Help Center
Everything you need to know about our background screening services
Overview
MillerSoft provides comprehensive background screening services designed to help organizations make informed hiring decisions. Our platform offers 20+ screening types across multiple categories, all accessible through a secure, user-friendly interface.
Key Features
- Real-Time Tracking - Monitor the status of all your screening requests 24/7
- Secure & Compliant - GDPR and FCRA compliant processes protect you and your candidates
- Flexible Options - Choose individual screenings or bundled packages to suit your needs
- Digital Consent - Streamlined candidate consent collection with e-signatures
How It Works
Submit Request
Enter candidate details and select the screening types you need. You can choose individual services or pre-configured packages.
Candidate Consent
The candidate receives a secure link to review disclosures and provide their consent electronically. This is required by law before any screening can begin.
Verification Process
Our team of certified analysts conducts thorough verification using authoritative sources, direct contacts, and official databases.
Receive Results
Access your detailed screening report through the dashboard. You'll be notified when results are ready.
Turnaround Times
Turnaround times vary by screening type and depend on factors such as source responsiveness, geographic location, and data availability.
| Screening Category | Typical Turnaround |
|---|---|
| Identity Verification | 1-2 business days |
| Criminal Records | 1-3 business days |
| Credit & Financial | 2-3 business days |
| Employment Verification | 3-5 business days |
| Education Verification | 3-5 business days |
| International Checks | 5-10 business days |
Note: These are estimates. Complex cases or unresponsive sources may require additional time.
🪪 Identity & Documentation
Verify that candidates are who they claim to be and have legal authorization to work.
Identity Verification
What it covers: Confirms the candidate's identity by validating government-issued identification documents such as passports, driver's licenses, or national ID cards. Includes document authenticity checks and facial comparison where applicable.
When to use: Essential for all hires. Required as a foundation before other screenings. Particularly important for remote hiring where in-person document inspection isn't possible.
Best for: All industries, all positions.
Right to Work
What it covers: Verifies that the candidate has legal authorization to work in the specified country. Includes validation of work permits, visas, citizenship documents, and employment eligibility verification (such as I-9 in the US or Right to Work checks in the UK).
When to use: Mandatory for all employers to ensure immigration compliance. Required before the candidate's start date.
Best for: All employers hiring in regulated jurisdictions.
Address Verification
What it covers: Confirms the candidate's current and/or previous residential addresses. May include verification through utility records, postal databases, electoral rolls, or direct outreach.
When to use: When accurate address history is needed for other verifications (criminal records often require address history). Also useful for roles requiring security clearance or when verifying stability.
Best for: Financial services, government contractors, positions requiring security clearance.
💼 Professional Background
Validate candidates' qualifications, work history, and professional credentials.
Education Verification
What it covers: Confirms degrees, diplomas, certifications, and attendance dates directly with educational institutions. Verifies the institution's accreditation status and validates the specific credentials claimed.
When to use: When educational qualifications are a job requirement. Studies show that up to 30% of resumes contain education misrepresentations.
Best for: Professional roles, technical positions, healthcare, education sector, any role where specific qualifications are required by law or company policy.
Employment History
What it covers: Verifies previous employers, job titles, employment dates, and (where available) reason for leaving. Conducted through direct contact with HR departments or verified employment databases.
When to use: Standard for most professional hires. Helps identify resume fraud, unexplained employment gaps, and patterns of job-hopping or termination.
Best for: All professional and managerial positions, roles with significant responsibility or access.
Professional License Verification
What it covers: Confirms active professional licenses and certifications with issuing authorities. Checks license status (active, expired, suspended, revoked), issue and expiration dates, and any disciplinary actions.
When to use: Mandatory for licensed professions. Hiring an unlicensed professional can expose your organization to significant legal liability.
Best for: Healthcare (doctors, nurses, pharmacists), legal (attorneys), finance (CPAs, financial advisors), engineering, real estate, contractors.
Reference Check
What it covers: Structured interviews with professional references provided by the candidate. Gathers insights on work performance, strengths, areas for improvement, and suitability for the role.
When to use: When you want qualitative feedback beyond basic employment verification. Particularly valuable for senior roles or when cultural fit is important.
Best for: Management positions, client-facing roles, positions requiring teamwork and interpersonal skills.
Resume Verification
What it covers: Comprehensive verification of all claims made on a candidate's resume, including education, employment, certifications, and notable achievements. A thorough audit of the candidate's professional narrative.
When to use: For senior or executive hires where the full picture matters. When you want a single comprehensive verification rather than individual checks.
Best for: C-suite and executive positions, high-trust roles, positions with significant budget authority.
⚖️ Legal & Criminal
Screen for criminal history and legal issues that may be relevant to the position.
Criminal Record Check
What it covers: Searches criminal databases for felony and misdemeanor convictions, pending cases, and (where legally reportable) arrests. Coverage includes national, state/regional, and county-level records as applicable.
