To keep the public safe, your agency performs background checks on potential licensees. These background checks, however, take up staff time, especially if you lack an automated background check process. Manual data entry is slow and prone to error.
Public safety also is compromised by the inability to interface with a third-party background screening system. The delays and inaccuracy that result could allow an unqualified applicant to procure a license, potentially exposing your agency to liability. Imagine the consequences if a background-check lapse allowed a person with a criminal record to obtain medical licensure or, worse, a firearm.
Automating the process makes delays and common errors far less likely. Intelligent automation addresses many common problems in background checks.
Common Problems in Background Checks
- Staff manually perform background checks.
You rely on your staff to collect data from multiple sources and manually perform criminal background checks. This data collection process requires accessing public records, contacting law enforcement agencies and reviewing documents submitted by applicants. Your team must input and cross-reference information across various systems, increasing the risk of human error. Without automation, every background check demands significant time and effort, placing unnecessary strain on your staff’s workload.
- Staff must follow up with third parties.
Your staff spends valuable time following up with third parties, such as employers, educational institutions and law enforcement bodies, to verify applicant information. The follow-up process often faces delays because staff depend on external parties to provide the required data. Managing these follow-ups becomes even more challenging without automated tracking, leading to missing or incomplete information and further slowing down the background investigation process.
- Background checks take excessive staff time.
Because every step of the background check process relies on manual efforts—inputting data, verifying records and conducting follow-ups—staff members spend an excessive amount of time on each application. As workloads grow, this creates bottlenecks and prevents staff from focusing on other important tasks. Furthermore, the repetitive nature of the work often leads to employee burnout and decreases overall productivity.
- Agency unable to perform timely background checks.
Due to the manual nature of background checks and the dependency on external parties for information, your staff struggle to complete the process within reasonable timeframes. This causes a ripple effect, as applicants experience longer waiting periods, leading to frustration and potential complaints. In industries where licensing is required for employment, such delays also impact businesses, limiting their ability to onboard new employees. In the long run, the inability to perform timely background checks diminishes the agency’s reputation for efficiency and reliability with the public they serve.
- Agency wrongly approves applicants for licenses.
Errors in the background check process often result in applicants mistakenly approved for licenses. Manual data entry, oversight during verification or incomplete follow-ups with third parties lead to mistakes. In certain cases, critical details about an applicant’s criminal history or fraudulent activities might go unnoticed. These errors not only jeopardize public safety but also damage your agency’s credibility and trust with stakeholders.
- Process exposes agency to potential liability.
Failing to perform thorough and accurate background checks exposes your agency to potential legal and financial liabilities. If a licensed individual causes harm or engages in illegal activities that could have been prevented through a proper background check, your agency may face lawsuits, penalties or public scrutiny. Over time, the accumulation of these liabilities erode public trust and make it more challenging for your regulatory agency to fulfill its mission.
Look for an application that automates the background screening process. Make sure the application allows background check data to flow into the system on a nightly basis, or at whatever frequency your agency requires, keeping the information up to date and accurate. The application needs to notify staff users of incoming background check results, helping to facilitate the timely processing of application/renewal/permit eligibility and more. In addition, an application must enable employers and other authorized third parties to log in and review the background report for their prospective and current employees. Look for automated interfaces developed with different background screening companies throughout the country, including state bureaus of investigation and the FBI.
Benefits of Automated Background Check Interfaces
- Run Background Checks Automatically
Eliminate manual steps by using automated background check interfaces. As soon as you submit applicant information, the system initiates checks immediately, reducing errors and ensuring a shorter turnaround time for applicants.
- Communicate Seamlessly with Third-Party Vendors
Licensing and permitting software ensures fast, seamless connections with third-party vendors, including criminal databases and credit reporting agencies. Send requests and receive results without time-consuming back-and-forth emails or follow-ups, speeding up the entire process.
- Save Valuable Staff Time
Free up your team to focus on higher-level tasks with automated processes. Rather than managing paperwork and follow-ups, your staff concentrate on those applicants who require further attention, increasing overall productivity.
- Complete Background Checks on Time
Stay on track with deadlines by ensuring background checks happen promptly. Automated systems prevent bottlenecks, so you move applicants through the process quickly without unnecessary delays.
- Approve Applicants with Confidence
Minimize human error by relying on accurate, automated data handling. With reliable information at your fingertips, your staff make confident decisions, approving or rejecting applicants based on thorough and timely results.
- Protect Your Agency from Liability
Safeguard your licensing and permitting agency from liability by ensuring background checks happen correctly and consistently. Clear, traceable records demonstrate compliance with legal standards and avoid hiring risks associated with overlooked applicants or procedural errors.
- Strengthen Public Safety
Effectively protect the public by identifying potential risks quickly and preventing unqualified individuals from gaining access to sensitive roles or licenses. An automated process moves only suitable candidates forward in the hiring process, thereby enhancing trust and safety within the community.
These automated background check interfaces streamline operations, maintain accuracy and meet your regulatory agency’s responsibilities with speed and precision.
Software Features to Look For
When looking for software with automated background check interfaces, some key features to look for in a system include:
- Create System Outputs like Complaint Referral Letters
You need software that lets users generate essential documents, such as complaint letters or approval notices, directly from the system. With built-in templates or customizable output options, streamline communication and eliminate the need for separate tools to produce these documents.
- Develop Custom Interfaces to Fit Your Workflow
Look for a system that allows you to build custom interfaces tailored to your agency’s specific needs. Whether you want to modify data entry screens or adjust user access settings, the software should give you the flexibility to design interfaces that align with your unique processes and goals.
- Integrate Seamlessly with Third-Party Systems
The software solution must support multiple integration methods and offer the ability to connect with external vendors, databases or government systems. Whether through APIs, plug-ins, or custom connectors, the system should enable smooth collaboration with third-party services so that background checks occur efficiently.
- Provide Public Access to Background Check Results
Enhance transparency with regulatory software that offers public-facing interfaces. This feature allows applicants or members of the public to view the status or results of background checks without requiring staff intervention, reducing workload and improving communication.
- Send Real-Time Notifications of Background Check Results
Choose software that keeps your team informed through automated notifications. Whether through email, text or in-app alerts, the system sends timely background check updates to your staff. This real-time communication allows your team to act quickly and move applicants through the process without delays.
By choosing regulatory agency software with these features, you improve efficiency, maintain transparency and streamline both internal operations and public interactions. This kind of system manages background checks effectively while meeting the unique demands of your licensing and permitting agency.
Learn more about GL Suite’s automated background check system by contacting GL Solutions today.
