quick reference guide - hireright · the report summary uses colored text and icons as indicators...

These materials are provided for general informational purposes. They are not intended to be comprehensive and should not be construed as legal advice. HireRight does not warrant any statements in these materials. HireRight’s products and services are provided under the terms and conditions of HireRight’s screening services agreement and any applicable product-specific addenda, and pursuant to HireRight policies, guidelines and procedures. Please contact HireRight for more information. HireRight’s private investigation licenses can be found at: https://www.hireright.com/legal/license-information/ Copyright © 2019 HireRight, LLC. All Rights Reserved. Reproduction and distribution of this publication in any form without prior written permission is prohibited.

of 22

HireRight Adjudication - Version 3.0

Quick Reference Guide

In this document:

• Overview: What is Adjudication

• To View the Completed Report • To Change Adjudication Status

• View Your Company’s Adjudication Guidelines

• Automated Pre-Adverse Action (PA) and Adverse Action (AA) Letters


of 22

What is Adjudication?

Adjudication is the practice of comparing screening results of an individual against the standards that

an organization has established in order to objectively determine if an individual’s background meets

hiring standards.

Why HireRight Adjudication?

Streamlines the process of evaluating your candidate’s results to identify the reports that require

individual review and assessment. Assures consistency in the review of results and allows the flexibility

to set a final adjudication status.

HireRight performs adjudication for many clients and has developed a flexible product that can be

tailored to the needs of your organization, including working with you during account implementation to

develop custom adjudication guidelines and/or custom adjudication statuses.

HireRight will alert you if reports need additional review based upon your eligibility criteria as outlined in

your adjudication guidelines. Employers review the reports with exceptions, and set a final adjudication

status.

Adjudication Guidelines are tied to the package, meaning customers can have different guidelines in

place for different packages or screening requirements. For example Hourly vs. Salaried hires.

Due to this enhancement, a la carte orders will not be adjudicated. If you order single services from

time to time, contact HireRight to have a single service package set up and the adjudication guidelines

tied to the package.

Service Levels for Adjudication

HireRight offers two levels of Adjudication services; Self-Adjudication and Managed Adjudication.

Self-Adjudication – is a completely automated process that allows HireRight to perform a preliminary

adjudication of completed reports. Reports that need additional review, will route to your Pending

Adjudication tab.

Adjudication Statuses set by HireRight may include the following:

▪ Meets Company Standards ▪ Client Review Required ▪ Canceled ▪ Applicable Custom Adjudication Status


of 22

Managed Adjudication – involves an initial automatic adjudication of completed reports. Reports with

discrepancies are manually reviewed by the HireRight Adjudication Team.

All reports that require client review will route to your Pending Adjudication tab. Briefly, the process is

as follows:

▪ Completed reports are sent through our automated adjudication process ▪ If there are results requiring additional review, the HireRight Adjudication Team reviews these

results for exceptions and sets the applicable adjudication status.

Adjudication Statuses set by HireRight may include the following:

▪ Meets Company Standards ▪ Client Review Required ▪ Pending - Potential Conflict ▪ Canceled ▪ Custom Adjudication Status

View Reports that are Complete

Access the Completed tab within HireRight and double-click on the individual to open the report.

Reports in the Completed tab are those that were either:

1. Adjudicated by you or HireRight as Meets Company Standards or equivalent 2. Custom or A la carte Orders that are complete and cannot be adjudicated (Status column will

reflect Discrepancy or No Discrepancy) 3. Adjudicated by you as Does Not Meet Company Standards or equivalent 4. Adjudicated as Canceled

1

3

2


of 22

To View Reports that require additional review and Adjudication

Access the Pending Adjudication tab within HireRight and double-click on the individual to

open the report. If using an integration, select to view or open the report in order to begin

Adjudication.


of 22


The Report Summary tab opens, displaying all products (sub-requests) contained in the order. The

Fulfillment Result column reflects the product fulfillment outcome, while the Adjudication Result

column reflects adjudication results.


of 22

The Report Summary uses colored text and icons as indicators to assist you in your initial review and

adjudication process. The standard statuses have green, black, and red statuses. Customers who

have custom adjudication statuses enabled, the flag and text color can be defined upon account setup.

Fulfillment Result column

Generally, Red f lag and font indicates review

needed. Green check mark means complete.

Yellow f lag signifies to take note.

Adjudication Result Column

Generally, a Green f lag and Meets or equivalent status appears for results adjudicated as MEETS.

A Yellow flag and Client Review Required or equivalent status appears for results that require review.

If there is no status, there was no result to adjudicate. See examples on the left.

o These settings may be configured during account setup.


of 22


If you hover your mouse over a product line (like Criminal Felony & Misdemeanor in the example

below) you can see a summary of the finding.

