At Bchex, a BIB Company, we prioritize the security and integrity of the data entrusted to us by our valued customers. In alignment with our commitment to safeguarding sensitive information, we have formulated a comprehensive data security policy that encompasses the usage, retention, and protection of data, specifically focusing on Personally Identifiable Information (PII).

Policy Rationale:

The decision to transition data to a cold storage facility after a period of five (5) years is grounded in our unwavering dedication to data security. This strategy has been strategically developed to address multifaceted concerns that arise from both a regulatory and operational standpoint.

Data Security Perspective:

The primary motivation for this approach emanates from a data security perspective. Our paramount objective is to ensure that customer PII remains invulnerable to any potential breach or unauthorized access. By transferring data to a specialized cold storage environment, we create an additional layer of protection against cyber threats and external vulnerabilities.

Insurance and Liability Considerations:

Furthermore, this policy has been shaped by considerations of insurance and liability. The prolonged retention of data carries inherent risks. By transitioning data to cold storage, we proactively mitigate these risks, thus aligning with best practices.  This not only fortifies our risk management strategies but also bolsters our commitment to safeguarding customer interests.

Data Retention Expectation:

In tandem with evolving regulatory guidelines, there exists a data retention expectation that mandates responsible data management. This expectation necessitates that we retain data for a specific duration to comply with legal and regulatory obligations. Our transition to cold storage facilitates adherence to these expectations in a manner that minimizes exposure and maximizes data security.

Technological Resources and Performance:

Contrary to potential misconceptions, this policy is not rooted in resource constraints from a technological standpoint. Rather, it underscores our resolute dedication to data protection. The decision is founded on the imperative of shielding data integrity over extended periods and reducing the liability associated with prolonged external data exposure.

Transparent Communication:

We acknowledge the importance of transparent communication with our customers. Hence, this policy is communicated to provide clarity on our data management practices. We understand that concerns may arise, and we are committed to addressing any queries or clarifications you may have regarding this policy.

For further information or inquiries regarding our data security policy, please do not hesitate to reach out to our dedicated support team.

Bchex is a founding member of the National Association of Professional Background Screeners (NAPBS), which has since rebranded itself to the Professional Background Screening Association (PBSA). Additionally, Bchex is an active member of several other professional organizations, including the American Association of Service Professionals in Aging (AASPA), the Society for Human Resource Management (SHRM), and the National Recreation and Park Association (NRPA).

https://www.bib.com/about

When Background Investigation Bureau was formed in 1995, our founding members followed their dream to build safer communities through innovative background screening products. Sometimes that meant delivering pizza during evenings and on weekends to make ends meet. Today, Bchex has built a business that delivers truth. Over the years, we’ve expanded our screening services and technology to make it easier and more affordable to hire employees and volunteers with confidence.

The change from Background Investigation Bureau to BetterChex (Bchex) marks a significant milestone in our company's history. Bchex represents our commitment to modern and technological innovation. The name, with its unique spelling and shorthand, conveys our distinctiveness in a crowded market. Our custom-designed logo and font underscore our originality, establishing 'chex' as our proprietary term. The color palette honors our past while signaling our future-focused vision. Bchex represents our dedication to leading the background screening industry with cutting-edge technology and unparalleled service.

As a leading background check company, Bchex helps businesses, schools, and nonprofits create a safer environment with high-quality background investigations, drug screenings, and occupational health services. We deliver ongoing value with flexible technology, a hands-on leadership team, and an uncompromising dedication to helping our customers overcome even the most complex background screening challenges.

Although we no longer deliver pizza, each member of our team is committed to delivering the same level of passion and dedication supported by our foundational values. Working as partners with our customers, we aim to create safer environments through quality background screening services.

— Ken Monroe, CEO 

About Bchex: Leading Background Check Company

About Bchex: Our Brand Transition

Bchex is a nationally recognized full-service screening provider, specializing in innovative background check, verification, validation and drug testing solutions for a variety of industries. Bchex focuses on the essentials that matter in screening: efficient turnaround times, high quality data, affordable pricing and outstanding customer service.

We delivers fast, accurate background checks with a conscience. Our screens are not just high-quality background screens, but we give every employer the ability to find out more truth about their future team members. At the intersection of Accuracy and Humanity is where you find the truth. We want to ensure every deserving candidate gets a chance at meaningful work and volunteer opportunities. This is us becoming part of the solution of a kinder and more productive world. 

By bringing a sense of humanity to the screening experience, we keep people and their workplaces safe while creating opportunities for those who deserve it. This is hiring for humanity. 

What we offer:

Superior technology that ensures speed and accuracy. Using AI-powered, next-gen tech creates client confidence. Knowing they’re using the newest tech makes them understand they’re getting the best results.

Ease of use. Our technology solutions make the process easy for both applicants and customers.

Customer service. Our service ratings are among the best across many industries. Clients know that they will get immediate and comprehensive customer service.

A unique, context-focused approach. Our context-based hiring allows customers to get a real picture of their candidates, ensuring that they hire the right person for the right job.

Aegis it the name of a leading edge technology that Bchex created to interface with background screening, volunteer management, health services, and other proprietary in-house applications. In other words, Aegis is a screening management software that helps clients with the operational management of their entire screening program.

Learn all about our technology at our website:  Bchex Background Screening Technology

On your Aegis Dashboard, you can find your Account Contact details:

This information is also available in the "My Account" section of Aegis.

