Nurse Aide Program

Frequently Asked Questions

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I would like to become a registered nurse aide in West Virginia. What do I need to do?
You will need to complete a minimum 120-hour State-approved nurse aide training program. There are over one hundred programs located throughout the State. Nurse aide training programs are offered in high schools, vocational education centers, nursing homes, community colleges, and in a few other agencies. A good reference for active State-approved programs is our website at www.wvdhhr.org/ohflac/NA .
PLEASE NOTE: The State of West Virginia does not recognize any on-line programs. You must complete hands-on clinical training.
Training:
The training programs vary in length, but the minimum number of training hours is 120. The 120-hour training consists of 65 classroom / lab hours and 55 hands-on clinical hours in a Medicare / Medicaid certified nursing facility.
Testing:
Upon successful completion of the training program, you must take and pass the State competency evaluation. This exam consists of two parts – both a written / oral and a skills evaluation. You can apply to take the test by contacting the State testing agent, PHD, at the following:
Professional Healthcare Development
P.O. Box 399
Ona, WV 25545
Phone: 304-733-6145
Fax: 304-733-6146
E-mail: info@profhd.com
Web address: www.profhd.com
You should apply for the first available examination upon completing your nurse aide training program. However, you must pass the competency evaluation within 2 years of completing your nurse aide training program.
Upon passing the competency evaluation, you will receive a certificate from the testing agent. Also at that time, your name will then be placed on the WV Nurse Aide Registry. Your nurse aide registration will be valid for 2 years.
Your re-registration date is always set at the 28th day of the month that you achieved placement on the nurse aide registry, every 2 years.
You will be required to re-register every 2 years from that point on. During re-registration, you will be required to complete a re-registration application, documenting your paid nurse aide work experience for the previous 3 years. You must have worked at least 8 consecutive hours as a nurse aide, for pay, in an approved setting within every 2-year period from the date of the most recent completed training.
Your re-registration application is mailed to you approximately 60 days prior to your re-registration date.
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I was dismissed from or quit my nurse aide training program prior to completing the program; do I have to start over and complete the full program?
Yes.
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Are there any exceptions to the training requirements?
1. If you hold a current and active registration / certification as a nurse aide in another state:
  You may download an Application for RNA Reciprocity from our website. Complete this application in its entirety and return it to this office with a verification of your registration from the other state.
  We must have verification that your registration / certification is still valid and that there have been no findings of substantiated abuse, neglect, or misappropriation. We must have verification that you have completed a nurse aide training program, meeting requirements substantially the same as West Virginia’s requirements for nurse aide training. Once this information is received, we must verify your information, as well as verify that you have not, at any given time from your most recent completed training program, gone 24 consecutive months without providing paid nurse aide employment.
  If your information is accurate as listed on your application, and you meet our requirements, we will place your name on the WV Nurse Aide Registry.
  If you are registered in more than 1 state, we must receive verification from all states that you hold or have held a nurse aide registration / certification.
  NOTE: If your registration verification from the other state does not list an expiration date or placement date, we must receive a signed completed verification form from the state registry. Also, if your registration / certification is not active and in good standing in that state, your request for reciprocity to the State of West Virginia will be denied.
2. If you are currently enrolled in an approved RN / LPN nursing program and have successfully completed the fundamentals of nursing courses within the last two (2) years with a "C" or higher grade, and have completed a minimum of 32 hours of long-term care clinical experience in a certified nursing facility:
  You may apply for challenge by submitting the following information for review by this office for to determine eligibility:
  - A certified sealed copy of your transcripts from the educational institution in which you are attending or have attended in regards to your RN/LPN program.
  - A letter of recommendation from your nursing instructor.
  - Verification from the instructor that you have successfully completed a minimum of 32 hours of long-term care clinical experience in a Medicare / Medicaid certified nursing facility (nursing home), listing the names and locations of each facility.
