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Background Checks, Drug Test, and Health Records

Clinical Program/Practicum Students

Here you will find information about meeting clinical/practicum requirements for your journey as a new, current, or returning Mercy College student. Students must comply with the Clinical Compliance Policy, found on the Compliance & Consumer Information page under Policies and Procedures.

CastleBranch is the depository for clinical documentation, and their reviewers ensure that submitted information meets the program requirements. CastleBranch instructions for completing fingerprinting/background check and drug testing must be followed, as results from other parties are not accepted. Documentation must remain current to be eligible to participate in clinical or practicum experiences, and CastleBranch will email reminders before renewal items are due. Space to upload renewal document will appear 21 (twenty-one) days before current document expires.

Students returning to clinicals within three semesters must ensure that all CastleBranch information is compliant and that any new requirements have been met. Students who have been absent for longer than three semesters must purchase new CastleBranch accounts.

Detailed information about requirements, FAQs, and links to additional documents and resources are provided below to help you become familiar with what is required and who to contact if you still have questions. CastleBranch also includes a comprehensive video library of frequently asked help topics.

COVID WEEKLY SELF REPORT FORM - REQUIRED FOR CURRENT STUDENTS

Current students submit the COVID Student Health Reporting Form on a weekly basis to demonstrate self-assessment and awareness of COVID-19 risk factors.

View more information about the COVID Self Report Form.

Any questions or concerns, please contact the Student Health Nurse: Jennifer Barber MSN, RN, CNE at Jennifer.Barber1@mercycollege.edu.

DETERMINE HEALTH SCREENING REQUIREMENTS AND DOCUMENTATION

Share the Physical/Health Screening and Clinical Requirements document with Provider to determine what titers (blood tests) are needed to prove immunity and any additional screening that must be completed. Live vaccines can interfere with the Tuberculosis (TB) skin test response, resulting in delays up to four weeks if vaccines are required due to non-immunity, so schedule accordingly.

If local Provider not available, see Resources for Obtaining Health Requirements under FAQs and Tips.

CASTLEBRANCH OVERVIEW

The CastleBranch account is comprised of four sections. Review important information for each of these sections under Clinical Requirements Information (and Additional Program Specific Requirements, if applicable).

Some programs require students to order fingerprinting and background check packages prior to placing clinical health requirements and drug test orders.

All requirements must be complete and remain compliant while in the clinical program/practicum to maintain eligibility for clinical participation. Some clinical sites may require updated fingerprinting, background check or drug test packages (student will be notified by the program administrator).

  1. Clinical Health Requirements (student uploads documentation to account)
  2. Drug Test (results uploaded automatically upon completion)
  3. Fingerprinting (results uploaded automatically upon completion, but processing time can take up to a month before fingerprint reports are received)

    Student must:
    a. Acknowledge receipt of instructions/fingerprint registration form
    b. Enter date fingerprinting was scheduled and/or completed

  4. Background Check (processes automatically after placement of CastleBranch order and results uploaded to student account when complete)

Students may be asked to provide a CastleBranch To-Do List (TDL) Summary to verify eligibility to attend clinicals (refer to Printing the CastleBranch To-Do List (TDL) Summary and Uploading Clinical Verification to Canvas - TDL Summary under FAQs and Tips below).

“Compliant” is a temporary status. The TDL Summary is modified whenever new documentation becomes due/is submitted/approved and the “Compliant Until” date is updated.

The most reliable way to provide documents to CastleBranch is by uploading PDF files (photos become blurry). Please see Uploading Documents to CastleBranch in the FAQs and Tips section below.

Allow a minimum of two weeks for documents to be reviewed and processed by CastleBranch. Documents uploaded to CastleBranch within one week of the deadline are not eligible for expedited processing with the exception of instances such as the second or third vaccine of a series that is in process and cannot be completed early.

PLACING CASTLEBRANCH ORDERS

CastleBranch FAQs regarding order placement can be found here: https://mycb.castlebranch.com/help.

Castlebranch Packages and Contacts for Questions

Questions, concerns, or inquiries about the CastleBranch/MyCB To Do List and clinical requirements should be directed to the CastleBranch Help Desk at 888.723.4263.

Questions related to the program or clinical experience can be answered by the Program Administrator.