To request updates for the Main or Billing Contact details, simply use the Notify Client Services button. Our team will contact you to verify the changes.

Alternatively, you can email us at clientservices@bib.com with this information. Please include the name and email address of the individual assuming the administrative role for your account.

For convenience, you can select automatic payments for your account within our secure invoicing site, https://invoices.bib.com/login.

How do I sign up for AutoPay?

You can enroll in AutoPay by going to the My Account page and clicking on Enroll in AutoPay. You will then be asked to enter in your payment method. Please be aware that this option will only be available if we have enabled AutoPay for your account.

When AutoPay is engaged then your payment method on file (card or bank account) will be charged automatically when there is a new invoice.

Note that the automatic payment is for the entire account and will apply to any other invoice issued to your account. 

Invoice and Payment Information

• Invoice Delivery: Invoices are emailed on the last business day of each month. Each invoice includes all orders that have been completed since the previous invoice was sent.

• Payment Portal: Payments can be made securely through our website at https://invoices.bib.com/login.

• Access Permissions: Only users designated as billing contacts with Bchex will have access to the payment portal. If you need additional billing contacts added, please have your account administrator submit the request to clientservices@bib.com.

Troubleshooting Login Issues

If you are unable to log into your account, there are a few common reasons why this may happen. Please follow the steps below to identify and resolve the issue.

1. Check for Past Due Invoices

If your account has outstanding invoices, you may be temporarily restricted from logging in.

• If you are a billing contact, you can review and pay invoices directly at: https://invoices.bib.com.

• Once payment is made, access will typically be restored.  You can expedite this process by emailing as at ar.admin@bib.com to notify us of the recent payment.

2. Account Inactivity

For security reasons, accounts that have not been used for an extended period of time may be marked as inactive.

• If you believe your account was deactivated due to inactivity, please contact our Client Services team at clientservices@bib.com to request reactivation.

3. Reset Your Password

Sometimes login issues are caused by an incorrect or forgotten password.

• Go to the login page and select “Forgot Password” to reset your credentials.

• Be sure to check your spam/junk folder if you don’t see the reset email.

Need More Help?

If you are still unable to log in after checking the items above, please reach out to our Client Services team at clientservices@bib.com. We’ll be happy to assist you further.

As our product offering is always being updated and changed, it is important to utilize the most recently updated list.  To find it, log in to your Aegis account. Locate the "BIB Product Disclosure" within the important documents and forms section.

TABLE OF CONTENTS

• Navigate to Aegis
• Trouble Logging In?
• How to Change Your Password
• How to Get Credentials

Navigate to Aegis

Log in at https://aegis.bib.com You can also go to our homepage, www.bib.com, then click Login in the upper right corner.

Trouble Logging In?

• You can click the “Reset Password” link at the log in page to set a new one if you have trouble logging in.
• You may also contact our Client Services team for assistance:
• clientservices@bib.com
• 1-877-439-3900

How to Change Your Password

Once logged in, in the upper right corner, click your name, then click “My Account."

How to Get Credentials

• Someone from your organization will need to request the credentials for you.
• An administrative user may send the request to clientservices@bib.com.
• Please reach out to a member of your organization if you require login credentials to the account.

TABLE OF CONTENTS

• The Dashboard Overview
• Quick Search
• System Messages
• Change Account
• Left Navigation Panel

The Dashboard Overview

The Dashboard is the first page you see when you log in:

The Dashboard gives you a snapshot of everything happening with your account.

• New Order – Takes you to the order entry page
• Review – This takes you to completed background checks that need to be reviewed
• Reports – This takes you to a useful account summary
• Videos – This takes you to a list of helpful videos for learning how to use the Aegis software
• Search – Takes you to an advanced search screen for finding orders

Quick Search

• This is a great feature that is right on the Dashboard
• It will allow you to quickly search for an applicant.
• Information is pulled from your entire account history unless a specific date is chosen.

System Messages

• Important system messages will appear here.
• Click on each one to see more information.

Change Account

• If you have multiple accounts, you can switch which account statistics you are viewing on the Dashboard.
• Click the Wrench Icon to bring up more options.

Left Navigation Panel

• The Left Navigation Panel shows all other areas of Aegis that you may need to visit.
• Options may differ based on how your account is set up.
• The menu can be “shrunk” or “expanded” by clicking the icon indicated.

TABLE OF CONTENTS

• My Account
• Go To Portal
• Email Notifications/Change Password
• Users

My Account

• This is found by clicking your name in the upper right corner of Aegis.
• The options shown may differ based on your permissions.

Go To Portal

• If you utilize a Secure Applicant or Secure Volunteer portal, a link to this portal is provided at the “Go To Portal” button.

Email Notifications/Change Password

• You can also turn on/off email notifications, update your email address, and change your password.

Users

• Only an Administrative user will be able to access this section.
• Click your name in the upper right corner and choose Users.
• You can change the permissions of your users here, add a user, or disable a user.
• Notice the Permissions Key on the left showing what each permission allows. 
• For more information, please see the FAQ regarding user management here:  Manage Users

TABLE OF CONTENTS

• Manage Users
• Add a User
• Duplicate User ID
• User Permissions
• View and Edit Users
• Disable a User
• Send Credentials
• Multiple Accounts
• Single Sign on

Manage Users

• Aegis now offers the ability to add a user to your current account.
• You can also edit their permissions, disable access, or resend credentials.
• Only an Administrative user can manage other users.
• Click your name in the upper right corner of Aegis and select “Users”

Add a User

• The top of the page offers a way to add a user the account.
• All fields are required.
• Be accurate when entering in the information, as it cannot be changed once the user is added.