  - And you must write a letter to the WV Nurse Aide Program, requesting to challenge the nurse aide competency evaluation. Please include in the letter, your full name (first, middle, last), your complete mailing address, date of birth, a day-time telephone number, as well as your social security number.
  If approved, you will be exempt from training, but you will have to pass the competency evaluation (both the written / oral and skills examination) to become registered.
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I completed my nurse aide training in another state but did not take the competency evaluation (State exam) there. Can I take your State exam to obtain placement on the WV Nurse Aide Registry?
No. You must take – and pass – the exam in the state in which you were trained, and then request reciprocity, OR you must complete a WV approved nurse aide training program and then take our State competency evaluation examination.
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If I completed the nurse aide training program but failed the competency evaluation (State exam) 3 times, can I retrain and test again?
If an individual fails the State competency evaluation examination 3 times, he/she must complete another state approved training program to have another 3 opportunities.
NOTE: Each individual has 3 opportunities to take the test. If the individual does not show up on a scheduled test date, he/she will lose that opportunity to test.
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I have been an RN/LPN for years, but I would now like to be a Nurse Aide. How can I apply? Examples:
- I no longer wish to practice as a licensed nurse, but my RN/LPN license is active and in good standing.
  If you are a licensed nurse, and your RN/LPN license is active and in good standing, you are already able to provide hands-on direct care to residents in a nursing facility under your current license, and you will not be placed on the WV Nurse Aide Registry.
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- My LPN/RN license was revoked, or suspended. Can I be a registered nurse aide?
  If you RN/LPN license has been revoked or suspended due to disciplinary reasons, this office will need to review the disciplinary information from the appropriate board and make a determination of eligibility.
  Note: Any individual wishing to be a registered nurse aide must not have substantiated finding(s) of abuse and/or neglect of a patient/resident, must not have substantiated finding(s) of misappropriation of property, and must not have been convicted in a court of law of any abuse, neglect, or misappropriation of property involving a minor, or an incapacitated adult.
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- I voluntarily relinquished my LPN/RN license. Can I be a registered nurse aide?
  If you have voluntarily relinquished your license, then you must complete an approved nurse aide training program and the required competency evaluation (State exam) in order to become a nurse aide.
  NOTE: The formerly licensed RN/LPN will need to understand that he/she may not perform tasks outside of the scope of a nurse aide, even though he/she still possesses the knowledge and skills of a licensed nurse.
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I’ve completed a nursing or nurse aide program in another country and now would like to be a nurse aide in the United States. What do I need to do?
Each country has different health standards and requirements. WV cannot grant reciprocity to an individual who has been trained outside of the United States. You will need to complete a state approved nurse aide training program and pass the competency evaluation in the U.S.
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How much can a nurse aide be charged for Nurse Aide Training Program?
Nothing, if the individual is employed by – or has an offer of employment from – a Medicare / Medicaid certified nursing facility on start date of program. See 42CFR§483.152(c)(1).
If the nurse aide gains employment or an offer of employment within 12 months of completing a program, the offering / hiring certified nursing facility must reimburse the aide the expenses incurred from the training program as well as the competency evaluation (State exam).
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Is there a fee for re-registration, reciprocity, or RN/LPN challenge reviews by the WV Nurse Aide Program?
The WV Nurse Aide Program does not charge any fees for its services. However, if you complete the competency evaluation (State exam), you will be charged an examination fee by PHD.
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What are the fees pertaining to the competency evaluation?
You will need to contact PHD for that information. You may access their website at www.profhd.com .
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I’ve completed an on-line nurse aide program, and would like to challenge the WV Competency Evaluation (State exam). Does this program meet your state requirements?
No. Federal regulations require that all nurse aides must complete a minimum of 16 hours of clinical training in a Medicare / Medicaid certified nursing facility. The State of West Virginia requires that a nurse aide complete a minimum of 55 hours of clinical training in a certified nursing facility. An on-line program does not offer hands on skills training and, therefore, is not an acceptable training program under either the Federal regulations or the WV minimum training requirements.
