Steps to Correct Criminal Background Check Results & DSP Training Not Reported on Health Care Worker Registry

Criminal Background Check (CBC) Result Not Reported on HCWR:

Providers must first determine if the employee's fingerprints were captured by the Livescan vendor.

If the employee's fingerprints were NOT captured:

  1. Reissue the Livescan Request Form with a new date.
  2. Verify the return of the bottom portion of the Livescan Request form to confirm the fingerprints were taken by the Livescan vendor.
    • Note: CBC results are normally posted to the Health Care Registry (HCWR) within a few business days after fingerprints are captured.
  3. When the CBC result for a DSP is posted to the HCWR, contact the HCWR at (217) 785-5133, or by fax (217) 524-0137 to have the employee's DSP training record matched with the newly entered CBC result so the DSP will be designated as a "DD Aide" on the HCWR.

If the fingerprints were captured:

  1. Contact the Livescan vendor to determine what needs to be done for it to resubmit the fingerprint results to the Illinois State Police or take other needed action.
  2. Take all actions directed by the Livescan vendor
  3. When the CBC result for a DSP is posted to the HCWR, contact the HCWR at (217) 785-5133, or by fax at (217) 524-0137 to have the employee's DSP training record matched to the newly entered CBC result so that the DSP will be designated as a "DD Aide" on the HCWR.

CBC Result Reported on HCWR, but Not DSP Training:

If the employee's name and/or Social Security Number (SSN) used for the CBC were NOT REPORTED CORRECTLY to the HCWR, Providers must take the following actions depending on whether it has access to the IDPH Web Portal:  

If it has access to the DPH web portal, Providers are able to edit employee names through the IDPH Web Portal using the "Demographic Information" screen to correct it.  There is no longer a need to call the HCWR for these changes.

If Providers do not have access to the IDPH Web Portal, Provider staff contacts the HCWR at (217) 785-5133 to determine what documentation is needed to correct the HCWR record.

To correct, names and SSNs, the HCWR requires:

  1. If a Provider has access to the DPH web portal, Providers are able to edit employee names through the IDPH Web Portal using the "Demographic Information" screen to correct it.  There is no longer a need to call the HCWR for these changes.
  2. If Providers do not have access to the IDPH Web Portal, Provider staff contacts the HCWR at (217) 785-5133 to determine what documentation is needed to correct the HCWR record.
  3. To correct, names and SSNs, the HCWR requires:
    • For names: Copy of Illinois Driver's License or other acceptable ID card.
    • For SSN: Copy of Social Security Card with SSN clearly readable.
    • Completed Correction Form - DSP/DD Aide Training Program Roster. Fax documents to HCWR at (217) 524-0137, or mail them to the Illinois Department of Public Health, ATTN: Health Care Worker Registry (HCWR), 525 West Jefferson, 4th Floor, Springfield, IL 62761.
  4. To correct, the Program Completion date, the HCWR requires:
    • Completed Correction Form - DSP/DD Aide Training Program Roster.  Fax documents to HCWR at (217) 524-0137, or mail them to the Illinois Department of Public Health, ATTN: Health Care Worker Registry (HCWR), 525 West Jefferson, 4th Floor, Springfield, IL 62761.

If the employee's name and/or SSN used for the CBC were REPORTED CORRECTLY to the HCWR, Providers must take the following actions:

  1. Check its copy of the DSP's Illinois Health Care Worker Application form and SIU DSP Training Registry entry records or confirmation email to verify the employee's name and/or SSN were reported correctly through SIU.
  2. Check for an exact employee name and SSN match with HCWR records.
  3. To correct, names and SSNs on DSP training records, DHS requires:
  4. To correct, the Program Completion date, DHS requires:
  5. If names, SSNs or Program Completion dates are corrected, Providers must also notify the SIU DSP Training Registry at 618-453-1962 to change its records.

Additional Resource Information

Additional Resource information is available by logging into the DPH Web Portal then going to the Communities/HCWR/Documents Library or Video Library section.


If you have questions about the Health Care Worker Registry, please contact the HCWR at (217) 785-5133.


If you have questions about these processes, please contact the Division of Developmental Disabilities, Quality Enhancement Section at 217-782-9438 or by email at DHS.BQM@illinois.gov.