• Be sure to send the user their credentials after adding them (Send Credentials)

Duplicate User ID

• If you choose a User ID that is already in use, a suggested replacement will be provided.  
• Click the suggestion to use this or change the User ID to something else.

User Permissions

• The permissions key provides more information about what actions you’d like to allow for your new user.

View and Edit Users

• You can view all users here and export a list of current users.  

If you have multiple accounts with Bchex, and you utilize our Single Sign On feature (discussed below), then an additional option will be provided to export users of all your linked accounts.  

• Current permissions are indicated by a blue check mark.
• To update the permissions, select each one the user will need, or deselect any you no longer want them to have.
• Click the green check mark to save your changes.

Disable a User

• To disable a user, simply click the red trash icon.
• A confirmation message will appear.
• Once a user is disabled, they can only be re-enabled by a member of Bchex Client Services.  Please contact us if you need assistance in re-enabling a user.

Send Credentials

• Has one of your users forgotten their password?   
• Have you added a user recently and wish to send an automated email with their user information rather than notifying them manually?
• Simply click the blue envelope icon to send credentials to that user.

Multiple Accounts

• If your organization has multiple accounts, you will need to log into each one separately to add a new user to each account if they need access to all of them.
• If you are not sure what account you are currently logged into, you can click My Account and check the account information in the upper left corner.

Single Sign on

• If your company utilizes single sign on (a single set of credentials to access multiple accounts) please contact Bchex Client Services to have this set up for your new user as this feature is not yet accessible through Aegis.

TABLE OF CONTENTS

• Background Check Orders
• Searching
• Advanced Search - Creating a Filter
• Folder Color Indication
• Status
• ETA Tool
• Sorting
• Hiding
• Viewing Results
• Making Decisions
• Where to Upload a Document
• Finding an Authorization/Release Form
• Applicant Actions
• Secure Volunteer/Secure Applicant Actions

Background Check Orders

• To see the progress on current or past background check orders, use the left navigation panel.
• Click Orders>Background Check Orders.
• Depending on the services you have, you may not see all options shown.

Searching

• You can narrow down results shown in many ways.
• Note that the default date range is the last 90 days.  If you need results outside of this range, you can change the date range by clicking in the box.
• To search for results from All Time, choose “Clear.”
• Notice that you can also search by Status.
• Once you have all search parameters that you need, click Search to load the results.

Advanced Search - Creating a Filter

If you commonly use the same search parameters, you can save this as a filter, shown below.

Choose parameters you’d like - Click “Search.”

• In this example I have chosen to clear the date range, Status “Corp Review,” Package name “Standard,” Requestor “Mary Smith.”

Click “Save” to save your parameters.

• You may call this anything you’d like, and can even save it as your Default filter.

Folder Color Indication

• The color of the folder next to each applicant’s name indicates if there is a Hit or if there is No Record in the background check.

Status

• Corp Review/Needs Decision – The background check is complete and is awaiting your decision.
• Pending – The background check is currently being processed.
• Approved – Applicant was marked as “Meets Guidelines.”
• FCRA3/Not Approved – Applicant was marked as “Does Not Meet Guidelines.”

ETA Tool

• The ETA Date is shown in the third column under your Order List.
• This will be updated once we start processing the order.
• The ETA will appear red if it has gone past the expected completion time.
• More information about the ETA can be found by clicking the applicant’s name.

Sorting

• Simply click the Arrows as shown to sort that field in ascending order.
• Click again for descending order.
• By default this is listed by order date, from newest to oldest.
• The order list can be sorted by any of the fields listed:
  • Name
  • Order Date 
  • ETA Date 
  • Package
  • Requestor 
  • Product  
  • Status 

Hiding

• An Administrative user can choose to “hide” results of a background check if they would like to. 
• This can make it easier to find results as only ones that are not hidden will be shown.
• Click the checkbox next to the name, then click the Green Checkmark to hide, you can select multiple at a time.
• To find a “Hidden” result, be sure to choose “Include Hidden” when searching.
• Only completed Background Checks can be hidden.

Viewing Results

• There are two ways to view the results of a background check.
• If the status says “Complete”, "Needs Decision" or “Corp Review” – the result is complete and ready to be viewed.
• Click on the status to open in a new window.

You can also click on the name of the applicant, then choose Report.

Making Decisions

• If your account utilizes Policy Management then you will need to make a decision on completed background checks.
• Open the result and at the top you will find a list of choices.
• Choose if the applicant “Meets” your guidelines or “Does Not Meet” your guidelines, then click CHANGE.
• Only an Administrative user can make the decision.
• Decisions can only be made within 90 days after the background check is completed.  After this, the decision option will no longer be available.

Where to Upload a Document

• Sometimes a document is needed by our Research Team to complete a request.
• If you manually enter a background check order and you would like to keep a copy of the signed authorization form, you may want to save it to the applicant profile.
• Click the applicant’s name, then click “Documents,” then “Add Document.”
• This is the most secure way to provide us documents.   Please do not email any unsecured documents containing Personal Identifying Information (PII) such as Date of Birth, SSN etc.

