Posted on the CAPT website
www.psychtechs.net

CAPT Outreach magazine
January/February 2003
Updated June 2009

Psych Tech Assistants: Avoid CNA certificate
renewal problems so you can keep working

See related article on revamped DHS!

Verify CNA certification through the California Department of Public Health.

More on CNA certification from CDPH.

Check out a list of all California CNA programs.

And here are lists of online and classroom CNA continuing education classes from CDPH.

For CNA certification or renewals, contact the Department of Public Health's Aide and Technician Certification Section at 1615 Capitol Avenue, MS 3301, P.O. Box 997416, Sacramento, CA 95899-7416;(916) 327-2445; FAX (916) 552-8785; e-mail cna@cdph.ca.gov.

Recently CAPT has helped many Psych Tech Assistants with problems in renewing their Certified Nurse Assistant certificates so they can continue working. In a number of cases, the PTAs had been sent home without pay because they didn't handle their renewals properly and in time.

Here are some tips for PTAs to avoid trouble
and continue employment without a hitch:

Renew early -- This is the best way to prevent problems. The Department of Health Services (DHS) handles CNA certification and sends a renewal notice three months before each certificate's expiration date. It's recommended that you mail your renewal back right away in order to allow enough time for processing.

Proof of renewal -- DHS says PTAs may keep working if they can show their supervisor proof that they have mailed their renewal before the expiration date. They don't need an actual renewed certificate. Adequate proof includes a photocopy of the renewal application and proof that it was mailed (see below).

Certificate of mailing -- DHS advises to send renewals by regular first-class mail but get a "certificate of mailing" for only 90 cents extra. This certificate provides verification by the U.S. Postal Service that the renewal was mailed on a certain date to the address listed on the certificate. Although it doesn't provide proof that the mail was actually delivered, DHS says it's proof enough that you renewed.

Don't use certified mail -- Some PTAs have sent their renewals by certified mail so they can get a return receipt showing DHS received it. However, DHS advises not to do this. That's because certified mail is diverted to another part of the office for signatures and that can delay processing.

Correct address -- Make sure DHS has the correct address to mail your renewal notice.

Lost or missing renewal notice -- The "renewal notice" sent to each CNA is what DHS calls a "courtesy notice." Sometimes CNAs don't receive these notices -- usually because they moved and did not notify DHS of their new address. In that case, they can renew using a "renewal application." This is Form HS 283 and it's available on the DHS website on this page. The form is called "Nurse Assistant and/or Home Health Aide Renewal Application." Or phone the Aide and Technician Certification Section at (916) 327-2445.

Know your expiration date -- Even though the courtesy renewal notice is mailed to each CNA three months before the expiration date, CNAs should be aware of the expiration date printed on their certificate. Then if you don't get a renewal notice in the mail two months before expiration, you should get the Form HS 283 (above) and use it to renew.

Problems with supervisors -- Some PTAs have been told they must either have their renewed certificate in hand or the facility must be able to phone DHS to verify that a renewed certificate has been issued.

However, DHS says this is not necessary. All that is needed for a CNA to continue working is the above proof that the renewal has been mailed. The renewal notice itself includes the following statement:

"To avoid disruption in your employment, make copies of this completed form. ... Give the copies to your employer as proof you submitted the renewal request. Without this proof, you cannot continue providing nursing services after your certificate expires."

Unfortunately, some supervisors still haven't got the message. Recently one questioned the above wording, saying the facility wasn't authorized to accept copies instead of an actual renewed certificate.

This supervisor was wrong. On February 27, 2001, the DHS deputy director in charge of Licensing and Certification, Brenda Klutz, sent a memo to all California health facilities, including state hospitals, developmental centers and state prisons

The memo says "employers may allow CNAs ... to continue working after their certificates have expired, provided they retain a copy in their employee records of the renewal application and fee payment as proof of application submission."

The memo does say employers "may" -- not must -- use this alternate procedure. That's because DHS cannot require an employer to do this. However, DHS says it's clearly in a facility's best interest to exercise this option so the PTA can continue working while the renewal is being processed.

So if you face a situation where proof of mailing is not accepted, contact your local CAPT office or CAPT Headquarters.