  • Document .pdfProgram Contacts for Student Questions


    Program Contacts for Student Questions

    Download

Locate your program and follow instructions provided below:

packages for subsequent semesters may not be available until a later date

Certificate Programs

Community Health Worker FA-21 students order Package MT34fall

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

SP-21 students order Package MT38spring

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

FA-21 students order Package MT42fall

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

SP-21 students order Package MT49spring

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

Phlebotomy SP-21 students order Package MT46spring

NOTE: Packages for SU-21 students will not be available until after March 1, 2021. Packages for FA-21 students will not be available until after June 1, 2021.

SP-21 students order Package MT48spring

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

Undergraduate Programs

AAS Nursing Day - Toledo SP-21 students order Package MS96spring

Students accepted for SU-21 or FA-21 will place two orders.

1. After admission to program, order package MS96fpbg (fingerprint/background check)

2. Once results have been cleared by the Nursing Clinical Coordinator, order the appropriate clinical requirements clearance/drug test: MS96Fall

SU-21 students: (this package will not be available until after March 1, 2021)

FA-21 students: (this package will not be available until after June 1, 2021)

Students accepted for FA-21 will place two orders:

  1. After admission to program, order package MS98fpbg (fingerprint/background check)
  2. Once results have been cleared by the Nursing Clinical Coordinator, order the clinical requirements clearance/drug test): MS98fall

FA-21 students: (this package will not be available until after June 1, 2021)

Youngstown SP-21 students order Package MS99spring

Students accepted for SU-21 or FA-21 will place two orders:

1. After admission to program, order package MS99fpbg (fingerprint/background check).

2. Once results have been cleared by the Nursing Clinical Coordinator, place order for the clinical requirements clearance/drug test: MS99fall

SU-21 students: (this package will not be available until after March 1, 2021) FA-21 students: (this package will not be available until after June 1, 2021)

Updated fingerprint/drug test will be required before specific clinical rotation. When notified by Clinical Coordinator of this requirement, order MS99fpdt.

SP-21 students order Package MW05spring

Students accepted for SU-21 or FA-21 will place two orders:

  1. After admission to program, order package MW05fpbg (fingerprint/background check).
  2. Once results have been cleared by the Nursing Clinical Coordinator, place order for the clinical requirements clearance/drug test)

SU-21 students: (this package will not be available until after March 1, 2021)

FA-21 students: (this package will not be available until after June 1, 2021)

Updated fingerprint/drug test will be required before specific clinical rotation. When notified by Clinical Coordinator of this requirement, order MW05fpdt.

SP-21 students order Package MT32spring

Students accepted for FA-21 OR returning after three semesters will place two orders:

  1. After admission/readmission to program, order package MT32fpbg (fingerprint/background check)
  2. Once results have been cleared by the Nursing Clinical Coordinator, order the appropriate clinical requirements clearance/drug test: MT32fall

FA-21 students: (this package will not be available until after June 1, 2021)

FA-21 students order Package MT41fall

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

Students completing clinical/practicum for SP-21 will place two orders:

  1. Order Package MS95spring (background check, drug test and clinical requirements clearance).
  2. Once a clinical/practicum site has been approved and finalized, place the appropriate package for fingerprinting clearance:

Clinical/practicum in OHIO: MS95fp

Clinical/practicum OUTSIDE OHIO: MS95fpnw

Students completing clinical/practicum for SP-21 will place two orders:

  1. Order Package MS93spring (background check, drug test and clinical requirements clearance).
  2. Once a clinical/practicum site has been approved and finalized, place the appropriate package for fingerprinting clearance:

Clinical/practicum in OHIO: MS93fp

Clinical/practicum OUTSIDE OHIO: MS93fpnw

NOTE: Packages for SU-21 students will not be available until after March 1, 2021.

SP-21 students order Package MS97spring

Students accepted for SU-21 or FA-21 will place two orders:

  1. After admission to program, order package MS97fpbg (fingerprint/background check).
  2. Once results have been cleared by the Radiologic Technology Clinical Coordinator, place order for the clinical requirements clearance/drug test: MS97fall

SU-21 students: (package will not be available until after March 1, 2021)

FA-21 students: (package will not be available until after June 1, 2021)

Graduate Programs

Students completing clinical/practicum for SP-21 will place two orders

  1. Order Package EY61spring (background check, drug test and clinical requirements clearance).
  2. Once a clinical/practicum site has been approved and finalized, order the appropriate package for fingerprinting clearance:

Clinical/practicum in OHIO: EY61fp

Clinical/practicum OUTSIDE OHIO: EY61fpnw

NOTE: Packages for SU-21 students will not be available until after March 1, 2021.