Finding an Authorization/Release Form

• If you utilize an applicant entry feature such as Secure Volunteer, Secure Applicant, or Applicant Express, you may need access to their signed authorization form.
• To find this form, click on their name under Background Check Orders, look under Account Actions.
• Click View Release.
• In some cases this may also be found under Documents.

Applicant Actions

• A few helpful actions are available by clicking the applicant’s name.
• The Question Mark allows you to easily submit a support request regarding that applicant.
• The Envelope allows you to email the applicant.
• If the applicant has applied through Secure Volunteer/Secure Applicant, an Edit button will be available to allow you to update their email address, or mailing address.

Secure Volunteer/Secure Applicant Actions

You can view the expiration date, resend the approval, add/change a location, and Suspend the account.

Only an account Administrator can suspend a Volunteer and see the reason they were suspended – all other users will only see a notice of suspension.

All items can be found by clicking the name in Aegis.

TABLE OF CONTENTS

• Managed Services Orders
• Searching
• Searching By Service
• Exporting to Excel
• Sorting
• Status – Drug Screens
• Status – DOT Physicals
• Order Details
• Order Notes
• Order Confirmation Form

Managed Services Orders

• To see the progress on current or past managed services orders, use the left navigation panel.
• Click Orders>Managed Services Orders.
• Depending on the services you have, you may not see all options shown.

Searching

• There are many ways to narrow the results.
  • Name
  • SSN 
  • Date 
  • Status 
  • Service 

• Notice that only the last 60 days are shown in by default.
• To show results from all time, choose All. 

Searching By Service

• If you are only looking for results for a certain service, or services, select the ones you need in the Service list.
• To select multiple services, press and hold the Ctrl key and click each one you need.

Exporting to Excel

• If you’d like to export your list of Subjects to Excel, you can do so by clicking the Export to Excel button under the search options.
• This file is just a list of the names and services ordered, and does not contain detailed results data.

Sorting

• Simply click the Arrows as shown to sort that field in ascending order.
• Click again for descending order.
• By default this is listed by order date, from newest to oldest.
• The subject list can be sorted by any of the fields listed:
  • Name
  • Date Ordered
  • Date Completed
  • Reason 
  • Location  

Status – Drug Screens

• Depending on the service, you may see different types of statuses.  
• Click the Status to see more information.
• For Drug Screening, you may see any of the following:
  • Ordered
  • Negative
  • Neg-Dilute
  • Positive 
  • Pos-Dilute
  • Non-Contact Positive  
  • Refusal To Test
  • Test Cancelled    

Status – DOT Physicals

• For DOT Physicals, the status will change from “Ordered” to the result of the exam.
• Click the status to see the exam documents.  
• You may see the following statuses:
  • Qualified – 2 Year
  • Qualified – 1 Year 
  • Qualified – Other 
  • Awaiting Addl Info 
  • Unqualified 
• If the status shows “Awaiting Addl Info,” the pending exam will be provided.   Under the name of the applicant you will see the Needs Attention alert.

• Click on this to see more information about what is needed for the employee to pass the exam.

Order Details

• To see more options for each order, click on the Name of the employee.
• Here you can request to cancel the order, add a new service, edit the information in the order (email address or expected clinic visit date) or request a status update.
• The status update will open an email either to the applicant, or to Bchex Client Services with a preformatted request for an update.

Order Notes

• Sometimes you can find notes in an order.  If the applicant has called and spoke to us, or we have contacted the clinic, we will leave a note.  
• If there is an available Note, you will see this under “Notices.” 
• Click on either Notice to see more information.

Order Confirmation Form

• To print or resend the applicant’s Order Confirmation form, click the appropriate button in their order details.
• The Order Confirmation form is the document they need to present to the clinic. 

TABLE OF CONTENTS

• Placing a Background Check Order
• Fill Out Subject’s Information
• Verify Information
• Additional Options
• Review Order
• Submit Order
• Order Confirmation
• Additional Options – Applicant Express
• Additional Options – Secure Volunteer

Placing a Background Check Order

• On the Left Navigation panel, choose Orders > New Background Check Order.
• Depending on your account settings, you may not see all options shown here.

• If you have multiple accounts, please choose the appropriate account from the drop down box.

• Next choose the search option or “Package” that you wish to order.

Fill Out Subject’s Information

• Make sure to fill in all required fields.   These are indicated with the * symbol.
• Up to 2 AKA names can be added.  If you need additional names searched, a new background check order must be entered.
• When done, click “Begin Order” to move to the next step.

Verify Information

• A pop up box appears to allow you verify the information you entered prior to moving on to the next step.
• Please read over this carefully as you will not be able to edit it past this point.
• Click Confirm and Continue to move to the next step.

Additional Options

• Some search packages require you to choose an option under Criminal and Civil Check.  Otherwise you can leave this section blank.

• Read and agree to the Terms of Agreement then select Verify Form to move to the next step.

Review Order

• A summary of your order will appear on the final page.  Please look over the information to be sure it is correct.  At this point you cannot edit the name information, but you may choose to Cancel Order by clicking that option at the top.
• You have the option to be emailed when the report is complete.
• You may also upload any documents relating to the order at this point.  These can also be uploaded at a later point in the applicant’s profile after submission.

Submit Order

• If everything is correct and you are ready to place the order, click Agree and Submit.

Order Confirmation

• If the order was successfully submitted, you will see this pop up message.  Click “OK” to be taken back to the New Order screen.