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Do I have to have a high school diploma or GED to take a nurse aide training program (NATCEP)?
No. Federal regulations do not impose a minimum education requirement for potential nurse aides. However, if you are intending on working in a health care facility, you may want to inquire with the employing facility as to whether they have a facility or corporate policy specifying minimum education requirements.
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What is the "four month grace period" and how is this monitored?
A "test-eligible" nurse aide is someone who has completed a State-approved nurse aide training program and is waiting to take the competency evaluation (State exam). A test-eligible nurse aide may gain employment as a nurse aide in a Medicare / Medicaid certified nursing facility for up to 4 months before the nurse aide successfully passes the competency evaluation. This time frame is monitored by the facility of employment.
If the nurse aide has not passed the exam by the time he/she has reached the end of the 4 months, the facility must: (1) reallocate the aide to a different position that does not involve direct resident contact, or (2) relieve the aide of employment with the facility until the aide has passed the competency evaluation. The same facility cannot use (or re-hire) this individual as a nurse aide until the aide passes the exam.
This time frame is counted from the date of hire as a nurse aide, whether the aide has been employed full-time, temporary, per diem or any other employment status.
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What duties fall under a nurse aide’s scope of practice?
Nurse aides do not have a formal "scope of practice". However, they should only be performing those duties learned during their nurse aide training and competency evaluation program.
Duties covered under a "professional scope of practice" should only be performed by a licensed professional in that respective field. See 42CFR§483.75(e)
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How many training hours must I have annually to renew my registry?
There are no "training requirements" to renew your registration. Rather, the nursing home’s administration is required to provide nurse aides a minimum of 12 hours of in-service education each year based on the results of an annual performance evaluation. See 42CFR§483.75(e)(8) F497
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What yearly training topics must be provided to nurse aides employed in a nursing home?
Annual training must address areas of weakness as determined in the nurse aide’s performance review. See 42CFR483.75(e)(7)(ii)
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Can my nurse aide registration transfer to another state?
Generally speaking, yes. Your nurse aide registration may be reciprocal to other states that accept reciprocity from WV, provided that you are in good standing (i.e., no record of abuse, neglect, or misappropriation). To inquire on how to receive reciprocity in another state, you will need to contact the other state of which you are seeking reciprocity to.
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Can I fax my paper work to your office?
Applications can be submitted on-line or by fax. However, if you are submitting a certified or notarized document, you must submit the original, via mail.
NOTE: Please allow 2 weeks for the WV Nurse Aide Program to process any application, whether completed on-line or sent by mail or fax.
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A potential employer conducted on-line verification on me and informed me that my status revealed inactive. How can I re-register?
If your registration has lapsed / become inactive for less than 2 years, you still have the opportunity to apply for re-registration. You may access the re-registration process through our website at www.wvdhhr.org/ohflac/NA and click the link for on-line re-registration. You will log-in to the system by entering your social security number and your assigned WV Eval-Code. Follow the instructions carefully, and the system will take you through the application process.
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I am currently working as a nurse aide at a nursing home in WV, but I forgot to complete the re-registration process, and I am now in an "inactive" status. Can I still work until this is taken care of?
No. If your nurse aide registration has lapsed, the employing nursing home cannot use you in a nurse aide capacity until your nurse aide registration has been renewed. If the facility would like to keep you on the schedule, they must reassign you to a different position or department that does not involve the provision of direct resident (i.e., valet, housekeeping, activities).
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My employer was supposed to send my re-registration application to you, but didn’t; now I’m inactive and they won’t let me work. What can I do?
It is ultimately the responsibility of the nurse aide, not the employer, to maintain his/her "active" status on the WV Nurse Aide Registry, just as it is the responsibility of a licensed health care professional to maintain his/her license.
The application packets are mailed to the most recent documented mailing address listed in our system, notifying you that it is time to re-register. This information is sent no less than 60 days prior to your re-registration date. If you have moved, it is your responsibility to report your change of address to this office.
It is your responsibility to re-register before you go inactive, even if you did not receive your re-registration packet in advance.