SP-21 students order Package YC15spring

One or more subsequent packages may be required (you will be notified by

CastleBranch or the Physician Assistant Clinical Coordinator)

Clinical/practicum in OHIO: YC15fp

Clinical/practicum OUTSIDE OHIO: YC15fpnw

Updated drug test: YC15dt

Master of Science in Nursing

Students completing clinical/practicum for SP-21 will place two orders:

  1. Order Package MZ30spring (background check, drug test and clinical requirements clearance).
  2. Once a clinical/practicum site has been approved and finalized, order the appropriate package for fingerprinting clearance:

Clinical/practicum in OHIO: MZ30fp

Clinical/practicum OUTSIDE OHIO: MZ30fpnw

NOTE: Packages for FA-21 students will not be available until after June 1, 2021.

Clinical Requirements Information

  • Document .pdfBackground Check and Fingerprinting


    Requirements for fingerprinting and background checks for clinical students

    Download
  • Document .pdfDrug Test Requirement


    Information on completing the drug test requirements for clinicals.

    Download
  • Document .pdfHealth Requirements


    Overview of Health Requirements

    Download
  • Document .pdfPhysical/Health Screening and Clinical Requirements


    Physical/Health Screening and Clinical Requirements Form must be completed and shared with Provider to determine action steps for health requirements. Document will NOT be uploaded to CastleBranch.

    Download
  • Document .pdfConfirmation of Physical Exam and Clinical Requirements Clearance


    Confirmation of Physical Exam and Clinical Requirements Clearance Provider's confirmation of physical exam (student will upload completed form to CastleBranch)

    Download
  • Document .pdfHealthcare Provider BLS


    Health records requirements per the American Heart Association for healthcare provider Basic Life Support (BLS)

    Download
  • Document .pdfTuberculosis (TB) 2-step and TB Renewal


    Complete this form for two-step and one-step TB vaccination renewal

    Download
  • Document .pdfTuberculosis (TB) Symptoms Review


    This document is a TB checklist only for use with Chest X-ray report

    Download

Additional Program Specific Requirements

  • Document .pdfHeartsaver Certification - Community Health Worker Students Only


    Heartsaver CPR AED Requirements for Community Health Worker Students Only

    Download
  • Document .pdfProfessional Licensure - Medical Imaging Students Only


    Health records requirements and professional licensure verification for Medical Imaging students

    Download
  • Document .pdfState RAD Licensure - Medical Imaging Students Only


    Health records requirements for current state radiologic licensure for medical imaging students

    Download
  • Document .pdfState RN Licensure - Master of Science in Nursing Students Only


    Health records requirements for current state RN licensure, relative to the Master of Science in Nursing program

    Download
  • Document .pdfNational Incident Management System (NIMS) Certificate Verifications - EMT and Paramedic Students Only


    Certificate verification for EMT and Paramedic students

    Download

FAQs and Tips

  • Document .pdfAutomatic Bars for Obtaining Nursing License Ohio Board of Nursing (PDF)


    A list of automatic bars for obtaining a nursing license in Ohio, relative to criminal background

    Download
  • Document .pdfCastlebranch Help


    A summary of multiple ways for students to receive assistance answering questions about Castlebranch health and background check requirements

    Download
  • Document .pdfCastleBranch Turnaround Times


    CastleBranch Turnaround Times

    Download
  • Document .pdfExemption or Due Date Extensions for Clinical Requirements


    Information regarding Exemption or Due Date Extensions for Clinical Requirements

    Download
  • Document .pdfPrinting the CastleBranch To-Do List (TDL) Summary


    Step-by-step instructions for printing a To-Do list on CastleBranch

    Download
  • Document .pdfResources for Obtaining Health Requirements


    Tips on Where to go for Physical, TB Test, Titers and Vaccinations

    Download
  • Document .pdfSpring 2021 Program Deadlines - Castlebranch


    Spring 2021 Program Deadlines

    Download
  • Document .pdfUploading Documents to CastleBranch


    Instructions on how to upload documents to CastleBranch

    Download
  • Document .pdfUploading Clinical Verification to Canvas - TDL Summary


    Instructions on how to upload To-Do List (TDL) Summary to Canvas for clinical verification

    Download