Additional Options – Applicant Express

• If your account utilizes Applicant Express, you will be given the option to email the request to the applicant as shown.   More information about this is provided in the Applicant Express Guide.
• You can choose to switch to Manual Entry if you’d like by pressing the button at the top.

Additional Options – Secure Volunteer

• If your account utilizes Secure Volunteer or Secure Applicant, and you choose a package that is associated with that product, you will be given the option to make this a Secure Volunteer/Secure Applicant order.
• This will allow the applicant to receive a volunteer card and expiration date just as though the applicant had submitted the application through the portal.

• You will be responsible for collecting the applicant’s signed authorization for the background check.
• You have two options at the end of the application:
  •  Agree and Submit – The application will be completed and appear under “Requests.”
  • Agree, Submit & Approve – The application bypasses the “Requests” tab and goes straight into background check processing.

TABLE OF CONTENTS

• Placing a Managed Service Order
• Create a New Managed Service Order
• Complete Order

Placing a Managed Service Order

• On the Left Navigation panel, choose Orders > New Managed Service Order.
• Depending on your account settings, you may not see all the options shown here.

Create a New Managed Service Order

• Fill in all information requested.  The Driver’s License and state are required for any DOT order.
• The Employee Position and Other Information are both optional.

• To the best of your ability, choose an expected clinic visit date.  This will not affect the applicant’s actual appointment date.  Our system will start alerting the applicant regarding an update to their order when this date passes and the order is still open.
• Choose the appropriate reason for the service.

• Choose the Job Type first, then the available options will appear.
• Once you have chosen the services you need, click Choose Providers to be shown a list of clinics to choose from.
• You may also update the ZIP code if a facility is needed in a different area.

Complete Order

• Once you have selected a clinic, the clinic information will be shown. 
• You can choose to add a note to the order.   The note will only be viewable internally by those in your organization that have access to Aegis.
• Choose Save and Email Donor to complete the order.

• If you do not want the applicant to be given the information regarding the service you order, as in the case of a Random test, or a Reasonable Suspicion, use your own email address in the order, and the confirmation information will be sent to you.
• When placing a drug test order, you must always choose Save and Email Donor.  The other option, Save and Print Auth Form will not provide the necessary information for the clinic to perform the drug screen.
• Only use this option if you are told to use it.

TABLE OF CONTENTS

• Custom Orders
  • Placing a Custom Order
  • Custom Criminal and Civil Check
• International Orders
  • Placing an International Order
  • International Criminal Check
  • International Verification
• Batch Orders
  • Placing a Batch Order
  • Additional Information Regarding Batch Orders

Custom Orders

• Aegis allows you to place a Custom Order if you are needing something specific that may not match a package option that you already utilize.
• Custom Orders are priced “a la carte” unlike packages that may be set up for you.  
• Custom Orders must be manually keyed in by an account user and cannot be used with applicant entry services like Applicant Express, Secure Applicant or Secure Volunteer.

Placing a Custom Order

• Use the Left Navigation panel to go to New Orders > New Background Check Order.
• Under the Search Option, choose Custom.
• Choose which searches you’d like.  
• Choices shown may differ depending on how your account is set up.

Custom Criminal and Civil Check

• You have the option to choose multiple types of Criminal and Civil checks.
• Choose the Search Type first: 

• Then choose the area you'd like to search:

International Orders

• At BIB we also offer International Background Checks and Verifications.  These require special documentation and must always be entered by an account user as a Custom order.
• Required documentation can be found in Aegis by using the Left Navigation panel to go to Resources>Documents and Forms.
• If the country you need is shown in the list, make sure to have your applicant fill out that document.  If not shown, please use the Standard International Criminal Background Check form.

Placing an International Order

• Begin by navigating to New Orders>New Background Check Order.
• You will then choose the Custom option.
• Make sure to check the box for Criminal/Civil Court Search for a criminal check.

Fill in the applicant's personal information on this page.  On the next page you will pick the jurisdiction you want to include in the order:

International Criminal Check

• To indicate an international background check is needed, choose the search type as Criminal Record, and the area as International.  The state field is no longer changeable.  Then in the last field, choose the country you need.

International Verification

• When ordering an international verification, be sure to choose the search type International.  You may then select the required county from the drop down list.

Batch Orders

• Aegis offers the ability to submit many background checks simultaneously via a Batch Order.  
• This is only available for clients who are billed for background checks, not applicant-pay accounts. 
• There are many options for the type of background check you would like to run.
• Some companies utilize this feature to rescreen their current employees on a regular basis.  

Placing a Batch Order

• Use the left navigation panel to go to New Orders > Background Batch Upload. 
• The Upload Tool gives you information regarding the required file name and format, and a place to upload the file.
• Pending Batch Lists will show you any files that have not yet processed, or failed to process due to an error. 
• Completed Batch Lists gives information about batches already uploaded and processed previously.

TABLE OF CONTENTS

• Select “New Data Entry Form”
• Select Packages
• Click Continue
• Search for Previous Orders
• Search Results
• Enter/Verify Subject Information    
• Additional Data for Managed Services
• Choose a Provider
• Selected Clinic(s)
• Verify Order
• Search Options
• Review Order
• Email Options

Select “New Data Entry Form”

• To utilize the new consolidated order entry, it will be located on the Dashboard as shown.  
• Once this is utilized for all orders, the option for “New Order” will take you directly there.

Select Packages

• Select what you need from each option.  You will be shown any available choices underneath each option.
• Your options may differ depending on what services are available to you in your account.