When to use: Standard for most hiring processes. Essential for positions involving vulnerable populations, financial access, or security-sensitive environments.
Best for: All employers, with particular importance in healthcare, education, financial services, and any role with access to sensitive information or vulnerable individuals.
Legal Search (Civil Litigation)
What it covers: Searches civil court records for lawsuits, judgments, liens, and other civil matters. Includes both cases where the candidate was a plaintiff and a defendant.
When to use: For senior positions, roles with fiduciary responsibility, or when past litigation may indicate risk. Particularly relevant for executives who may bring litigation history to your organization.
Best for: Executive hires, legal and compliance roles, financial positions, board members.
Sex Offender Registry Check
What it covers: Searches national and state sex offender registries to identify registered offenders. Provides current registration status and offense information where available.
When to use: Essential when the role involves contact with minors, vulnerable adults, or when required by industry regulations.
Best for: Education (teachers, administrators), healthcare, childcare, youth organizations, residential care facilities, any role involving vulnerable populations.
💳 Financial
Assess financial responsibility and identify potential risks for positions involving money or fiduciary duties.
Credit Check
What it covers: Reviews the candidate's credit history including payment patterns, outstanding debts, collections, and public records (bankruptcies, liens, judgments). Does not include credit score in employment contexts.
When to use: For positions with financial responsibility, access to company funds, or fiduciary duties. Financial stress can be a risk factor for fraud or theft.
Best for: Accounting and finance roles, executives with budget authority, banking and financial services, positions handling cash or valuable assets.
Bankruptcy Check
What it covers: Searches federal bankruptcy court records for Chapter 7, 11, and 13 filings. Identifies current and discharged bankruptcies within the reportable timeframe.
When to use: When financial stability is relevant to job responsibilities. Often used alongside or as an alternative to full credit checks in jurisdictions where credit checks are restricted.
Best for: Senior financial roles, positions requiring bonding, fiduciary positions, executives.
🏥 Health & Safety
Ensure workplace safety and compliance with industry-specific health requirements.
Drug Test
What it covers: Laboratory analysis to detect the presence of controlled substances. Standard panels typically include marijuana, cocaine, opiates, amphetamines, and PCP. Extended panels available for additional substances.
When to use: When required by federal regulations (DOT, etc.), company policy, or when the role involves safety-sensitive duties. Also used for workplace incident investigations.
Best for: Transportation and logistics (DOT-regulated), manufacturing and construction, healthcare, positions operating heavy machinery, safety-sensitive roles.
Health Screening
What it covers: Physical examination and health assessment to determine fitness for duty. May include vision/hearing tests, physical capacity evaluation, and review of vaccination records depending on role requirements.
When to use: When the role has specific physical requirements, involves exposure to hazardous conditions, or when required by industry regulations (healthcare, food service).
Best for: Healthcare workers, food handlers, positions with physical demands, roles requiring specific immunizations or health clearances.
📱 Digital & Social
Review public online presence and social media activity for potential red flags.
Social Media Check
What it covers: Reviews publicly available social media profiles for content that may indicate risk, including discriminatory behavior, illegal activity, violence, or behavior inconsistent with company values. Conducted in a legally compliant manner focusing on job-relevant concerns.
When to use: For public-facing roles, brand ambassadors, or positions where online behavior reflects on the organization. Also useful for executive hires and roles with significant public interaction.
Best for: Marketing and communications, executive positions, customer-facing roles, positions representing the company publicly, roles in media or public relations.
🌐 Corporate & International
Verify global credentials, check sanctions lists, and investigate corporate affiliations.
Directorship Check
What it covers: Searches corporate registries to identify current and past directorships, officer positions, and significant business affiliations. Reveals undisclosed business interests and potential conflicts of interest.
When to use: For board members, executives, or any role where conflicts of interest or undisclosed business relationships could pose a risk.
Best for: Board appointments, C-suite hires, senior management, positions with procurement authority, roles requiring vendor relationships.
Global Sanctions Check
What it covers: Searches global watchlists including OFAC (US), EU sanctions lists, UN sanctions, and other international sanctions and enforcement databases. Identifies individuals on terrorism watchlists, politically exposed persons (PEPs), and those subject to financial sanctions.
When to use: Required for regulated industries (banking, defense). Recommended for any organization doing international business or hiring foreign nationals.
Best for: Financial services, defense contractors, international organizations, companies with global operations, compliance-sensitive industries.
International Background Check
What it covers: Verification of credentials and records in foreign countries. May include international criminal records, education verification, employment verification, and identity confirmation through local sources and databases.
When to use: When the candidate has lived, worked, or studied abroad. Essential for candidates with significant international history or for multinational hiring.
Best for: International hires, candidates with foreign education or work history, multinational companies, positions requiring security clearance.
