From Application to First Hire: A Complete HCQC Licensing Guide for Nevada Long Term Care Facilities

Opening a long-term care facility in Nevada is a rewarding but process-intensive undertaking. Before your doors open, before your first staff member is hired, and well before a resident ever receives care, your facility must be fully licensed through the Bureau of Health Care Quality and Compliance (HCQC) and compliant with the background check requirements of NRS 449. These are not parallel tracks. They are sequential ones, and understanding the order of operations is what separates a smooth licensure from a frustrating and costly delay.

This guide is written for operators, administrators, and compliance teams who are either opening a new long term care facility in Nevada or onboarding staff at an existing one. We walk you through every step of the process in order, from your initial HCQC application through employee fingerprinting and pre-employment health clearances.

  Long term care facility licensing in Nevada is a sequential process. Each step unlocks the next. Getting the order right from the beginning saves weeks of back-and-forth with state agencies.

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Step 1: Register Your Business with the Nevada Secretary of State

Before any HCQC application can be submitted, your operating entity must be formally registered with the Nevada Secretary of State through the state’s online business registration portal, SilverFlume. This is a non-negotiable prerequisite that HCQC builds directly into the licensing application itself.

SilverFlume is Nevada’s official business registration system. Once you complete the registration process, you will be assigned a Nevada Business ID number. This number will auto-populate the corresponding field in your HCQC application, so completing SilverFlume first keeps the process moving without interruption.

Register at SilverFlume: esos.nv.gov/SilverFlume

You will also need a local or county business license listing your facility’s doing-business-as name and physical address before your HCQC application can be approved. Start both processes early, as local jurisdictions vary in their processing timelines.

Step 2: File to receive your EIN with the IRS and download the document, we recommend printing the document and saving it to a computer.

Step 3:  Apply for Your HCQC License Through CLICS

All Nevada health facility licensing is managed through HCQC’s online portal, the Certification and Licensing Information and Compliance System (CLICS). This is where your initial license application lives, where documents are uploaded, and where all future renewals and amendments will be submitted.

For long-term care facilities, the application checklist typically includes:

  • Completed CLICS application with your SilverFlume Business ID
  • Proof of Nevada Secretary of State registration (business license)
  • Local or county business license or zoning approval letter
  • Articles of incorporation or operating agreement listing officers
  • Proof of liability insurance with the Division of Purchasing and Compliance listed as certificate holder
  • Lease agreement or proof of ownership for the physical facility location
  • Governing body documentation and organizational chart
  • Applicable facility policies and procedures

Applications must be complete before HCQC begins review. Incomplete submissions are held without processing, so assembling your full document package before submitting is strongly advised.

Submit your application: myhealthfacilitylicense.nv.gov

Note: HCQC licenses expire on December 31 each year and must be renewed by November 15 to avoid a 50% late penalty. New applicants should contact HCQC’s Licensure Unit directly with any application questions at 702.486.6515.

  Your HCQC license application cannot move forward until your Nevada business registration is complete. SilverFlume is step one, not an afterthought.

Step 4:  Complete Required HCQC Applicant Training

Depending on your facility type, HCQC requires new applicants to complete a training course before licensure is granted. For long term care and residential facility operators, this training covers Nevada’s regulatory framework, resident rights, operational standards, and the administrative obligations that come with holding a state license.

Training is available in two formats:

  • Live in-person training held on the first Thursday of each month from 1:30 to 3:00 PM in Las Vegas. Contact Todd South at 775.684.1071 to register.
  • Webinar format held on the third Tuesday of every month from 1:00 to 3:00 PM.

Upon completion, you will receive a certificate that must be submitted as part of your HCQC application package. Do not schedule staff or begin operations until both your training certificate and your license are confirmed.

Step 5:  Establish Your Civil Account with NDPS

With your HCQC license in process, you can begin setting up the systems your facility will need to conduct legally required employee background checks. This starts with applying for a Civil Account through the Nevada Department of Public Safety (NDPS).

The Civil Account application is available directly from the state:

NDPS Civil Applicant Account Application (PDF)

Once approved, NDPS issues three distinct codes that unlock your ability to submit fingerprints electronically:

  • ORI (Originating Agency Identifier)
  • Reason Code
  • MNU (Account Number)

These three codes are what make Live scan possible. Live scan is the electronic transmission of fingerprint data, and it dramatically accelerates the background check process compared to ink-and-roll methods. Results that once took weeks can now be returned in a fraction of the time.