Click Continue

• Once you are done selecting the services you need, click the Continue button at the bottom of the page to proceed with the order.

Search for Previous Orders

• The Consolidated Order Entry system allows you to search for a previous order for your applicant so that you do not need to re-enter all their information in.  You may search by any of the fields shown:

Search Results

• If no previous applicant can be found by the system, you can choose to start a blank order by selecting that option.   This will fill in any information you have already entered to search in the fields.

• To use a result to start a new order, you will see the option “Begin Manual Entry Order” as well as when the previous order was placed.   Click “Begin Manual Entry Order” to begin.

Enter/Verify Subject Information    

• The system will automatically fill in all the information that is has from the previous order.  
• Please review the information for accuracy or add any information that is needed.

Additional Data for Managed Services

• Fill in the expected clinic visit date and reason for services:

• Select “Choose Providers” to be given a list of providers.  You can change the zip code you are searching in by entering it in the box to the right.

Choose a Provider

• Depending on the services you’ve chosen, and your location, your options may differ.
• Select one option for each service then click Continue.

Selected Clinic(s)

• The selected clinics will appear at the bottom once you have made the selection.

• If you are ready to continue, click “Verify Order.”

Verify Order

• Please review the information for accuracy. 
• If it is not correct, close the review box by clicking the X in the upper right corner and make any corrections prior to pressing “Confirm and Continue.”

Search Options

• The next page will provide you options related to the Background Check you have selected.  You must agree to the terms at the bottom and click “Verify Form” to proceed with the order.

Review Order

• The final step is to review your order.  You will be given the subject information, the background check searches that will be performed, and an option to be notified via email when the background check is complete.
• Choose how you would like the applicant to receive the authorization form.  If they are needing a drug test, please make sure to select the option “Submit and Email Auth Form”

Email Options

• You can choose which email address receives the managed services authorization form.  You can add the donor’s email, your own email, or type any other email.   You can select up to 5 recipients.

• This is the final step, and you are now ready to place a new order.

•Only an Administrative user can manage other users.

•Click your name in the upper right corner of Aegis and select “Users”

•The top of the page offers a way to add a user the account.

•All fields are required.

•Be accurate when entering in the information, as it cannot be changed once the user is added.

After adding a user, make sure to send their credentials by clicking the blue icon below:

Please refer to the FAQ article describing this more about this process here:  Manage Users

If you need further assistance, you may send a written request with the name and email of the user. 

Please include their account permission level.

The available permissions include:

Requests: Place new orders 

and/or:

Results: See results of completed searches 

and/or:

Statuses:  See if order is pending or complete

and/or:

Admin: Can make a decision on completed searches and add/remove users on the account

Navigate to https://aegis.bib.com/index.cfm/auth/login

You can also go to our homepage, www.bib.com, then click “Login” in the upper right corner.

Having trouble locating a background check order?  Try some of these tips.

• Try Changing Your Date Range
• Try Including Hidden Results
• Use Less Data in your Search
• Multiple Accounts?
• Quick Search Tip

Try Changing Your Date Range

•Click in the Dates box to change the date range.  The results may be older than the default range.

•You can also click “Clear” and this will allow you to search results from all time.  *Note that orders are only available for 5 years in the Aegis system.

Try Including Hidden Results

•To include any Hidden results in your search, be sure to select this option.

Use Less Data in your Search

•Try to include less search parameters.  In the first case we are searching for Amber Taylor, with the SSN 999-99-9999, who is in a “Meets” status.  If any of this data is wrong, or mistyped, the result will not appear.

•Instead try searching by just the last name, or just the first name.  You can even type just a few letters of the first or last name. 

Multiple Accounts?

•If you have multiple accounts with BIB, it may be that you are logged into the wrong account.  

•To find out which account you are logged into, click your name in the upper right corner and choose My Account.

•The account information is listed under your name on the left side of the page.

Quick Search Tip

•You can quickly search for a result right from the dashboard.  By default, this includes orders from all time, but you can choose to enter a specific order date/date range if you wish.

•You can click the “Forgot Password” link at the log in page to set a new one if you have trouble logging in.

•Your password may be expired, the system requires you to set a new password once it is expired.

•You may also contact our Client Services team for assistance:

clientservices@bib.com

Click "Reports" on the left navigation panel of Aegis.  Choose "Secure Volunteer."  On this page, choose what you would like to see in the report.  You may generate the report directly in the browser or generate an Excel document.

Please see more information in our training document.

TABLE OF CONTENTS

• Password Expiration
• Forgot Password?
• Change Password

Password Expiration

Aegis user passwords are valid for 90 days.  5 days prior to your password expiring you'll receive a reminder to create a new password:

Another reminder will go out 24 hours prior to expiration:

If you allow your password to expire before updating it, you'll see the following message.  You won't be able to log back in until a new password is set:

Forgot Password?

If you get locked out of the account, click the Reset Password? option on the log in page:

You can use your email address or username to reset your password, however, if you have multiple accounts, you'll need to use your username so our system will be able to determine which account you are unlocking.  Your email address could be associated with multiple accounts.

If you enter your email address and it turns that your email address is used in more than one account, you will see the following error message:

In this case, please try entering your username instead of your email address.

The next screen will appear asking for 6 digit code, or PIN, which will be emailed to you:

Here's what you can expect the email to look like and say.  The email should arrive within a couple minutes.  

