Each applicant seeking to participate in the Medicaid program must submit a complete set of fingerprints for each person declared on an initial or renewal application for the purpose of conducting a criminal history record check. Details of the requirement are documented in the Florida Medicaid Provider Enrollment Guide for Completing Application.
In an effort to streamline the background screening process, AHCA is now encouraging providers to use vendors offering electronic fingerprint scanning services. This process avoids the traditional fingerprint card process where finger prints are "rolled" in ink onto an FBI fingerprint card and mailed hard copy with a check for processing. This improves accuracy with fewer rejections (no ink smudges) and improves timeliness of the background investigation process.
This enhancement to the provider enrollment process allows providers to enroll without mailing any hard copy documentation. Rather, with electronic scanning of fingerprints handled by approved vendors, applicants may submit their application and all remaining supporting documents through the online Enrollment Wizard.
The following provides detailed information on how to take advantage of this new option:
Level of Screening Required
Provider applicants to Florida Medicaid require a Level 2 screening which involves a fingerprint check of state and federal criminal history information conducted through the Florida Department of Law Enforcement (FDLE) and the Federal Bureau of Investigation (FBI).
Submission of Fingerprints
All provider applicants are encouraged to submit their fingerprints electronically.
Forms of Electronic Screening The most common form of electronic screening involves use of a LiveScan device which is a type of equipment used to directly capture fingerprints through a scanning function. Persons being screened place their hands directly on the scanner for reading. Fingerprint scanning using a LiveScan device provides faster results and generally costs less than hard card scanning as there is less handling involved. LiveScan capture also produces a better quality print, so has a lower rejection rate of illegible prints (no ink smudging, etc).
There are several options that support electronic screening, including:
LiveScan vendors approved to submit fingerprint requests through the Florida Department of Law Enforcement (FDLE). These vendors generally require advanced online reservations or appointments and charge a fee for use of the LiveScan in addition to the FDLE screening fee of $40.50. LiveScan devices are available at specific locations or through mobile services where the vendor will either come to the provider location (based on certain volumes and fees) or another pre-arranged location. LiveScan vendors are independent businesses and each must be contacted in advance to determine fees, services, and enrollment requirements. For more information regarding LiveScan vendors, see the Florida LiveScan Vendor List for contact information, locations and pricing, and the FDLE LiveScan Site. The Florida LiveScan Vendor List is available on AHCA's background screening Web page under the Information & Resources section.
The Agency for Health Care Administration has contracted with Cogent Systems to provide electronic fingerprint services for health care providers licensed through the Agency. Cogent Systems has statewide locations and will provide LiveScan services for a screening fee of $40.50.25 plus a processing fee of $11.00 per transaction for a total screening fee of $54.25 per individual. The fee is due at the time of screening unless other payment arrangements have been made with Cogent. For a list of Cogent locations, visit the Cogent Web site.
Please note, this process is specifically set up for license related activities for AHCA's Health Quality and Assurance division responsible for provider licensing. This is a different division and process than AHCA's Medicaid Enrollment process. This is important to understand should applicants choose to work with Cogent for capture of their fingerprints for Medicaid provider enrollment purposes.
To ensure the results of your screening are delivered to Florida Medicaid and not to AHCA's Division of Health Quality Assurance, be sure to use the correct account number, or ORI, assigned to Florida Medicaid. The ORI which should be used for Medicaid Enrollment and Re-Enrollment is FL922013Z.
LiveScan devices (machines) may be purchased⁄leased by providers who wish to handle their own fingerprint capture. Several businesses offer machines (sale or lease); however, it is important to assure that any selection is approved for submission through FDLE, and all requirements of fingerprint submission are met. For more information visit AHCA's background screening Web page.
Hard card scanning is a method of submitting a traditional fingerprint card where fingerprints are "rolled" in ink onto an FBI fingerprint card. Cards may be converted to "electronic" by using a machine that scans the cards. There is typically a fee associated with "rolling the prints" as a high degree of skill is required to achieve the necessary quality. Hard cards for Florida Medicaid screening must be supplied by Florida Medicaid because they must include the preprinted ORI# to assure results are returned to Florida Medicaid. The completed cards must be mailed along with a check or money order for $40.50 per card to the Medicaid fiscal agent for processing at: P.O. Box 7070, Tallahassee, FL 32314-7070. Be sure to include your application tracking number or Medicaid ID so the cards may be applied to the correct records. To request a supply of fingerprint cards, contact the fiscal agent at 1-800-289-779, Option 4.
LiveScan Requirements Please have the following information available at the time of screening:
(Vendors: Use FDLE OCA# field to submit AHCA#)
All information regarding the person to be screened, including:
NOTE: Incomplete information may result in rejection of screening requests.
Please communicate to the LiveScan vendor your screening is for Florida Medicaid Provider Enrollment and should be submitted on behalf of Florida Medicaid at ORI FL922013Z.
Cost of Screening FDLE charges $40.50 for a Level 2 background screen ($24.00 for the state portion and $19.25 for the national portion). The additional cost of electronic screening varies based on the vendor chosen.
Total cost = $40.50 + electronic print processing fee