Healthcare Background Checks and Fingerprinting: What You Need to Know
Every state requires a criminal background check before you can be listed on a nurse aide registry, licensed as a nurse, or employed in a licensed healthcare facility. The process is more thorough than a standard employment background check and for good reason. Here’s what gets checked, how fingerprinting works in each state, what convictions affect licensure, and what to do if you have something in your past.
What Healthcare Background Checks Actually Look At
Healthcare background checks go further than typical employment screening. Because you’re working with vulnerable populations elderly residents, patients, and people with disabilities, the checks are designed to catch not just criminal history but also regulatory violations specific to the healthcare field.
Sex offender registry
National and state sex offender databases, most healthcare roles are automatically barred for registrants.
Employee Misconduct Registries
Some states (notably Texas — EMR) maintain separate registries for healthcare workers with substantiated findings of abuse or neglect not tied to a criminal conviction.
State Medicaid / Medicare exclusion databases
State-level exclusion lists that may include individuals not on the federal OIG list but excluded from state-funded programs.
Prior licensing history
Any disciplinary actions, revocations, or restrictions on prior healthcare licenses, checked through Nursys and state board records.
State criminal history
Run through the state law enforcement database, covers convictions, arrests, and pending charges within the state.
Federal / FBI criminal history
Fingerprint-based check covering all 50 states and federal records, required for most healthcare licensure.
OIG Exclusion List
Office of Inspector General’s List of Excluded Individuals/Entities, people barred from participation in Medicare / Medicaid programs.
State abuse and neglect registries
Especially important for long-term care roles, checks whether you’ve been substantiated for patient abuse or neglect in any state.
The OIG exclusion check is particularly important for healthcare workers. Being on the OIG exclusion list doesn’t just affect your ability to get licensed, it also prohibits any Medicare- or Medicaid-funded facility from employing you in any capacity, including non-clinical roles. Employers are required to check this list monthly.
How Fingerprinting Works in Each State
All of our operating states use fingerprint-based criminal background screening. The vendor, process, and fees vary by state, but fingerprints are generally submitted to state law enforcement agencies and the FBI for criminal history review.
| State | Vendor / System | Approx. fee | Key notes |
|---|---|---|---|
| Illinois | IDPH-approved vendors; fingerprint-based under Health Care Worker Background Check Act | $50–$75 | Certain convictions require a waiver from IDPH before licensure can proceed. Results must reach IDPH within 60 days of application submission. |
| Texas | Department of Public Safety (DPS) IdentoGO is the primary approved vendor; FAST system for Medication Aides | $38–$50 | Required for initial nurse aide and nursing licensure. Since August 2021, also required at Medication Aide renewal for first-time submission. One-time for MA permits once submitted. |
| Michigan | Michigan State Police (MSP) fingerprints + FBI fingerprints both required; LARA processes results | $60–$80 | Both MSP and FBI records must be cleared before patient-facing employment. Law prohibits certain offenses from having regular direct patient access. |
| Indiana | Indiana State Police fingerprinting; processed through IPLA for nursing applicants | $45–$65 | Separate service codes required for CNA/QMA vs. LPN/RN applicants. Apply through IPLA portal first to receive your service code before scheduling fingerprints. |
| Ohio | Ohio Bureau of Criminal Investigation (BCI) via WebCheck; FBI fingerprints also required | $30–$60 | Enter ORC 4723.091 as the reason for nursing applicants. Use a “direct copy” WebCheck location to send results directly to OBN. Both BCI and FBI results required. |
| Tennessee | Tennessee Bureau of Investigation (TBI) through IdentoGO; OCA Code 1703 for RNs, 1704 for LPNs, 1705 for CNAs | $37–$55 | Different OCA codes are required for different license types. Using the wrong code prevents results from reaching the Board. Must complete scan within 2 weeks of registration. |
| Florida | Level 2 screening through AHCA-approved Livescan vendors | $50–$80 | Level 2 screening is more comprehensive than Level 1 (covers state FDLE + FBI records). Required for initial licensure and, since July 2025, at renewal for nurses who haven’t previously completed it. |
Always use the correct vendor, OCA code, or service code for your specific role and state. Fingerprints submitted with the wrong code or to the wrong agency won’t be routed to your licensing board, you’ll experience delays and may need to resubmit at your own expense. Check your state board’s specific instructions before scheduling.
What convictions affect healthcare licensure
Every state maintains a list of “barrier crimes” convictions that automatically disqualify you from working in certain healthcare settings, regardless of how long ago they occurred or how much rehabilitation has happened. Beyond those, many other convictions are reviewed case-by-case.