Go ahead and enter the code, then click Next:

Now you can choose a new password:

Change Password

If you'd like to update your password, you don't have to wait for it to expire, you can do so at anytime.

Once logged in to Aegis, in the upper right corner, click your name, then click “My Account”

Scroll down to the Change Your Password option

•Someone from your organization will need to request the credentials for you.

•An administrative user may send the request to clientservices@bib.com.

•Please reach out to a member of your organization if you require login credentials to the account.

Documents can be uploaded at the time the order is placed manually or post entry directly in the applicant profile under the documents section. 

Sometimes a document is needed by our research team to complete a request.

If you manually enter a background check order and you would like to keep a copy of the signed authorization form, you may want to save it to the applicant profile.

•Click the applicant’s name, then click “Documents,” then “Add Document.”

•This is the most secure way to provide us documents.   Please do not email any unsecured documents containing Personal Identifying Information (PII) such as Date of Birth, SSN etc.

If the error message indicates that the address is too long, you can manually adjust this by clicking "Edit" on the request.  If the error message is something else, please contact Client Services for assistance at clientservices@bib.com.

More information can be found in our training guide.

Click your name in the upper right corner of Aegis and choose "My Account."  The option to turn on/off Auto Email Locations is in this area, along with the status of whether the feature is currently on or off.

Bchex, a BIB Company, offers an automated Adverse Action process.  In this process, FCRA letters of Adverse-Action, Summary of Rights and a Consumer Report are automatically sent to applicant when required.  This process must be followed if an applicant is denied a position based on information contained in their consumer report (Background check).

If you take adverse action based on information in a consumer report, you must notify the applicant. Your notice may be oral, written or electronic and it must contain certain information: FCRA § 615(a)

• The name, address and phone number of the CRA (Consumer Reporting Agency) (including a toll-free number for nationwide CRAs) that supplied the report.
• A statement that the CRA didn’t make the adverse decision and can’t explain why the decision was made.
• Notice of the consumer's right to a free copy of their report from the CRA if they ask for it within 60 days. FCRA § 612
• Notice of the consumer's right to dispute the accuracy or completeness of any information provided by the CRA. FCRA § 611
• The consumer’s credit score, if a score was used.  

If your company utilizes Bchex Adverse Action process, you need only mark the order as "Does Not Meet Guidelines," and Bchex will take care of the rest!  Here is what you can expect to see throughout the process, once an applicant has been marked as not meeting guidelines:

	The FCRA1 status means the first letter has been generated and will be mailed out that day.
	The FCRA2 status means that 10 days has passed since letter one was sent, and the second letter has been generated and will be mailed out that day.
	The FCRA3 status means 3 days have passed since the second letter was sent, and the process is now complete.

To get an idea of what is sent to the applicant, you can view Sample Letters of Adverse Action in Aegis, under Resources > Documents and Forms.  

If you are interested in utilizing this service, please contact us at clientservices@bib.com to learn more! 

You can view more information on the Adverse Action requirements at the Federal Trade Commission website:  Using Consumer Reports for Credit Decisions: What to Know About Adverse Action and Risk-Based Pricing Notices

According to the Equal Employment Opportunity Commission (EEOC) guidelines, it is recommended that employers maintain a record of the applicant's authorization and release forms for a period of two years. This practice serves as a crucial aspect of compliance with federal regulations governing the hiring process. By retaining these documents, employers not only demonstrate adherence to legal requirements but also establish a systematic approach to documentation that can be valuable in the event of an audit or legal inquiry.

Preserving a copy of the applicant's authorization and release forms for the specified duration ensures that the organization has a comprehensive record of the candidate's consent to background checks and other pre-employment inquiries. This information may prove essential in addressing any disputes or discrepancies that may arise during the hiring process or later stages of employment.

Additionally, the two-year timeframe aligns with the EEOC's expectations for the retention of relevant records, allowing employers to fulfill their obligations without unnecessarily burdening their record-keeping systems. Employers should also be mindful of state-specific regulations, as some jurisdictions may have additional requirements or varying retention periods.

In summary, the retention of applicant authorization and release forms for a minimum of two years not only upholds legal compliance with EEOC standards but also contributes to a well-documented and organized hiring process that can be instrumental in navigating legal and administrative challenges.

 For more information see "What employers need to know - FTC and EEOC" under the Resources tab in Aegis, or visit the EEOC Website.

Login to Aegis. Select "Orders" and then "Background Check Orders." The order list will display a list of your applicants. Enter the your applicant's search credentials (i.e. applicant's name). Click the "Include Hidden" button and then click "Search" or enter to initiate the filtering process.

More information can be found in our training guide.

You have 90 days to make an decision on your applicants.

Once 90 days has passed a decision cannot be made on an application.  It is our recommendation to process a second screen on this individual.

Please email Client Services at clientservices@bib.com.  We will be able to place your applicant back into corporate review as long as it has been less than 90 days from the completion date.  You may then make a new policy decision.

As part of our commitment to transparency and effective communication, we want to inform you about the sources of data we utilize for the county criminal services we provide. Our data is derived from two distinct sources, each contributing valuable information to ensure accuracy and completeness. 

The first source involves electronic public access, allowing us to consistently obtain data efficiently. This method provides us with a comprehensive dataset, enabling us to retrieve information as far back as it is available.

