Edit Employment
Subject:
department.Acronym
department.SystemAbbreviation
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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Fingerprints Past Due
A list of applicants who have exceeded their allowed time to submit required fingerprints. A configuration
item exists to set the number of days an applicant is allowed before fingerprints are required to maintain
an open application. The item is Policy(DaysToGetFingerprinted).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Provider Users of the
provider that initiated
the background check
Edit Employment
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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Fingerprints Past Due - Connected
A list of applicants who have exceeded their allowed time to submit required fingerprints. A configuration
item exists to set the number of days an applicant is allowed before fingerprints are required to maintain
an open application. The item is Policy(DaysToGetFingerprinted).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Provider Users of the
provider that
connected to the
background check
Edit Employment
Subject:
department.Code
department.SystemAbbreviation
Header:
department.Code
department.SystemName
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationSubmittedDate
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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15
Fingerprints Rejected
When fingerprints are rejected by a state or federal agency, an immediate notification is sent to providers
for each application associated with the background check.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users of the
provider that initiated
the background check
Edit Employment
Subject:
department.Code
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail
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Fingerprints Rejected – Connected
When fingerprints are rejected by a state or federal agency, an immediate notification is sent to providers
for each application associated with the background check.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users of the
provider that
connected to the
background check
Edit Employment
Subject:
department.Code
department.SystemAbbreviation
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail
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Fingerprints Rejected Second Time
When fingerprints are rejected a second time by a state or federal agency, an immediate notification is
sent to providers for each application associated with the background check.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users of the
provider that initiated
the background check
Edit Employment
Subject:
department.Code
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail
Notifications Database
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Fingerprints Rejected Second Time - Connected
When fingerprints are rejected a second time by a state or federal agency, an immediate notification is
sent to providers for each application associated with the background check.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users of the
provider that
connected to the
background check
Edit Employment
Subject:
department.Code,
department.SystemAbbreviation
Header:
department.SystemName
agencyName (FBI or State)
Message Record:
Last/First/Middle Name
DeterminationId
Fingerprint Rejection Date
Footer:
department.Code
department.ContactPhone
department.ContactEmail
Notifications Database
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Fitness Determination Available - Connected Provider
A list of applicants whose eligibility decision has been made is sent to each provider that has connected
to an application for the applicants. Each state has a configuration item that allows the State to set the
number of nights to delay notification to a connecting provider:
Policy(DaysForOriginatingProviderHeadStart).
Timing
Recipients
Required
Permissions
Field List
Nightly
batch
schedule
The user that created or last
changed the application if
they are associated with the
connecting provider
Applicant Determinations
Available
Subject:
department.Code
Header:
department.Code
department.SystemName
department.SystemUrl
Message Record:
Last/First/Middle Name
DeterminationId
DeterminationSubmittedDate
ApplicationId
Footer:
department.Code
department.ContactPhone
department.ContactEmail
department.SystemAbbreviation
department.SystemUrl
Notifications Database
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20
Fitness Determination Available - Initiating Provider
A list of applicants whose eligibility decision has been made is sent to the providers that initiated an
application for the applicants. Sent automatically when a determination status is first set to an eligible or
not-eligible status.
Timing
Recipients
Required
Permissions
Field List
Real-time
The user that created
or last changed the
application associated
with the originating
provider
Applicant Determinations Available
Subject:
department.Code
Header:
department.Code
department.SystemName
department.SystemUrl
Message Record:
Last/First/Middle Name
DeterminationId
DeterminationSubmittedDate
ApplicationId
Footer:
department.Code
department.ContactPhone
department.ContactEmail
department.SystemName
department.SystemUrl
Notifications Database
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21
Fitness Determination Available and Action Needed
A list of applicants whose determination is available, but for whom the hiring decision or withdrawal of the
application has not been recorded. A configuration setting, Policy(DaysForHiringDecision), sets
the number of days a provider has to enter a hiring decision or withdraw an application before the
application is automatically closed.
Timing
Recipients
Required
Permissions
Field List
Weekly batch
The provider users who
created the
applications
Edit Employment
Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationCompletedDate
Footer: N/A
22
Imported New User
Sent to new users when they've been created as the primary user for a provider during a provider import.
Timing
Recipients
Required
Permissions
Field List
Real-time
The imported user
N/A
Subject:
department.Acronym,
department.SystemAbbreviation
Header: N/A
Message Record:
UserName
Department.Acronym
Department.SystemName
Department.SystemUrl
Department.ContactPhone
Department.ContactEmail
DepartmentProviderType.Name
DepartmentProviderType.Code
Provider Name
Footer: N/A
Notifications Database
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New User Account
Sent automatically to a new user when a new user account is created. A configuration item,
HasFeature(NewUserNotification), can turn this notification on or off.
