EMT Background Checks: The Complete Guide

Background checks are considered essential by employers for most job roles; they help build a strong, experienced workforce. However, for EMTs (Emergency Medical Technicians) in healthcare, a comprehensive background check is vital.

EMT background checks reflect the unique nature of the role, protecting other staff and vulnerable people from harm.

This article takes a detailed look at bespoke healthcare background checks, how they work, and when they prove vital in avoiding a recruitment disaster.

What Is an EMT Background Check?

An EMT background check is the next level in recruitment screening, ensuring that there is nothing in an individual’s history which makes them unsuitable for this medical role.

EMT background checks allow recruiters to verify identity and confirm the applicant’s stated qualifications. They also usefully throw up red flags like previous patient abuse, theft offences, or substance misuse, highly relevant to a recruitment decision.

Why EMT Background Checks Are Critical for Healthcare Employers

The role of an EMT in emergency services and medicine is hallmarked by its interaction with vulnerable people. Consequently, it’s vital that employers in this field leave no stone unturned to protect patient safety.

Extensive background checks create a safe workplace for the other staff as well as vulnerable patients. This in turn protects the employer, reducing the potential for costly liability claims, and maintains a sound, professional reputation.

What Does an EMT Background Check Include?

An EMT background check involves several layers of information, some common to any background check like an applicant’s educational and past employment history, others not.

On an EMT background check, employers will specifically search an applicant’s criminal history, motor vehicle records, and professional license verification.

EMTs typically are required to drive as part of their role, which requires specialist ‘blue light’ training (regulated by the National Highway Traffic Safety Administration), involving high-speed driving, and advanced navigation skills.

It’s essential to review a candidate’s formal driving qualifications as well as their driving records, to protect patients in transit, and reduce the risk of accidents and liabilities.

An individual must also be qualified to provide first response medical care supported by a demonstrable training and employment record suitable for that role. An EMT check verifies candidates’ experience and medical qualifications.

How EMT Background Checks Work

The precise checking order may vary depending on whether a specialist agency or a recruiter is conducting the background check. This is a standard process: 

1. Verify the applicant’s identity – this is an obvious first step. If identity is false, then it will provide inaccurate information on other more specific checks.

2. Check county and state criminal records.

3. Do a broader check on national criminal records which reveals offenses and convictions in other states.

4. Check the Office of Inspector General’s exclusion list. The OIG Exclusion List (LEIE) is a database of individuals banned from participating in federal healthcare programs, including an employed context, due to abuse, fraud, or other relevant violations like license revocations. The LEIE is maintained by the Department of Health and Human Services’ (HHS) Office of Inspector General. Healthcare programs include Medicaid, Medicare, CHIP, TRICARE, and Veterans Affairs.

5. Motor vehicle records check including traffic offenses, convictions, and correct license status.

6. Disqualifying crimes which include murder and attempted murder, and sexual offenses.

How Long Do EMT Background Checks Take?

EMT background checks can take just a few days or several weeks; it depends on who’s doing the check.

In-house company checks tend to be slower and generally not as thorough, particularly if organizations contacted for information delay in responding. Depending on company size, it can be hard to dedicate enough staff to multiple background checks.

Partnering with a professional agency takes the time factor and the headache out of EMT background checks. Their experience and professional familiarity with different agencies and state regulations ensures a thorough and rapid response.

What Shows Up on an EMT Background Check?

What shows up on a background check depends on what the recruiter is looking for. Some elements are common to all EMT checks.

Identity Verification

Identity verification is the sensible start point with any applicant, verifying name, address, date of birth, and Social Security number.

Education Verification

Education verification produces a list of a candidate’s schooling and past study record, including attendance dates, qualifications and certifications awarded.

Employment Record

An employment search produces a linear timeline of past employers, with contact information and details of prior job roles. Crucially, the record includes exact employment dates which can potentially flag up any unexplained gaps in work history.

Professional License Verification

Professional license verification reveals the license type and issue and expiration date, confirming qualifications, and ensuring that there won’t be a claim later for negligent hiring.

Driving Records Check

Motor vehicle records illustrate a candidate’s driving history including any offences, points, or license suspensions. Recruiters and hirers can check for a CDL – Commercial Driver License – to ensure an applicant is qualified to drive ambulances and avoid any insurance violations.

Criminal Offenses

A criminal history check shows past convictions and pending cases with details of the offense type and the date. A minor criminal conviction which dates back several years may not preclude hiring.

Pre-employment drug test

A pre-employment drug test shows current usage which may not be revealed on any other element of the background check if a drug habit is under the radar.

Sex offenders register search

This search shows if an applicant is a registered sex offender, revealing any aliases they may be using, physical features, and conviction state.

LEIE searches

Some healthcare organizations conduct searches of the List of Excluded Individuals/Entities (LEIE) from the Health and Human Services Office of the Inspector General (OIG).

Employing an individual prohibited from working in healthcare programs, may lead to significant penalties.