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I submitted an on-line application for re-registration yesterday, but my record does not reflect a change in status/update. Why?
All re-registration applications (regardless of whether they are received by mail, fax, or on-line) take up to 2 weeks to process. You may monitor your record by accessing our on-line verification . If your record has not been updated and you have not received written correspondence as to why you haven’t been updated, within 2 weeks of submission, you may contact our office via e-mail or at 304-558-0050, to inquire regarding the status of your application.
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I forgot to re-register and now my employer won’t allow me to work, I need my application processed immediately so that I may go back to work. Can’t you put me ahead of the others?
No. All applications received in our office are processed on a first come, first serve basis – without exceptions.
Additionally, if your application is returned to you due to lack of information, and you have returned the application to this office with the new information requested, the 2-week processing time begins again from the date the additional information is received.
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I have been working as a home health aide. Will this be acceptable employment for re-registration purposes?
Employment experience as a home health aide will be acceptable employment, if the work consists of nurse aide related tasks. The WV Nurse Aide Program will not accept non-nurse aide related tasks, such as taking a client to/from a doctor’s appointment, housekeeping, laundry, shopping, etc. Your duties must be specifically nurse aide related.
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I have been working in a hospital. Will this be acceptable employment for re-registration purposes?
Employment experience in a hospital setting may be acceptable, if the duties that you provided consisted of nurse aide related tasks.
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I am currently working for an individual privately in their home setting and have been paid directly by the patient and/or their family. Will this be acceptable employment for re-registration purposes?
If you provided paid private duty nurse aide related services prior to July 1, 2006, this office will accept that employment only when the aide submits a completed and notarized "Private Duty Employment/Income Verification" form with their completed re-registration application. This form must be completed and signed by the employer, and it must also be notarized.
NOTE: There are no exceptions to the completion of "Private Duty Employment / Income Verification" form. If you cannot provide verification on this form, your private duty employment will not be accepted. A W-2 is not an acceptable form of verification, as it does not verify actual dates of employment; it only verifies a specific year.
However, any private duty employment worked on or after July 1, 2006, will not be acceptable employment for re-registration purposes.
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I have taken care of my elderly / ill relative(s) for several years. I did not charge my family/friend for the care I provided. Why doesn’t this count as acceptable work experience?
Federal regulations state that, at no given time, can a nurse aide go 24 consecutive months without providing nurse aide related services for monetary compensation, since their most recent completed training program.
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I need to submit my re-registration or reciprocity application for review, but I can’t remember my exact dates from all of my jobs. Can I just guess?
No. The re-registration and reciprocity applications ask for exact, accurate dates of employment for a reason. This information is used to verify that the aide has not gone 2 consecutive years without working as a paid nurse aide. This is verified by exact dates of employment between all of your nurse aide related jobs.
If you are unsure of your exact dates of employment, you should contact your current and all previous employers for the accurate information prior to submitting your application.
NOTE: If you submit any false information on an application, re-registration / reciprocity will be denied, and your name will be removed from the WV Nurse Aide Registry.
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Can I use a W-2 form to prove that I provided nurse aide related services for monetary compensation for re-registration purposes?
No. A W-2 does not inform us of what your job duties consisted of, nor does it provide your actual dates of employment; it only states that you worked for compensation within that specific year.
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My re-registration application was returned to me for more information, requesting a specific description of my duties for employment. I listed my job title (i.e., state-tested nurse aide, CNA, Nurse Aide, Activities, Dietary, etc.) What type of specific description are you asking for?
You must provide a brief description of only the nurse aide related duties that you performed for each employer. A title does not tell us what type of duties that you performed. Be specific, such as ADLs, Vital Signs, Transferring, Bathing, Grooming, etc.
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I need to verify my status on the WV Nurse Aide Registry?
You may do so by accessing our website at www.wvdhhr.org/ohflac/NA and clicking on the link for on-line verification. Anyone may access this information by searching with the aide’s name and last four digits of the aide's social security number and/or their assigned WV Eval-Code.