Timing
Recipients
Required
Permissions
Field List
Real-time
The new user
N/A
Subject:
department.Code
Header: N/A
Message Record:
password
department.Code
department.SystemName
department.SystemUrl
department.ContactPhone
department.ContactEmail
Footer: N/A
24
Originating Provider Updated
When a provider of a determination-initiating application withdraws the initiating application, this
notification is sent to the newly assigned initiating provider to indicate that provider's new status.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users
N/A
Subject:
Department.Acronym
Department.SystemAbbreviation
Header: N/A
Message Record:
Last/First/Middle Name
Footer: N/A
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Password Reset
Sent when a user successfully resets his or her password.
Timing
Recipients
Required
Permissions
Field List
Real-time
The user whose
password was reset
N/A
Subject:
department.Code
Header: N/A
Message Record:
password
department.Code
department.SystemName
department.ContactPhone,
department.ContactEmail
Footer: N/A
Notifications Database
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Provisional Employment Warning
A list of applicants who are approaching the expiration date of their provisional employment. A
configuration item exists to set the number of days an applicant is provisionally employed before this
warning notification is sent. The item is Policy(DaysForProvisionalEmploymentWarning).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Any provider user who
either created or last
worked with the
following:
1) An applicant's
employment
2) An application for
the applicant
3) A determination for
the applicant
Edit Employment
Subject:
department.Code
Header:
department.Code
department.SystemName
days_for_provisional_employment
Message Record:
EmployeeName
DeterminationId
ProviderName
ProvisionalHireDate
ProvisionalExpireDate
ProvisionalDaysRemain
Footer:
department.SystemUrl
department.Code
department.ContactPhone
department.ContactEmail
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Provisional Hire
A list of applicants who can be provisionally hired by the provider. Each notification includes only
applicants that are new to the list since the previous notification. This notification only applies to Alaska.
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
Provider Users
Edit Employment
Subject:
department.Code
Header: N/A
Message Record:
Last/First/Middle Name
ApplicationId
DeterminationCompletedDate
Footer: N/A
28
Rap Back Employment Verification
Sent when a rap back is received for an employee asking the provider to verify that the employee is still
employed by the provider.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider users who
employ the applicant
referenced in the rap
back
Employment Verification
Subject:
Department.Acronym
Department.SystemAbbreviation
Department.SystemName
Header:
Department.Acronym
Department.SystemAbbreviation
Message Record:
HireDate
Employment.EmploymentId
Rapback Received Date
Footer:
Department.Acronym
Department.ContactPhone
Department.ContactEmail
Notifications Database
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29
Rap Back Revised Fitness Determination
When a determination is changed based on a rap back report.
Timing
Recipients
Required
Permissions
Field List
Real-time
Provider Users who
created or last worked
with the employment
record or an application
for an applicant
Edit Employment
Subject:
department.Code
Header:
department.SystemName
department.SystemUrl
Message Record:
Last/First/Middle Name
Footer:
department.Code
department.ContactPhone
department.ContactEmail
30
Request for Information Past Due
When additional information has been requested from an applicant, but the applicant has not supplied
that information within the configured number of days, a notification is sent to State users. A configuration
item exists to set the number of days an applicant is allowed before requested information is past due.
The item is Policy(DaysToProvideDisposition).
Timing
Recipients
Required
Permissions
Field List
Nightly batch
schedule
State users
Edit Criminal History
Determination
Subject:
department.Code
Header:
days_to_provide_disposition
Message Record:
Last/First/Middle Name
DeterminationId
Footer: N/A
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31
Recheck Not Cleared On Connecting Applications
If Provider A conducts registry checks and does not clear the applicant, and then Provider B conducts the
checks and clears the applicant, a notification is sent to State users.
Timing
Recipients
Required
Permissions
Field List
Real-time
State Users
Edit Criminal History
Determination
Subject:
department.Code
Header:
department.Code
department.SystemName
Message Record:
Provider.Name
Last/First/Middle Name
ApplicationId
Footer: N/A
32
User Account is Now Ready
When a user setup is completed by a user administrator, a notification is sent to the new user explaining
that their account is now ready to use. This notification only applies to Alaska.
Timing
Recipients
Required
Permissions
Field List
Real-time
The new user
N/A
Subject:
department.SystemName
Header: N/A
Message Record:
department.SystemName
department.SystemAbbreviation
Footer: N/A
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