The Report Details tab displays all processing details and outcomes.


of 22

Setting Adjudication Status There are two ways to adjudicate the completed report:

I. Report Level: This allows one overall adjudication status to be applied to the entire background report

II. Product Level: This allows you to review and reconcile the specific guidelines requiring your review

Report Level Adjudication There may be times when you prefer to set an overall status vs. adjudicating each service result. For

that, use the Report Level adjudication option. Here are a few examples for when you may prefer to

use the Report Level setting option:

▪ If a service could not be conducted/verified due to missing information ▪ There is no established guideline for a specific result

1. To Adjudicate: Click the pencil icon, next to the adjudication status, at the top of the report to open the adjudication window


of 22

Report Level Adjudication

2. The top portion of the window allows you to view the background report in its entirety. The bottom portion displays any report level guidelines for ordered services and all the active adjudication statuses.

3. Move to the lowest portion of the bottom window to select the applicable Status and click Submit.

4. The system will ask you to confirm the status is correct. Click ‘OK’ to proceed, or ‘Cancel’ to return to the previous window.


of 22

5. The final adjudication status will be reflected on the report and the report post to the Completed tab in HireRight.


of 22

Report Level Adjudication | Override Feature For Customers who have both Report and Product Level Adjudication, you are able to set a finalized,

non-adverse status (i.e. Meets Company Standards, Canceled or equivalent custom status) to the

report and update that status to all product-level results in a single step.

• Click the Adjudication pencil at the report level.

• User selects the applicable

Adjudication status and selects

‘Submit’.


of 22

• Pop-up below is received.

• If ‘Yes’ is selected, then the report level and all product level adjudication statuses are updated

to reflect the final adjudication status, as shown below.


of 22

• If ‘No’ is selected, only the report level adjudication status will change .

• If ‘Cancel’ is selected, the User will return to the previous screen .


of 22

Product Level Adjudication Click the pencil icon next to each product that requires review. This allows you to view the specific

product details and to adjudicate at the product level. NOTE: The final adjudication status will be

reflected on the report once all sub requests have been adjudicated. However, if any one service is

adjudicated with a derogatory status, the most derogatory status is applied and there is no need to

adjudicate other services, if applicable.


of 22

Product Level Adjudication The top section displays the specific sub request or service result. You can switch to the Product tab if, for example, there are multiple reported items to view. The bottom section contains the applied product guideline(s) and applicable adjudication status. The default setting is to “Display applied guidelines only”. To view all product guidelines, select the “Display All Guidelines” radio buttons. Use the drop down menu to set the adjudication status.

Example: Motor Vehicle Records Check (MVR) which had a reported violation and requires

adjudication.

Applied Guideline

Result


of 22

Example: Display all Guidelines: Drug Test which had a positive result and requires adjudication.

Result

All Guidelines


of 22

Product Level Adjudication

1. Click the pencil icon in the Results Summary table under the Adjudication Status column to begin adjudicating.

2. Select the applicable status for each result requiring review using the pull down menu.

NOTE: The system will

automatically apply the

most derogatory status to

the report.

3. Click Submit to apply the status.

4. Click ‘OK’ to proceed, or ‘Cancel’ to return to the previous window.


of 22

5. If a final adverse status is selected, verify that you made an individualized assessment of the candidate’s background prior to making your determination.

Product Level Adjudication

Examples where the overall status is set to Does Not Meet Company Standards (or the equivalent custom status.)

The f inal adjudication status will be reflected on the report and the report will be moved to the Completed tab.* * See additional information in this guide on Pre-Adverse and Adverse Action Letters.


of 22

Additional Information Other: and Comments:

These areas are optional but provided to use, as needed, to enter additional details or reasoning for

the status setting, for documenting an additional reviewer’s name for the selected adjudication

status, etc.


of 22

View Your Company’s Guidelines (*Permission-based)

Typically, you will access your company’s full library of adjudication guidelines by doing the following:

1. Select “Guidelines” then “Adjudication Guidelines” from the left-side navigation window.

2. Double-click on one of the guidelines under the Active tab to view them. You can also print or download the guidelines.

1

2


of 22

3. The “Details” of the Adjudication Guidelines appear. The top section includes the active adjudication statuses associated with the specific guideline set and who the statuses are enabled for (i.e. Customer, HireRight Operator or Both).

3


of 22

Automated Pre-Adverse (PA) and adverse action (AA) letters

HireRight understands each customer has unique guidelines for hiring. HireRight’s automated Pre -

Adverse and Adverse Action Letters provide an automated service to our customers for those times

when a candidate does NOT meet a company’s hiring standards.

The Automated PA/AA Letter service is available to HireRight customers using our Adjudication

service. It is a custom-setting, and must be turned on for your account by HireRight. If you are

interested in having this service in your account, please contact your HireRight representative.

A Pre-Adverse Action letter, Summary of Rights document, and copy of the candidate’s background

screening report will automatically be triggered and sent to the candidate whenever an Adjudication

Result is set to “Pending Potential Conflict” by either HireRight or the customer. A notif ication may be

sent to the requestor advising them that these documents have been sent to their candidate.

The Adverse Action letter is automatically sent ONLY after a customer sets the Adjudication status to

“Does Not Meet Company Standards” (or equivalent final adverse status) and the pre -defined number

of days has elapsed.

PA and AA letter activity will be captured in the “Activity Log” at the end of the background report for

candidate viewing and in the history tab for your reference.

quick reference guide - hireright · the report summary uses colored text and icons as indicators...

Documents