System for Award Management (SAM) searches

The System for Award Management is a federal database which can check if an applicant is suspended or prohibited from contracting with Medicare.

Fraud Abuse Control Information System (FACIS) searches

FACIS searches verify that candidates haven’t committed abuse against patients or fraud against the government. FACIS checks are available at three levels.

Level 1 searches federal Tricare, Medicare, Medicaid and DEA databases. It also includes searches for OIG, OFAC-SDN, and FDA. Level 2 offers the same search with additional state sources.

A Level 3 search includes the information from Levels 1 and 2 plus data from all US states and territories.

8 EMT Background Check Disqualifiers

Here are some of the most common red flags for recruiters after an EMT background check. 

• Criminal convictions including violent crimes, sex offenses, elder neglect and abuse, drug thefts and related drug offenses, major traffic crimes, offenses against children.
• General theft or fraud convictions because of healthcare workers access to patients’ personal information and sensitive data.
• Unexplained gaps in employment which indicate the applicant is lying or trying to conceal an incident or issue.
• False educational information.
• Professional license certification irregularities or problems, anything that demonstrates that a license may be suspended or invalid.
• Problems with an applicant’s driving record including repeated minor traffic violations or serious motoring crimes.
• Failing the drug test.
• Applicants listed in the LEIE database cannot work for organizations in contract with Medicaid or Medicare.

How Far Back Do EMT Background Checks Go?

Access back into the history of an application depends on the state laws relating to that person, and the Fair Credit Reporting Act (FCRA).

Under the FCRA, you can usually go back seven years for civil, criminal and financial records. However, this 7-year rule only applies to positions salaried at $75,000 per annum or less, so roles with a higher increment offer a deeper search.

The statue doesn’t include educational and employment records, professional license data, or convictions.

Some states have an expungement protocol which effectively allows a person to treat a bad record as if it was never there. Sometimes, expunged records appear inadvertently but cannot be relied on in a recruitment decision due to their status.

6 Common Challenges in EMT Background Screening

1. Trying to save time by overlaying checks which can hinder the process if basic checks like identity are not run first, meaning recruiters must repeat other checks.

2. Slow response times from organizations like past employers and educational institutions. This can often be because the appropriate contact has not been given due to the passage of time, causing delays as the request is passed around within that organization.

3. Inefficient checking protocols either in-house or hybrid with some checks conducted by an external company, mean that recruitment decisions may be inefficient and delayed, and candidates hired by other organizations with a potential loss of high caliber staff.

4. Failing to complete checks on a wide enough basis meaning that potential red flags are missed. Candidates who are demonstrably unsuitable for a role will cause harm to an organization’s reputation as well as potential claims from patients and other staff. Hiring a prohibited candidate can also result in penalties and fines.

5. Legal challenges may hinder the recruitment process – there are state and federal regulations which dictate how recruiters and employers conduct background checks. Employers and CRAs (Consumer Reporting Agencies) must comply with the Equal Employment Opportunity Commission (EEOC), the Fair Credit Reporting Act (FCRA), and local Ban the Box laws. Ban the Box or fair chance hiring laws prevent employers including questions about criminal convictions or arrests on an initial job application. The idea is to evaluate candidates on their qualifications and experience first rather than automatically disqualifying them because of a criminal record. Demonstrable compliance is necessary to protect against successful challenges from disgruntled, rejected candidates.

6. Evaluating red flags which background checks reveal which may not result in an automatic disqualification of that candidate, requiring assessment to ensure suitability, potential risk, and compliance with state and national regulations.

Frequently Asked Questions

Do All EMTs Need Background Checks?

In the US, background checks are not mandatory for EMTs. However, most healthcare organizations and some states require them. There can be penalties for employing an EMT with disqualifying factors.

With vulnerable patients and the potential for abuse or exploitation, background checks are always advisable for EMT roles.

What Disqualifies You as an EMT?

What disqualifies you as an EMT may vary by state but in broad terms will include felony convictions for murder or attempted murder, a DUI (Driving Under the Influence) conviction, or convictions for or issues with substance abuse which show up on a drug test.

Disqualification may be permanent or time sensitive depending on the reason.

Can You Be an EMT With a Felony Background?

In the US, not every felony bars an applicant from becoming an EMT. It depends on the type of offense, how much time has passed since the conviction, and specific state regulations.

Felonies involving patient trust or safety – fraud, theft, violence, or sexual offenses – will likely bar an applicant. However, time since the conviction is relevant, and any rehabilitation. Some crimes are just too serious and result in automatic disqualification.

Thorough EMT Background Checks Are Essential for Safe Hiring

EMT background checks are essential to protect your staff and vulnerable members of the public, ensure compliance with state regulations, and reduce the likelihood of liability claims, fines, and potential reputational damage.

EMT background checks investigate every aspect of a candidate’s educational and employment history, and then overlays additional information such as their motoring record, criminal history, and any drug abuse.

Essentially, a background check verifies that everything an applicant has said is true, plus searches for anything which they may not have revealed about themselves, and which may prove to be a red flag when it comes to hiring.