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As identified in Minnesota Department Health (MDH) Gov Delivery communication on Oct. 11, 2023, these changes will impact your organization.
Effective Feb. 1, MDH regulated providers, who were not previously directly paying for background study fees became responsible for paying the Department of Human Services (DHS) directly for all background studies initiated for current or prospective employees.
As of that date, the NETStudy 2.0 application system displayed a payment screen for background study applications submitted. The cost for each background study application is $44.
Why did this change?
Changes to the Background Studies Act in 2021 made applicants and licensees regulated by MDH responsible for paying all fees associated with the preparation of fingerprints, the criminal records check consent form, and the criminal background check.
MDH had paid the costs for background studies for some providers for years. However, changes to the Department of Human Services Background Studies Act, Minnesota Statute § 245C.10 in 2021 and 2023, resulted in background study fee increases. The increase in fees made MDH’s continued subsidy of applicant background studies financially and administratively unsustainable.
What does this change mean for providers?
Providers are now responsible for paying the background study fee directly to DHS for each application submitted to NETStudy 2.0. Providers may also choose to have the study subject pay the fee. Detailed steps for submitting this payment are available in a technical assistance video, NETStudy 2.0 Background Study Payment. Information can also be found within the NETStudy 2.0 User Manual available in the help section of NETStudy 2.0.
MDH recommended providers start assessing the number of background study applications they would need to submit on a monthly, quarterly, or annual basis to estimate projected background study budgets. Providers were also encouraged to begin planning for the change by considering how to efficiently navigate the application process to avoid costly resubmissions. The most common reasons for resubmitting a background study are:
- Individuals did not complete the fingerprint and photo requirements within the 14-day timeframe.
- Individuals did not complete and submit the consent and disclosure form required by NETStudy 2.0, or if the subject declined the consent and disclosure in error.
- The provider withdrew the request for a background study after submitting, but later decided to pursue hiring the individual and submits a new background study application.
Where can I seek assistance in this transition?
The NETStudy 2.0 User Manual is a great resource for providers to understand the payment procedure. For technical assistance, or to troubleshoot issues encountered with NETSTudy 2.0, call DHS Background Studies Division’s Contact Center at 651-431-6620, or send your questions via email to: dhs.netstudy2@state.mn.us.
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