Guide to Nursing Background Checks

In this guide, we’ll explore nursing background checks, including the information they cover, how long it takes to complete, and how candidates, individual nurses, and employers can get one.

A nursing background check reviews public and private sources to obtain information about the professional, educational, and criminal history of current or prospective nurses. Employers frequently conduct nursing background checks when hiring for RN, CRNA, LPN, and other nursing positions. Additionally, some states require initial or ongoing nurse background checks for nursing students or individuals applying for nursing licenses.

Nursing background checks support patient safety, safeguard organizational reputation, and help ensure legal and regulatory compliance. Let’s look at these three key benefits of nursing background checks.

A nursing program background check can confirm that candidates have the required education, training, and credentials to meet standards of care. By conducting nursing background checks, employers and institutions can confidently entrust patient care to qualified nurses and nursing students in clinical placements.

Healthcare organizations rely on patient trust, and their success depends on preserving it. Nursing and other healthcare background checks may help employers make informed hiring decisions, reducing the risks of medical errors and other incidents that could harm their reputation.

Nursing background checks are often required by law. For instance, federal regulations require long-term care facilities participating in Medicare or Medicaid to perform pre-employment background checks on nurses and other patient care staff. State and local laws may also impose background check requirements for nursing employers, nursing schools, and nursing licensing boards.

Nursing background checks may include various screenings to verify a candidate’s qualifications, licensure, and fit for a healthcare role. What a nursing background check includes will depend on the organization’s background check policy and industry regulations. Here’s an overview of common types of background check for nursing:

A criminal background check reviews federal, state, or county records to determine if a nurse has a criminal record that might raise concerns about their ability to provide quality care or act ethically, like reportable misdemeanor or felony convictions.

An education verification confirms the candidate’s degrees or certifications earned, enrollment and attendance, and graduation date. The background check usually involves contacting the school for the highest degree or certification earned, like an Associate Degree in Nursing (ADN), Bachelor of Science in Nursing (BSN), or Master of Science in Nursing (MSN) to ensure the candidate meets educational and clinical training requirements for the position.

An employment verification involves contacting a candidate’s previous employer to confirm  previous positions held, employment dates, and employment status. This may help employers assess whether the candidate’s experience aligns with the position’s requirements.

A professional license verification confirms a candidate’s nursing license status by contacting the state nursing board to ensure the license is active and in good standing, whether hiring a permanent employee or contracting a travel nurse for a temporary position.

There are 43 states and jurisdictions that participate in the Nurse Licensure Compact (NLC), a program that allows nurses licensed in one jurisdiction to work across member jurisdictions without needing additional licenses. For example, a Florida healthcare facility can verify a candidate’s Ohio nursing license through the Ohio Board of Nursing.

A healthcare sanctions check identifies malpractice claims and disciplinary actions that exclude a candidate from working in healthcare. There are two main healthcare sanctions checks: global watchlist searches and FACIS® (Fraud and Abuse Control Information System) searches.

Global watchlist searches access the Federal Office of Inspector General (OIG), the List of Excluded Individuals and Entities (LEIE), and the System for Award Management (SAM) database, searching for exclusions, debarments, sanctions, and disciplinary actions against healthcare professionals. They also often verify whether a candidate’s name appears on “Most Wanted Lists” published by INTERPOL and the FBI.

The other type of healthcare sanctions check is a FACIS® search. There are four levels of FACIS® searches that employers may use, depending on the position’s requirements and the risk involved. A Level 3 search is the most popular, which includes the most comprehensive information.

Employment drug testing analyzes urine, hair, or saliva samples for evidence of recent illicit drug use. Many employers include pre-employment drug tests as part of drug-free workplace policies. Some states, like California and Florida, mandate drug testing for nurses in intervention programs for substance use disorders, requiring a clean result to maintain or restore licensure.

What shows up on a nursing background check depends on what screenings are included, your organization’s background check policy, and compliance with applicable federal, state, and local laws. It may consist of a candidate’s criminal history, and exclusions, debarments, suspensions, or other disciplinary action. A nursing background check may also show whether a candidate holds the active, professional license(s) necessary to be eligible for the role.

In some states, the candidate's fingerprints may be run through the FBI’s Integrated Automated Fingerprint Identification System (IAFIS). Depending on where the candidate lives, the record may only include a candidate’s criminal history for the last seven years. In others, there may be no reporting time limit. How far back a background check goes depends on the state.

Level 1 and Level 2 healthcare sanctions checks are common screenings used in nursing background checks, with both levels searching primary sources, such as the Federal Office of Inspector General (OIG) List of Excluded Individuals and Entities (LEIE) and System for Award Management (SAM) databases, for exclusions, debarments, sanctions, and disciplinary actions against healthcare professionals.

One type of healthcare sanctions checks is a FACIS® (Fraud and Abuse Control Information System) search. There are four levels of FACIS® searches that employers may choose to use depending on the requirements of the position and risk involved. A Level 2 healthcare sanctions check for healthcare workers is one of the least utilized search options, as a Level 3 search is the most popular, including the most comprehensive information.

Checkr offers three standalone healthcare sanctions checks to help your organization meet state and federal requirements for healthcare-related screenings.