🚗 Driving & Transportation
Verify driving records for positions involving vehicle operation.
Driving Record (MVR)
What it covers: Official motor vehicle records showing license status, class, endorsements, restrictions, violations, accidents, DUIs/DWIs, and points. Typically covers 3-7 years of history depending on the state.
When to use: Mandatory for any position requiring driving as part of job duties. Protects against negligent hiring claims if an employee causes an accident.
Best for: Delivery drivers, truck drivers, sales representatives who drive, any employee operating company vehicles or driving for work purposes.
⚕️ Industry Specific
Specialized screenings for regulated industries with unique compliance requirements.
Healthcare Exclusions Check
What it covers: Searches healthcare-specific exclusion databases including the OIG List of Excluded Individuals/Entities (LEIE), GSA Excluded Parties List, and state Medicaid exclusion lists. Identifies individuals prohibited from participating in federal healthcare programs.
When to use: Required for all employees in healthcare organizations that receive Medicare or Medicaid reimbursement. Hiring an excluded individual can result in significant fines and loss of federal healthcare program participation.
Best for: Hospitals, clinics, pharmacies, medical device companies, healthcare billing services, nursing homes, any organization billing Medicare or Medicaid.
FCRA Compliance
The Fair Credit Reporting Act (FCRA) is a federal law that regulates how background checks are conducted for employment purposes.
Key Requirements
- Disclosure: Candidates must receive a clear, standalone written disclosure that a background check may be obtained.
- Authorization: Written consent from the candidate is required before conducting any screening.
- Pre-Adverse Action: If considering not hiring based on results, the candidate must receive a copy of the report and a summary of rights before final decision.
- Adverse Action: If the decision is final, the candidate must be notified in writing with information about the reporting agency.
- Accuracy: Employers must ensure the information used is accurate and allow candidates to dispute errors.
How We Help
MillerSoft provides FCRA-compliant consent forms, automated adverse action workflows, and proper disclosures to keep your hiring process compliant.
GDPR & Data Privacy
For organizations operating in or hiring from the European Union, GDPR compliance is essential.
Our GDPR Commitments
- Lawful Basis: We process data based on legitimate interest and explicit consent.
- Data Minimization: We collect only the information necessary for the screening requested.
- Purpose Limitation: Data is used only for the stated screening purpose.
- Storage Limitation: Data is retained only as long as legally required, then securely deleted.
- Subject Rights: Candidates can access, correct, or request deletion of their data.
For data subject requests or privacy inquiries, contact us at privacy@millersoft.tech or use our GDPR Request Form.
Candidate Consent
Proper consent is the foundation of compliant background screening.
The Consent Process
Candidate Receives Link
The candidate receives a secure email with a link to the consent form.
Reviews Disclosures
The candidate reviews required legal disclosures and a summary of their rights.
Provides Information
The candidate enters information needed for the screening (address history, etc.).
Signs Electronically
The candidate provides an electronic signature confirming consent.
Frequently Asked Questions
How long does a background check take?
Most basic screenings (identity, criminal records) complete within 1-3 business days. Verifications requiring third-party contact (employment, education) typically take 3-5 business days. International checks may take 5-10 business days depending on the country.
What if a candidate has a criminal record?
Having a criminal record doesn't automatically disqualify a candidate. Under EEOC guidelines, employers should conduct an individualized assessment considering the nature of the offense, time elapsed, and relevance to the job. Many jurisdictions also have "Ban the Box" laws limiting when and how criminal history can be considered.
What information does the candidate need to provide?
At minimum, candidates provide their full legal name, date of birth, and Social Security Number (for US checks). Additional information like address history, previous employers, and educational institutions may be needed depending on the screenings requested.
Can a candidate dispute the results?
Yes. Under the FCRA, candidates have the right to dispute any inaccurate information. If they dispute a finding, we reinvestigate and update the report as needed. This is also why the pre-adverse action process exists—to give candidates a chance to explain or dispute before a final hiring decision.
How far back do background checks go?
This varies by check type and jurisdiction. Criminal records typically report 7 years of history (some states allow longer). Employment and education verifications usually cover the timeframe requested by the employer. Credit reports show 7-10 years of history. Some states have specific limitations on what can be reported.
Are background checks confidential?
Yes. Background check results are confidential and should only be shared with individuals involved in the hiring decision on a need-to-know basis. We maintain strict data security and privacy controls to protect candidate information.
What happens if the candidate doesn't complete consent?
Without consent, we cannot proceed with the background check. You can send reminders through our platform, and we'll notify you if consent isn't received within your specified timeframe. Some employers treat failure to consent as withdrawal from consideration.
Do you verify international credentials?
Yes. We offer international background checks covering criminal records, education, and employment verification in most countries. Availability and turnaround times vary by region due to differing local processes and data accessibility.
Still have questions?
Our team is here to help you choose the right screening solution for your needs.
Contact Support