General Policies & Procedures: Background Study Policy & Procedure

University of Minnesota Medical School (UMMS)
Graduate Medical Education (GME) Administration

Policy
Pursuant to the AHC Student Background Check Policy, located in the Institution Manual, “all residents/fellows in University of Minnesota sponsored programs are required to pass a criminal background study under state law (Minnesota Vulnerable Adult Act, as amended 1995 and 1996) in order to have direct contact with patients and residents at hospitals, nursing homes and other health care facilities licensed by the Minnesota Department of Health.  Direct contact is defined under the law as providing persons with face to face care, training, supervision, counseling, consultation, or medication assistance.”

Background studies for GME must be completed annually, during the month of May, using NETStudy which is the system created by the Minnesota Department of Human Services.  Background clearances are valid for one year.

As of July 1, 2007 the Minnesota Department of Human Services charges a fee of $20 per resident/fellow (trainee) to process the background study.  The fee is the responsibility of the department.

Procedure

Release of Information Form
The program must provide the trainees with the Release of Information form.  The trainee must review and sign a Release of Information form each year.  The program collects and retains the signed release forms from each trainee.

The purpose of the form is to provide the trainee with the privacy notice information and to provide their authorization to release the information, as outlined on the form, to the clinical facilities where they are assigned.

NETStudy Data Entry
There are two options for entering information into NETStudy.

• Resident/Fellow Entry:
• The program provides the trainee with the NETStudy Instructions for Residents/Fellows.  The trainee logs into NETStudy; enters the required information and submits the study request.
• GME Administration reviews the entries in NETStudy and charges the $20 fee to the department.
• GME Administration and the program monitor status of completion.  The program ensures that all trainees complete the study.

• Program Entry:
• Upon receipt of a signed Authorization to Submit Background Study Information form, the program logs into NETStudy; enters the required information and submits the study request on behalf of the trainee.  The Instructions for Authorized Users Submitting Background Studies document provides the program with the information necessary to complete this process.
• The program provides GME Administration with a list of the trainees that it has entered into NETStudy and GME Administration charges the $20 fee to the department.
• GME Administration and the program monitor status of completion.  The program ensures that all trainees complete the study.

Background Clearance

GME Administration tracks receipt of Background Clearance documents and forwards the clearance to the appropriate department/program.  The department/program retains the Background Clearance.

GME Administration will work with the department/program if a Background Clearance is not received for their trainee(s).