Nursing background check requirements vary depending on an organization’s background check policy and federal, state, and local laws. For example, a long-term care facility participating in Medicare and Medicaid is generally required by federal law to conduct criminal background checks when hiring an LPN or an RN for direct patient care.

In some states, certain convictions may disqualify candidates from obtaining a nursing license. For example, the state of Texas won’t issue a nursing license to individuals who have been convicted of certain crimes, including violent offenses, such as kidnapping and murder; crimes involving children and the elderly; sex offenses.  Crimes related to drug and alcohol use, fraud, theft, and lying may also result in the disqualification of an individual’s nursing license in Texas.

However, in California, no convictions on a criminal background check automatically disqualify an individual from receiving a nursing license. If the applicant has a criminal conviction, the Enforcement Division of the California Board of Registered Nursing will review their application to determine whether to issue or renew the license. Convictions for offenses related to a nursing license, such as assault, failing to adhere to reporting requirements, sex offenses, theft, and fraud may be disqualifying in California.

You can check with your state to find out what charges can stop someone from being a nurse.

The process for obtaining a nursing background check varies depending on whether you’re an employer or an individual reviewing your history. Here’s a breakdown of the options:

Employers may either conduct nursing background checks themselves or partner with a third-party provider, like Checkr.

If opting for the DIY approach, each piece of information must be verified separately. For example, employers may check the National Student Clearinghouse or contact colleges and universities to verify education information. Employers may also request criminal records from state courts or search healthcare sanctions databases, like the OIG sanctions database or SAM exclusion list to review if a candidate has any exclusions.

Although possible, the DIY approach is typically time-consuming and complex, particularly when managing compliance. Hiring laws and regulations vary by location and may change frequently, making it difficult for employers to ensure compliant background checks.

Partnering with a consumer reporting agency (CRA), like Checkr, can streamline the process, while supporting compliance.

As a current or prospective nurse, you may wish to run a background check on yourself to understand what employers may see during the hiring process. This may help prepare you to address concerns or dispute inaccurate information on your background check report.

Individuals can access public databases, or they can request a personal background check from a third-party provider, like Checkr. With Checkr, a personal background check may include an SSN trace, sex offender registry check, global watchlist search, and national or county criminal searches.

Employers must adhere to federal, state, and local laws when performing a nursing background check. The following are some regulations to keep in mind. You may consult your legal counsel for specific guidance to determine which laws apply to your background screening process.

The federal Fair Credit Reporting Act (FCRA) requires employers to notify candidates in writing and obtain written consent before running a background check with the assistance of CRA, like Checkr.

The law also requires employers to follow an adverse action process if information in the background check may result in a disqualifying decision, allowing the candidate to dispute the report.

Some states have additional privacy and background check laws that employers must follow. For example, California prohibits background check reports from including specific information, including convictions older than seven years. In New York state law, employers cannot ask a candidate to disclose information or deny employment based on certain types of arrests.

Learn more about the nursing background check process by reading the answers to these frequently asked questions.

How far back a nursing background check goes depends on the type of screening and local laws. Generally, most criminal background checks cover at least seven to ten years. Education verification checks focus on the highest degree or certificate obtained, and employment verifications typically contact the most recent employer.

The time required for a nursing background check depends on when the request is submitted, the scope of the search, and whether a CRA is used. Turnaround times are generally three to five days, but some background checks are completed in just a few hours.

Reasons for failing a background check depend on the type of search, the employer’s policies, and local laws. For nurses, potential disqualifiers may include a suspended nursing license, appearing on a healthcare sanctions list, false education or work history, or criminal convictions that raise doubts about patient safety.

Note: As an organization, Checkr does not use pass or fail language with regard to background checks. However, we know that many people do use these terms and have questions about how to proceed when screening results require extra consideration.

Disqualifying offenses that may prevent you from taking the NCLEX depends on your state’s board of nursing rules. Typically, candidates must apply for a license, undergo an initial screening, and pass a background check. Contact your state board of nursing for a list of disqualifying offenses and more information about licensing requirements.

The impact of criminal charges varies by state. In some states, specific offenses automatically disqualify candidates from being a nurse, like kidnapping or murder. Other states, like California, have a review board that assesses charges and convictions on a case-by-case basis. You may consult your state board of nursing for detailed information.

Background checks are often an essential part of the hiring process for nursing and healthcare positions. Checkr makes it easy for employers to access fast, accurate screenings and for nurses to review their own background information through simple, easy-to-order personal background checks.

Checkr offers employers a full suite of background checks, including nursing-specific checks, like healthcare sanctions checks and professional license verification. Working with Checkr saves time, minimizes risk, and ensures compliance with local, state, and federal regulations for healthcare background checks. Get started today.

Nurses can rely on Checkr to provide quick and accurate personal background checks, helping them prepare for interviews and address any inaccuracies before applying for jobs. Results are typically ready in minutes and can be easily viewed online. Order a personal background check today.

About the author

Hayley Harrison writes about a wide range of business topics and best practices, including background checks, candidate experience, and recruitment and retention. Her work includes educational articles, e-books, and blog posts.