Facilities should budget several weeks for the Civil Account approval process. NDPS is the authoritative contact for questions about your account status: 775.684.6262

  Live scan is not simply a faster fingerprinting method. It is the legally recognized pathway for electronic submission under the NABS framework, and your Civil Account codes are what make it possible.

Step 6:  Register Your Facility with NABS

Holding a Civil Account with NDPS is necessary but not sufficient. Your facility must also register directly with the Nevada Automated Background Check System (NABS) and complete the state-required training before any fingerprint submissions on your behalf can be processed.

This step is often overlooked by facilities eager to begin hiring, but it is a firm prerequisite. We are not able to submit fingerprints for NABS facilities without the completed NABS paperwork confirmed on file.

Contact NABS directly to begin your registration: 775.684.1030

The training component required by NABS is designed to ensure that the individuals managing your hiring records understand both their obligations under Nevada law and the proper handling of sensitive background check information. It is a straightforward process, and the NABS team is available to guide new facilities through it.

Step 7:  Implement the Civil Applicant Waiver

Every applicant who undergoes a fingerprint background check at your direction must first sign a Civil Applicant Waiver. This document is not a formality. It is the legal authorization that allows your facility to receive an applicant’s personal criminal history information from NDPS.  This waiver allows your facility permission to receive the personal information contained in your applicant’s fingerprint background check results.

Make sure the results are stored in a secure file cabinet, not accessible to anyone unauthorized.

The waiver names your company as the submitting agency and must be retained in the applicant’s HR file. Maintaining proper waiver documentation protects both your facility and the individuals you are hiring.

Civil Applicant Background Waiver (Fillable PDF)

We recommend that facilities establish a clear intake checklist for new hires that includes waiver collection as the first step, before any appointment is scheduled. This prevents delays and ensures your records remain audit-ready.

  Think of the Civil Applicant Waiver as the foundation of your hiring file. Without it, the background check process cannot legally proceed, and your HR records are not compliant.

A Single Source for Nevada Healthcare Compliance

Most HCQC-licensed facilities quickly discover that fingerprinting is only one piece of a larger pre-employment puzzle. Between background history, occupational health clearances, and employment verification, the administrative burden on HR teams can be significant. That is why Fingerprinting Express, HireHealth, and INSTAHIRE operate as a unified compliance ecosystem for Nevada healthcare employers.

Live Scan Fingerprinting

Fingerprinting Express is Nevada’s most established Live scan provider, operating since 2003 with more than two decades of experience serving healthcare, education, nonprofit, and government clients. Every Live scan submission includes the state and FBI background check fees and the electronic transmission directly to NDPS.

Results are typically returned within 5 to 15 business days. Nevada State Law requires return within 30 days. Upon completion, we provide a signed Live scan form as official proof of fingerprinting for your HR records.

Our facilities carry the lowest fingerprint rejection rate in Southern Nevada. If a submission is rejected for any technical reason, we will reprint at no additional charge when the applicant returns with the rejection letter.

Note: Your facility has only 90 days to confirm receipt of the fingerprint background check results. If the applicant’s fingerprint record is fully processed and you did not receive the results within 90 days, the FBI and State will restart the applicant process and pay again. Have a calendar process in place for your applicant tracking process. Within 90 days, you can request a duplicate result to be sent.

HireHealth: Pre-Employment Health Services

For healthcare facilities, background clearance is only one dimension of pre-employment compliance. HireHealth was built specifically to support the occupational health requirements that accompany NRS 449 licensing. The service menu includes:

  • Pre-employment physicals
  • TB testing and tuberculosis screening
  • Titer testing for immunity verification
  • Drug testing
  • Alcohol breathalyzer testing
  • FIT mask testing
  • Cultural competency training

Rather than sending new hires to multiple providers across the city, facilities can consolidate their entire pre-employment health clearance process through HireHealth alongside fingerprinting.

