Nurses Hiring Compliance Guide for Pennsylvania - 2025

Hiring nurses in Pennsylvania requires strict adherence to licensing, credentialing, and regulatory requirements. This comprehensive compliance guide helps healthcare organizations avoid costly mistakes and legal issues.

Critical Compliance Requirements

1. Professional Licensing

PA Nurse License Requirements:

✅ Active, unrestricted license from Pennsylvania Board ✅ License verification through primary source (state board website/portal) ✅ Expiration date must cover entire employment period ✅ No disciplinary actions or restrictions

Verification process:

1. Request license number from candidate
2. Verify directly with Pennsylvania state board
3. Check for any restrictions or disciplinary actions
4. Document verification in personnel file
5. Set renewal reminder (30-60 days before expiration)

Red flags: 🚩 License expired or lapsed 🚩 Active discipline or investigations 🚩 Restrictions on practice 🚩 Out-of-state license only (must have PA license) 🚩 Temporary or provisional license for permanent role

2. Required Certifications

Mandatory certifications for Nurses:

✅ BLS (Basic Life Support) - Required for all clinical roles ✅ ACLS (Advanced Cardiovascular Life Support) - Required for acute care ✅ Specialty certifications - May be required based on department

Verification checklist:

• [ ] Certification cards received and copied
• [ ] Expiration dates noted in HR system
• [ ] Certifications are from accredited bodies
• [ ] Renewal reminders set

3. Background Checks

Pennsylvania healthcare background check requirements:

✅ Criminal background check

• National criminal database search
• State criminal records (PA)
• County criminal records (7-year history)
• Sex offender registry check

✅ Professional background verification

• License disciplinary history
• National Practitioner Data Bank (NPDB) query
• OIG/SAM exclusion list check
• State Medicaid exclusion check

✅ Employment verification

• Verify last 7 years of employment
• Contact previous healthcare employers
• Check for gaps in employment
• Verify reasons for leaving

✅ Education verification

• Degree verification from accredited institutions
• Clinical training programs verified

Disqualifying offenses: 🚫 Felony convictions related to patient care 🚫 OIG/Medicare exclusions 🚫 Drug diversion or controlled substance violations 🚫 Patient abuse or neglect 🚫 Fraud or financial crimes 🚫 Sexual misconduct

4. Drug Screening

Pre-employment drug testing requirements:

✅ 10-panel drug screen (urine or oral) ✅ Completed before start date ✅ Medical Review Officer (MRO) review of results ✅ Background check for prescription verification if needed

Pennsylvania-specific requirements:

• May require expanded panels in certain settings
• Follow Pennsylvania Department of Health guidelines
• Maintain confidentiality per HIPAA

5. Immunizations & Health Screening

Required immunizations and health clearances:

✅ COVID-19 vaccination (unless medical/religious exemption) ✅ Flu vaccine (annual, during flu season) ✅ MMR (Measles, Mumps, Rubella) ✅ Varicella (Chickenpox) or proof of immunity ✅ Hepatitis B series or declination form ✅ Tdap (Tetanus, Diphtheria, Pertussis) ✅ TB screening (2-step PPD or QuantiFERON Gold)

Documentation required:

• Immunization records from provider
• Titer results for immunity verification
• Annual TB screening results
• Health screening clearance form

6. Credentialing & Privileging

Medical staff credentialing (for providers):

✅ Primary source verification:

• Medical school diploma
• Residency/fellowship completion
• Board certification (if applicable)
• DEA registration (if applicable)
• Malpractice insurance
• Continuing medical education (CME)

✅ Privileging process:

• Define clinical privileges granted
• Review competency assessments
• Department chair approval
• Medical executive committee approval

Timeline: 90-120 days for full credentialing

7. I-9 and Work Authorization

Immigration compliance:

✅ I-9 Form completion within 3 days of start date ✅ Work authorization documents verified ✅ E-Verify (if required in Pennsylvania) ✅ Visa sponsorship documentation (if applicable)

Acceptable documents (List A - Identity & Work Authorization):

• U.S. Passport
• Permanent Resident Card
• Employment Authorization Document with photo

OR combination of List B (Identity) + List C (Work Authorization)

8. Malpractice Insurance

Professional liability insurance requirements:

✅ Occurrence-based or claims-made policy ✅ Coverage limits: Minimum $1M per occurrence / $3M aggregate ✅ Facility named as additional insured ✅ Certificate of insurance on file ✅ Tail coverage if claims-made policy

9. Continuing Education Compliance

Pennsylvania continuing education requirements:

• Nurses: XX hours per renewal period
• Specific topics required: [Pain management, domestic violence, ethics, etc.]
• Verification: Maintain certificates in personnel file
• Tracking: HR system alerts for upcoming renewals

Compliance Checklist for Nurses Hires

Pre-Offer Stage

• [ ] Verify active PA license
• [ ] Check OIG/SAM exclusion lists
• [ ] Verify education credentials
• [ ] Review professional references

Post-Offer, Pre-Start Stage

• [ ] Complete background check
• [ ] Drug screening passed
• [ ] I-9 and work authorization verified
• [ ] Immunization records reviewed and up-to-date
• [ ] Malpractice insurance secured
• [ ] Certifications verified (BLS, ACLS, specialty)
• [ ] NPDB query completed (if applicable)
• [ ] Credentialing application submitted

First Day

• [ ] I-9 physically verified
• [ ] Signed compliance attestations
• [ ] HIPAA training completed
• [ ] OSHA training completed
• [ ] Facility orientation completed

Ongoing Compliance

• [ ] Annual competency assessments
• [ ] License renewal tracking
• [ ] Certification renewal tracking
• [ ] Continuing education tracking
• [ ] Annual performance evaluations
• [ ] Re-credentialing (every 2 years)

Common Compliance Mistakes to Avoid

❌ Mistake #1: Starting employment before license verification

Risk: Practicing without valid license - facility liability Solution: No start date until license confirmed

❌ Mistake #2: Accepting expired certifications

Risk: Non-compliance with regulatory standards Solution: Verify expiration dates, require renewals before expiry

❌ Mistake #3: Incomplete background checks

Risk: Hiring problematic employees, regulatory penalties Solution: Complete all required checks before Day 1

❌ Mistake #4: Missing I-9 deadline (3 days)

Risk: Federal fines ($XXX - $X,XXX per violation) Solution: Complete I-9 on Day 1 or before

❌ Mistake #5: Not checking OIG exclusion list

Risk: Federal funding jeopardy, massive penalties Solution: Check monthly, document in file

❌ Mistake #6: Poor documentation

Risk: Audit failures, accreditation issues Solution: Maintain complete personnel files with all verifications

❌ Mistake #7: Ignoring state-specific requirements

Risk: State violations, licensure issues Solution: Stay current with Pennsylvania regulations

Pennsylvania-Specific Regulations

State Board Requirements

• Pennsylvania Board of Nurses: [Contact information]
• License verification portal: [Website]
• Disciplinary actions database: [Website]

State-Specific Laws

• [Key Pennsylvania healthcare employment laws]
• [Specific to Nurses regulation]
• [Any unique PA requirements]

Penalties for Non-Compliance

Facility Risks:

• Medicare/Medicaid exclusion: Loss of federal funding
• State licensure sanctions: Fines, license suspension
• Malpractice liability: If unqualified staff caused harm
• Accreditation issues: Joint Commission, DNV violations
• Civil penalties: $X,XXX - $XXX,XXX per violation
• Reputation damage: Public disclosure of violations

Individual Risks:

• Personal liability for HR/compliance staff
• Professional sanctions for hiring managers
• Criminal charges in egregious cases

Compliance Resources

Pennsylvania Regulatory Bodies:

• Pennsylvania Department of Health
• Pennsylvania Board of Nurses
• Pennsylvania Hospital Association

Federal Resources:

• OIG Exclusion List: oig.hhs.gov/exclusions
• SAM Exclusions: sam.gov
• NPDB: npdb.hrsa.gov

Compliance Tools:

• License verification services
• Background check providers
• Credentialing software
• Compliance tracking systems

Conclusion

Hiring nurses in Pennsylvania requires meticulous attention to compliance requirements. By following this comprehensive guide, healthcare organizations can avoid costly mistakes while ensuring quality, qualified staff.

Need help with credentialing and compliance? Contact HealthTal's Compliance Consulting →

Last updated: January 2025 | HealthTal Healthcare Recruiting | This guide is for informational purposes - consult legal counsel for specific compliance advice