The second source involves the utilization of court runners, individuals who physically access court terminals to gather relevant data. However, it's important to note that this method has certain limitations. Court runners typically retrieve information spanning between 7-10 years, depending on the specific court and the accessibility of the terminal. Due to the evolving circumstances surrounding COVID-19, we have observed a noticeable decrease in accessibility to some terminals, impacting the extent of data we can obtain through this channel outside of the 7-10 year scope.  

If you have questions or would like to explore pricing options for extending the retrieval of data beyond our standard parameters, we encourage you to reach out to our Client Services team. They are equipped to address additional questions and can seamlessly direct you to our dedicated Customer Success team for detailed discussions on pricing structures tailored to your specific needs.

It is up to your organization if you will accept the application without a social security number.  Please understand that we cannot guarantee a full and complete background check without this information.  We use this information for a variety of reasons, but most importantly to track past possible addresses, names and date of birth for the applicant in order to help verify information entered by the applicant, and add jurisdictions to the order to check for possible records. 

If the applicant does not wish to provide/does not have a social, please contact Client Services with options on how to proceed.

You are responsible for sending out an adverse action letter per FCRA guidelines. Contact Client Services at clientservices@bib.com if you would like for Bchex to handle this service for you.  You can read more information about the process here:  Adverse Action Process Overview

Please see the Resources section of Aegis to locate all International documents and requirements.  More information can be found in our training document.  

Log into the Aegis site.  Click Orders > Managed Services Orders.  You may utilize the search functions at the top to locate the applicant.  If the documents are not yet available, you may request a status update by clicking the name of the applicant, then choosing "Status Update."

More information can be found in our training guide. 

Pull up their order in Aegis by navigating to "Orders > Managed Services Orders."  Click the name of the applicant.  Choose PRINT or EMAIL under Order Confirmation.  If for any reason this does not provide the information you need, please contact Client Services at 877-439-3900 or clientservices@bib.com.

*Note - this only works with orders that are NOT expired.  If the authorization form is expired and you need a new one, you must contact clientservices@bib.com so that we may generate a new one for you.  

These typically take 2-3 business days, but delays can be caused by many factors:

1. Positive or Inconclusive Results: Positive or non-negative results often require additional confirmation testing to ensure accuracy, which can extend the timeframe.

2. Lab Backlog: High testing volumes can delay processing, especially in busy periods.

3. Sample Issues: If the sample is insufficient, diluted, or contaminated, the lab may require a re-collection or extra analysis steps.

4. Medical Review Officer (MRO) Review: If an MRO review is required, such as for positive results or prescription medications, the review process can add a few extra days.

5. Logistical Delays: Transportation issues, such as shipping delays or errors in documentation, can impact the time it takes for the sample to reach the lab.

If the order is less than 90 days old, please contact us at clientservices@bib.com for a new form.  If the order is older than 90 days, please place a new order. 

A refusal to test means that the donor did not complete the drug/alcohol screen collection protocol.  Once the collector begins the collection process at the clinic, the donor must move forward and comply with the testing requirements. If at this point they interfere with the process or decide to leave early, this is considered test refusal.  All test refusals must be disclosed to DOT-covered employers for two years. 

Other factors that may be considered test refusal (aside from not completing the test) include:

• Leaving the testing site before permitted, or refusing to allow monitoring of the specimen provided.
• Wearing any type of prosthetic device that may alter testing.
• Not taking additional tests or having a medical exam when required.
• Not providing enough urine for testing without a valid medical reason.
• Failure to comply with any aspect of testing.
• Confirmation that the specimen was altered or substituted either through admission by the applicant or discovery by the Medical Review Officer.

For any DOT Driver, please refer to the FMCSA FAQ to understand what an employer needs to know in this situation.

Pull up their order in Aegis by navigating to "Orders > Managed Services Orders."  Click the name of the applicant.  Choose PRINT or EMAIL under Order Confirmation.  If for any reason this does not provide the information you need, please contact Client Services at 877-439-3900 or clientservices@bib.com.

*Note - this only works with orders that are NOT expired.  If the authorization form is expired and you need a new one, you must contact clientservices@bib.com so that we may generate a new one for you.  

Test Cancelled-Invalid Results (non-dot results)

The MRO office has created this sheet to help our clients better understand our process regarding non-dot invalid lab-based results.

Reason for Invalid- The MRO team will not add the reason a test was invalid on the result as we follow the same protocol as DOT results. It will say “Invalid Result” and be closed as test cancelled. For DOT results we are not allowed by regulations to add that reason, therefore we follow the same protocol for non-dot results. 

The way to best explain this to your client is when a test is invalid that means the lab couldn’t complete testing on the specimen. It doesn’t necessarily mean the donor did anything wrong. A result can be Invalid for many reasons. The lab or the MRO cannot say exactly what happened to cause that result to be invalid.  If during the donor interview with the MRO team, the donor admits to tampering with the sample, the result will be reported as a refusal to test with a condition of “donor admitted to tampering”.   

In reference to whether a recollection should be conducted after the initial test has been cancelled for non-dot results, this would default to company policy.  For DOT results, the MRO will add a comment advising if a recollection under direct observation is required.

If a client would like the reason for the invalid on a cancelled test, they may email our compliance team at compliance@i3screen.com and request that. 

Thank you.

              Janelle Jaworski , MD

             Chief Medical Review Officer                                                  

       9501 Northfield Blvd, Denver, CO 80238

TEL 877.585.7366 FAX: 855-253-5666

www.mro@i3screen.com