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My employer is asking that I present a card as verification of my nurse aide registration, but I wasn’t issued a card this year. How can I get one?
The WV Nurse Aide Program no longer issues cards. However, we do issue an "update memorandum". The memorandum is issued when you: (1) are initially placed on the WV Nurse Aide Registry, after successfully passing the Competency Evaluation (state exam); (2) are placed on the registry upon receiving reciprocity; (3) update your information due to re-registration; and (4) notify the registry of a name change.
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I got married / divorced and need my name changed on my registration. How can I change my name?
You must submit a written request to this office, asking to change your name on the registry to your current legal name. This request must include your social security number and/or WV Eval-Code. You will also need to submit a photocopy of the legal documentation to support your name change (i.e., marriage certificate, divorce decree).
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When a nurse aide is reported to the nurse aide program for an allegation of abuse, neglect or misappropriation in a nursing facility, can the aide continue to work during the investigation process?
Yes, upon receipt of an allegation of abuse, neglect or misappropriation of resident property, the WV Nurse Aide Program will initiate an investigation process separate from that completed by the nursing facility. The nurse aide’s registration remains active and in good standing until this process is complete AND the nurse aide is notified in writing of an outcome of substantiated abuse, neglect, or misappropriation.
NOTE: Your employer has a responsibility to protect the residents during its own investigation into an allegation of abuse, neglect, or misappropriation of resident property. Depending upon the nursing facility’s policy, you may be temporarily suspended or reassigned during their investigation.
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I received a letter in the mail that says you are placing my name on the WV Nurse Aide Abuse Registry for abuse, neglect, or misappropriation, unless contested within 30 days. How do I contest this decision?
You must submit a written letter, including your social security number and/or WV Eval-Code as well as your current address, requesting a hearing to contest the Nurse Aide Program’s decision to place your name on the abuse registry. This letter should be addressed to the Program Manager of the Nurse Aide Program. Once we have received and documented your request, your information will be forwarded to our Legal Division. At that time, all correspondence and contacts should be directed to the OHFLAC-Legal Division at 304-558-0050.
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I attended the hearing to contest the Nurse Aide Program’s decision to place my name on the abuse registry. I received a letter from the Secretary of WV Department of Health and Human Resources, stating that my name will be placed on the abuse registry. Will this be permanent or only temporarily?
Depending on the final outcome and the reason for placement on the abuse registry, you may have an opportunity to have your name removed from the abuse registry.
1. If the final decision was to place you on the WV Abuse Registry due to any type of "Abuse", or "Misappropriation" of resident’s property, your name will remain on the WV Nurse Aide Abuse Registry, permanently.
2. If the final decision was to place you on the WV Abuse Registry due to "Neglect" only, you may have the opportunity to request removal of your name after 1 year from your actual placement date.
  To request removal from the WV Abuse Registry, you must submit to the Program Manager of the WV Nurse Aide Program a written request for removal, including your full name, address, your social security number and/or WV Eval-Code. At that time, your record will be re-evaluated, and you will be notified of the outcome of your request via standard mail.
  If you are placed on the WV Abuse Registry for neglect and, while on the Abuse Registry, you do gain employment in a prohibited facility, your request for removal from the Abuse Registry will be denied, and your length of time on the Abuse Registry will be extended.
  PLEASE NOTE: At no given time, while your name is on the abuse registry, can you work in a Medicare / Medicaid certified nursing facility, in any capacity, within the United States. Additionally, you may not work in an assisted living facility or a behavioral health setting within the State of WV. Other types of health care facilities may have their own facility / company policy prohibiting them from hiring an individual who has been placed on the WV Abuse Registry.
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I received my notification of your intent to place my name on the Abuse Registry over 30 days ago, but I forgot to request a hearing to appeal that decision. Can I request a hearing now?
No. You are given 30 days to submit your hearing request to appeal our decision. Hearing requests received beyond the 30-day limit may not be honored.
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