Becoming a registered Home Care Aide (HCA) in California is a rewarding career path, offering the opportunity to provide essential support to individuals in need. A crucial step in this process is understanding and completing the Home Care Aide registry requirements, which includes the Live Scan form for background checks. This guide will walk you through everything you need to know about the Home Care Aide registry and the Live Scan form, ensuring a smooth application or renewal process.
Applying for Your Home Care Aide Registration: Step-by-Step
There are two convenient methods to apply for your Home Care Aide registration: online or by mail. Both methods require careful attention to detail and the submission of the necessary Live Scan form.
Online Application Process
Applying online is a streamlined approach. Ensure you have a credit or debit card ready for the application fee and follow these steps:
-
Access the Guardian Applicant Portal: Navigate to the official Guardian Applicant Portal at https://guardian.dss.ca.gov/Applicant. If you are applying through a Home Care Organization, they can use their agency portal at https://guardian.dss.ca.gov/agency.
-
Create an Account: Click on “Register as a new user” to begin. A temporary password will be emailed to you. Your email address will serve as your login username.
-
Enter Application Information and PIN: Fill out the application form. When prompted for a Personal Identification Number (PIN), enter the PIN provided by your Home Care Organization employer. If you are an independent home care aide, use the PIN R38XKSPE. You will be required to pay a $35.00 registration fee online via debit or credit card.
-
Retrieve and Complete the Live Scan Form: After completing the online application and payment, you will be able to retrieve your pre-populated Live Scan Form. Print this form. You must then take this printed form to an authorized Live Scan vendor to submit your fingerprints. This is a critical step in the background check process.
For any questions regarding the online application process within the Guardian system, you can contact the Care Provider Management Branch (CPMB) at 1-888-422-5669 or via email at [email protected].
Mail-In Application Process
If you prefer to apply by mail, prepare a check or money order for the application fee and follow these steps:
-
Download and Complete the Application Form (HCS 100): Download and print the “Application for Home Care Aide Registration or Renewal” form HCS 100 from the California Department of Social Services website: HCS 100. The form is also available in Spanish: Spanish HCS 100. Complete all sections of the HCS 100 form accurately.
-
Prepare Your Payment: Include a check or money order for $35.00 made payable to the “California Department of Social Services”.
-
Download and Complete the Request for Live Scan Service Form (LIC 9163): Separately, download and print the “Request for Live Scan Service” form LIC 9163: LIC 9163. Complete the LIC 9163 form.
-
Mail Your Application and Payment: Mail the completed HCS 100 application form and your $35.00 payment to the following address:
California Department of Social Services
Home Care Services Branch
744 P Street, M.S. 9-14-90
Sacramento, CA 95814 -
Submit Your Live Scan Form and Fingerprints: Take the completed LIC 9163 Live Scan Form to an authorized Live Scan vendor to get your fingerprints taken and submitted. To find an approved vendor near you, visit the California Department of Justice website: California Department of Justice Live Scan Locations.
Renewing Your Home Care Aide Registration
Renewing your registration follows a similar process to the initial application, with options for online and mail renewal. Remember, the Live Scan form is typically not required for renewals unless specified by the Department. However, it’s crucial to confirm the current requirements during your renewal process.
Online Renewal Process
Renewing online through the Guardian Applicant Portal is efficient:
-
Access the Guardian Applicant Portal: Go to https://guardian.dss.ca.gov/Applicant. Home Care Organizations can manage renewals through their agency account at https://guardian.dss.ca.gov/agency.
-
Login to Your Account: Use your registered email address and password to log in. If you are a first-time user for renewal and have not created an account before, click “Register as a new user”.
-
Create a Renewal Application: Select “Home Care Aide Registry Renewal” for the “Request Type”.
-
Enter PIN and Pay Renewal Fee: Enter your Home Care Organization PIN or R38XKSPE for independent HCAs when prompted. Pay the $35.00 renewal fee using a debit or credit card.
For questions about the online renewal process, contact the Care Provider Management Branch (CPMB) at 1-888-422-5669 or [email protected].
Mail-In Renewal Process
For mail-in renewals, follow these steps:
-
Download and Complete the Application Form (HCS 100): Download and print both pages of the “Application for Home Care Aide Registration or Renewal” form HCS 100: HCS 100.
-
Review Renewal Instructions: Carefully review the HCS 100 form for specific renewal instructions as requirements may change.
-
Prepare Payment and Mail: Mail the completed HCS 100 form and a $35.00 renewal fee (check or money order) to the same address as for new applications:
California Department of Social Services
Home Care Services Branch
744 P Street, M.S. 9-14-90
Sacramento, CA 95814
Understanding the Live Scan Form and Background Checks
The Live Scan form is essential for the mandatory background check required for all Home Care Aides in California. Live Scan is a digital fingerprinting process that transmits your fingerprints and personal information directly to the Department of Justice (DOJ) and the FBI for criminal history checks.
- Purpose of the Live Scan: The background check is to ensure the safety and well-being of care recipients. It verifies that applicants do not have a criminal history that would disqualify them from working as a Home Care Aide.
- Obtaining the Live Scan Form: As detailed above, the Live Scan form is either generated during the online application process (pre-populated) or downloaded separately (LIC 9163) for mail-in applications.
- Completing the Live Scan Process: You must take the printed Live Scan form to an authorized Live Scan vendor. These vendors are equipped to capture your fingerprints digitally and submit them electronically. You may need to pay a fee to the Live Scan vendor for their services, separate from the HCA registration fee.
Disclosure of HCA Personal Information
It’s important to be aware of the disclosure policy regarding your personal information. The California Department of Social Services is legally required to provide the names and telephone numbers of registered HCAs (who do not opt-out) to labor organizations upon request.
This means that if you do not opt-out, your name and phone number may be shared with labor organizations for employee organizing, representation, and assistance activities. While these organizations are legally restricted from sharing your information further, the Department has no control over their actions after the information is released. You can find more details in Health and Safety Code section 1796.29(d)-(f).
Conclusion
Navigating the Home Care Aide registry process, including the Live Scan form, might seem complex initially, but by following these steps, you can complete your application or renewal successfully. Ensure you accurately complete all forms, understand the payment procedures, and fulfill the Live Scan fingerprinting requirement. Becoming a registered Home Care Aide is a significant step towards making a positive impact in your community.