✗ Typical automatic disqualifiers (barrier crimes)
- Abuse, neglect, or exploitation of a child or vulnerable adult
- Sexual assault and most sex offenses (including registration requirements)
- Murder, manslaughter, or violent felonies
- Healthcare fraud (Medicare/Medicaid billing fraud, identity theft)
- Theft from patients or financial exploitation of the elderly
- Drug trafficking or distribution convictions
- OIG exclusion list placement (blocks all Medicare/Medicaid work)
⚠ Often reviewed case-by-case (not automatic bars)
- DUI / DWI convictions (especially older, single incidents)
- Non-healthcare-related felonies after a waiting period
- Misdemeanor drug possession (not distribution)
- Misdemeanor theft not involving patients or employers
- Expunged convictions (varies significantly by state)
- Convictions for which a waiver has been granted
Barrier crimes are typically permanent disqualifiers, the passage of time, rehabilitation, or a clean record since the conviction doesn’t change the outcome. Before enrolling in and paying for any CNA, LPN, or RN program, check the specific barrier crimes list for your state and role. Most state health departments and board of nursing websites publish this list publicly.
State-by-state: where to find barrier crime lists and waiver options
More challenging than BLS, but completely manageable with preparation. The difficulty depends heavily on your background. Nurses who work regularly with cardiac monitors, rhythms, and emergency medications will find ACLS reinforces what they already know. People who are new to these concepts will need more focused preparation time.
If you have a conviction in your past: what to do
Having something on your record doesn’t automatically end your healthcare career but it does require you to be strategic, thorough, and completely honest. Here’s the right approach.
Check the state’s barrier crimes list before paying any tuition
This is the most important step and the most commonly skipped one. Look up the specific barrier crimes list for the state and role you’re pursuing before enrolling in a training program or paying application fees. If your conviction appears on the automatic disqualifiers list, a waiver may be your only path forward, and you need to know that before spending thousands on training.
Request a pre-application evaluation if the state offers one
Several states including Texas (Declaratory Order through BON), Florida (AHCA exemption review), Illinois (IDPH waiver process), and Ohio (OBN eligibility inquiry) allow you to get a preliminary determination of your eligibility before formally applying. This takes time, but it protects you from completing a program and failing background screening after the fact.
Be upfront on every application never omit
This cannot be overstated. Failing to disclose a conviction on a licensure application is almost universally treated more seriously than the underlying conviction itself. Boards view non-disclosure as an integrity issue, a sign that you might be willing to falsify patient records or other professional documents. If you’re unsure whether something needs to be disclosed, disclose it and let the board evaluate it.
Gather your documentation proactively
Boards don’t just consider the conviction, they consider your full picture. Gather court records showing final disposition, proof of completed probation or parole, character references from employers and community members, and any documentation that demonstrates rehabilitation and positive conduct since the conviction. The stronger your documentation package, the better your outcome in any case-by-case review.
Apply for a waiver or exemption if available
If your conviction is on the barrier crimes list but a waiver process exists, pursue it. Waivers are not guaranteed, but they exist because states recognize that people can rehabilitate, and blanket lifetime bars would exclude otherwise-qualified caregivers. Present your case professionally with complete documentation. In states where waivers aren’t formally available, a written explanation submitted with your application goes before the Board for a discretionary decision.
Practical tips for the fingerprinting process
| Tip | Why it matters |
|---|---|
| Use the correct OCA code or service code | Each state and each license type has a specific code that routes your results to the correct licensing board. Using the wrong code means your results never reach the Board and you’ll need to resubmit at your own expense. |
| Schedule fingerprinting immediately after applying | Most states won’t process your application until fingerprint results arrive. Every week of delay in scheduling extends your overall wait time for licensure. |
| Follow any state-specific timing rules | Tennessee requires fingerprinting within 2 weeks of registration. Illinois requires results within 60 days of application. Missing these windows often requires resubmission and additional fees. |
| Use “direct copy” locations where available (Ohio) | Ohio WebCheck direct copy locations send results directly to OBN without additional paperwork. This reduces delays and minimizes processing issues. |
| Wash your hands thoroughly before your appointment | Dry, dirty, or heavily moisturized fingertips scan poorly and can cause fingerprint rejection, requiring another appointment and another fee. |
| Out-of-state applicants: ask about mail-in cards | Some states allow out-of-state applicants to submit ink fingerprint cards by mail instead of requiring an in-person Livescan. Always verify with your state board before assuming travel is required. |
Clear your background check and start working
Once your credentials are verified and your background is cleared, MyShyft connects you with shifts at licensed healthcare facilities across all our operating states.
- Automatic credential and background verification as part of credentialing
- Notifications if anything needs attention before your first shift
- Shift access across multiple facility types once cleared
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Frequently Asked Questions
Licensing Information Disclaimer:
Licensing requirements, fees, examination details, renewal standards, and Nurse Licensure Compact participation may change over time. While we strive to keep this information current and accurate, MyShyft does not guarantee the completeness or accuracy of the information provided. Always verify licensing requirements directly with the State Board of Nursing before making educational, licensing, employment, or relocation decisions. Reliance on information contained on this page is at the reader’s own risk.