Information Bulletin 16-08: Minnesota Nursing Assistant Registry Implementation of the Nursing Assistant Online Registry Verification System - Minnesota Dept. of Health

October 2016

Information Bulletin 16-08

NH - 176
BC - 71
SWING - 6

Minnesota Nursing Assistant Registry Implementation of the Nursing Assistant Online Registry Verification System

Minnesota Nursing Assistant Registry Issues New Certificate Numbers to All Nursing Assistants

Purpose

The purpose of this Bulletin is to provide information that, effective October 2016:

  1. The Nursing Assistant Online Registry Verification System will replace the phone verification system. This is available on the Minnesota Department of Health (MDH) Nursing Assistant Registry website. The phone verification system will continue to be available until the end of December 2016. Individuals are encouraged to use the Online system.
  2. MDH will issue a new certificate number to each individual that is on the registry who has active or expired status. The new certificate number will be a unique identifier for each nursing assistant. The Social Security number will no longer be the certificate number.
  3. Nursing assistants with active registry status as of October 20, 2016 will be sent a Notice of New Certificate Number letter via the United States Postal Service (USPS) indicating their new certificate number.
  4. Individuals passing the written and skills competency evaluation for placement on the registry after October 20, 2016 will receive a Nursing Assistant Certificate issued by the Minnesota Nursing Assistant Registry.

Nursing Assistant Online Registry Verification System

It will now be possible to verify online the status of a nursing assistant’s certificate and if there are substantiated findings of abuse, neglect and/or misappropriation of property. It will also be possible to search for a certificate number if lost or forgotten. As a reminder, nursing homes and certified boarding care homes must assure active status in the registry at all times and hospitals with swing beds.

The online service provides the option to input a Minnesota nursing assistant’s certificate number or first/last name and to narrow the search using the date of birth of the individual. The online service also provides the option to print out an Online Registry Verification document. The Online Registry Verification document will include the nursing assistant’s name, expiration date, certificate number and an image of the Great Seal of the State of Minnesota (state seal). This is available on the MDH Nursing Assistant website.

  1. Using a computer or device that is connected to the internet, go to MDH Nursing Assistant website.
  2. Click on the Online Nursing Assistant Registry Verification link.
  3. Enter the individual’s unique certificate number. If the certificate number is unknown, enter the first and last name as well as the date of birth (to narrow the search) to access the certificate number.
  4. Click on the “Search” button to access the search results.
  5. Click on the corresponding certificate number to print the Minnesota Nursing Assistant Registry Verification of Registration document that contains an image of the state seal.

The system will not allow printing of the Minnesota Nursing Assistant Registry Verification of Registration if there is a substantiated finding of abuse, neglect and/or misappropriation of property. Substantiated finding(s) may be viewed on the search page results. A screen-shot of this page may be done.

Frequently Asked Questions re: Online Registry Verification System

Q: Will the Online Registry Verification System allow input of the Social Security number?

A: No.

Q: Will the Online Registry Verification System print out a document even if the individual’s status has expired on the registry?

A: Yes. A Minnesota Nursing Assistant Registry Verification of Registration document can be generated and printed if an individual has expired registry status, however, it will not include an image of the state seal. The verification document will state “expired.”

Q: Will the Current Registry Phone Verification System be phased out?

A: The registry phone verification system with faxed letters to the employer or nursing assistant will be retired at the end of December, 2016.

Issuance of a New Certificate Number

Each individual on the registry (active and expired) will be issued a new eight (8) digit certificate number to be used on all future correspondence.

Frequently Asked Questions re: Issuance New Certificate Numbers

Q: Will every nursing assistant on the registry be assigned a certificate number, even if an individual’s status has expired on the registry?

A: Yes.

Q: If an individual’s status has expired on the registry, will the individual’s information be removed?

A: No. The individual’s information remains on the registry permanently.

Q: If a nursing assistant’s status has expired on the Minnesota registry and that individual retests, will a new certificate number be issued?

A: No. The unique certificate number remains the same with a new expiration date.

Notice of New Certificate Number

All nursing assistants who are in active status on the Minnesota Nursing Assistant Registry as of October 20, 2016 will be sent via USPS a one-time letter titled Notice of New Certificate Number with the state seal.

All letters will be sent in October and November 2016.

Frequently Asked Questions re: Notice of New Certificate Number

Q: What if a current nursing assistant did not receive the Notice of New Certificate Number?

A: The Notice of New Certificate Number will be sent to the nursing assistant’s listed address in the registry data base. If the nursing assistant’s address has changed, the notice may not be delivered.

If a nursing assistant was placed on the registry prior to October 20, 2016 and does not receive their Notice of New Certificate Number, they may go to MDH Nursing Assistant website and click on the Online Nursing Assistant Registry Verification link.

Q: Will nursing assistants whose registry status has expired prior to October 20, 2016 be sent a letter with a new certificate number?

A: No.

Certificate Numbers for New Individuals Qualifying for the Registry

Individuals passing the written and skills competency evaluation for placement on the registry after October 20, 2016 will receive a Nursing Assistant Certificate issued by the Minnesota Nursing Assistant Registry.

Only individuals passing the Minnesota approved written and skills competency evaluation will receive the Nursing Assistant Certificate issued by the Minnesota Nursing Assistant Registry.

The new Nursing Assistant Certificate will be on an 8 ½ x 11 document with the certificate number and state seal. It will be sent to the nursing assistant via the USPS. Wallet cards will no longer be issued. Nursing Assistant Certificates are not available to print. Online Registry Verification System document is available to print.

Nursing Assistant Certificates do not include the expiration date. Expiration dates can be obtained through the Online Nursing Assistant Registry Verification System.

Semi-Annual Update System

By the end of December 2016, the semi-annual update system used by nursing homes will require the addition of the new certificate number for submitting names of present and past nursing assistants. Nursing homes will continue to receive written notification from MDH for semi-annual updates with secure login and password provided.

Summary

The Minnesota Nursing Assistant Registry will implement the Nursing Assistant Online Registry Verification System, effective October 2016. It is recommended that a copy be made of your current employees' Notice of New Certificate Number for your records.

Evidence of current registry status can be verified by going to the Online Nursing Assistant Registry Verification System.

The Minnesota Nursing Assistant Registry has issued a certificate number to each nursing assistant on the registry who has active or expired status. It will now be possible to verify online the status of a nursing assistant and whether there are substantiated findings of abuse, neglect and/or misappropriation of property.

All nursing assistants who are current on the registry as of October 20, 2016 will be sent a one-time letter titled Notice of New Certificate Number with the state seal, certificate number and expiration date.

Individuals passing the Minnesota approved written and skills competency evaluation for placement on the Minnesota registry will be sent a Nursing Assistant Certificate from the Minnesota Nursing Assistant Registry.

As a reminder, providers are responsible to ensure all nursing assistants are, and remain, active on the registry.

Individuals are encouraged to use the Online Nursing Assistant Registry Verification System.

The Minnesota Nursing Assistant Registry phone number has not changed. It is still 651-215-8705 or long distance within Minnesota 1-800-397-6124. Listen to the new voice prompt menu and stay on the line. The phones are answered between 9 a.m. and 3 p.m.

Updated Tuesday, November 01, 2016 at 04:13PM