INSTAHIRE: Background Screening

INSTAHIRE brings enterprise-grade background screening to Nevada healthcare employers of all sizes. Led by Julie Hakman, a 30-year veteran of the background screening industry and past Chair of the Professional Background Screening Association (PBSA), INSTAHIRE delivers results through a secure online portal designed for fast, confident hiring decisions.

Services include:

  • Civil name checks
  • Criminal history searches
  • Employment and education verification
  • Sex offender registry searches
  • Nationwide database screenings

For healthcare facilities navigating complex regulatory environments, having a credentialed screening partner who understands both the national landscape and Nevada’s specific requirements is not a luxury. It is a competitive and legal necessity.

Flexible Billing for High-Volume Hiring

Healthcare facilities rarely hire one employee at a time. We have structured our billing options to match the realities of institutional hiring cycles:

  • Applicants may pay at the time of service
  • Monthly invoicing accounts are available for facilities with regular hiring volume
  • Credit card on file with emailed receipts after each visit
  • Facility vouchers are issued once your service agreement or card authorization is on file, allowing authorized applicants to charge fees directly to your account

Our goal is to remove friction from the compliance process so that your team can focus on finding the right people, not chasing down payments.

Where to Find Us

Fingerprinting Express operates several Nevada locations, open Monday through Friday, with two locations available on Saturdays from 9:00 AM to 2:00 PM. We are also available for mobile fingerprinting at hiring events, bringing Live scan capability directly to your facility or venue.

Proximity and availability matter when you are trying to onboard staff quickly. Our Southern Nevada footprint was built with exactly that operational reality in mind.

When to Bring in a Licensing Attorney

Navigating the operational steps of HCQC licensing is one thing. Understanding the full legal landscape surrounding your facility’s obligations under Nevada law is another. For facilities that are new to the licensing process, expanding services, or facing a compliance question that goes beyond paperwork, working with a qualified Nevada healthcare licensing attorney is not just advisable. It is often the difference between a smooth licensure and a costly delay.

We recommend Johnathon Fayeghi of Sklar Williams PLLC for facilities seeking legal counsel on HCQC licensing matters. Johnathon specializes in HCQC licensing and brings deep knowledge of the ins, outs, and nuances of Nevada’s healthcare regulatory framework. Whether your facility is working through initial licensure, responding to a state inquiry, or simply trying to understand what your obligations are before your first hire, Johnathon is the attorney who knows this territory.

Sklar Williams PLLC is a well-regarded Nevada law firm with a broad healthcare practice covering facility licensing, provider organizations, healthcare transactions, and regulatory compliance. Johnathon’s combination of litigation experience and specific HCQC expertise makes him a natural fit for healthcare operators who want a knowledgeable advocate in their corner from the start.

  Getting the legal foundation right before you open your doors is far less expensive than correcting a compliance problem after the fact. An attorney who knows HCQC licensing is one of the smartest early investments a healthcare facility can make.

Johnathon Fayeghi  |  Sklar Williams PLLC

410 South Rampart Boulevard, Suite 350, Las Vegas, Nevada 89145

Phone: 702.360.6000

www.sklar-law.com/attorneys/johnathon-fayeghi

The Bottom Line for HCQC Facilities

Nevada’s licensing requirements for healthcare facilities exist to protect patients and maintain the integrity of the care environment. Meeting them consistently and efficiently is not just a legal obligation. It is a reflection of the organizational culture your facility is building.

The three-step setup process described in this guide is a one-time investment. Once your Civil Account is established, your NABS registration is complete, and your waiver process is in place, every subsequent hire flows through a reliable, legally sound system.

We are here to be your compliance partner at every stage of that process. From your first Civil Account question to your hundredth pre-employment health clearance, the Fingerprinting Express, HireHealth, and INSTAHIRE teams are ready to make this as smooth as possible for you and your team.

 

Key Contacts and Resources

NDPS Civil Account: 775.684.6262

NABS Registration: 775.684.1030

HCQC Licensing Attorney: Johnathon Fayeghi, Sklar Williams PLLC  |  702.360.6000  |  sklar-law.com/attorneys/johnathon-fayeghi

Civil Account Application: NDPS PDF

Civil Applicant Waiver: Background Waiver PDF

Fingerprinting Express  |  HireHealth  |  INSTAHIRE

Nevada’s trusted compliance partner since 2003  ·  Culture To Care®