Nurse Aide Registry
In-Facility Testing
In-facility testing can be a convenient option for both nurse aide candidates and nursing home employers. By testing nurse aide candidates within the facility where the training occurs, candidates may experience:
- a reduction in the distance to travel to an off-site test center
- an increased comfort level of testing at a familiar location.
- being able to secure a testing seat more quickly
- reduced wait time to test after completing a training program.
- being placed on the registry and entering the workforce more quickly and effectively
This may also assist the site in recruiting nurse aides to work at their facility.
Test sites are expected to test their own nurse aide candidates as well as candidates trained at other NATCEPs.
Resources for training programs providing in-facility testing can be found on the In-Facility Testing Resources page.
- Eligibility
- Requirements
- Test Options
- Skills Lab Space, Equipment, and Supplies
- Staff Needed to Run a Test Event
- Headmaster TestMaster Universe (TMU©)
- Apply to Become an In-Facility Test Site
Eligibility to Become a Test Site
In-Facility testing will be considered for any approved MDH NATCEP Nurse Aide training program involving federally-certified providers that meet one of the following criteria:
- Nurse aide training program operated by a federally certified nursing home
- Corporate nurse aide training program for multiple nursing homes of the same corporation
- Nurse aide training program operated by an assisted living facility that is under the same umbrella ownership of a nursing home, usually on the same campus and provides supervised practical training in a federally certified nursing home.
In-Facility testing does not include approved training programs operated by colleges within the facility or the following:
- Colleges
- High schools
- Independent free-standing programs
- Assisted living facilities that train staff for their licensed-only facility
Requirements to Become an In-Facility Test Site
In order to become an in-facility test site, there are several requirements that must be in place prior to receiving approval to test. Details on these requirements are outlined below. Becoming a test site requires the following:
- Determining which tests will be administered - Skills, Knowledge, or both; and
- Appropriate lab space, equipment, and supplies for testing; and
- A coordinator to manage the test site with adequate time to lead the efforts, and
- Use the Headmaster state test team (preferred) or
- Certified staff must include RN Test Observer, Proctor and Actor, required to conduct testing.
Test Options
Facilities will determine whether to become test sites for both the Knowledge and Skills Tests or for the Skills Test only.
The Knowledge Test can be administered either on-site or virtually. If a facility decides to become a test site for only the Skills Test, the Knowledge Test would be administered virtually from an external test site online.
Skills Lab Space, Equipment, and Supplies
To run a test event, facilities must have the required space, equipment and supplies to be a test site. There are various requirements, including:
- Ensuring a private, secure, distraction-free space to hold the test events.
- If performing knowledge testing on-site, test sites must provide:
- at least three internet-connected computers, laptops, or tablets in the Knowledge Test room.
- internet access (Wi-Fi) for the Knowledge Test Proctor (if they have their own device).
- Sites also need an internet-connected computer, laptop, or tablet in the Skills Test room and/or internet access (Wi-Fi) for the RN Test Observer (if they have their own device).
- For additional details on the required space and supplies, see the Test Site Equipment List Form 1503MN (PDF).
Staff Needed to Run a Test Event
Each test site will need a designated Test Site Coordinator. To run a test event, a site must have either an in-facility test team, or use the Headmaster test team (preferred). The test team includes the following roles:
- RN Test Observer
- Actor
- Knowledge Test Proctor (KTP) (if the Knowledge Test is being held onsite)
Below are the descriptions and requirements for each role.
The role of the Coordinator is to manage the test site and events. The Coordinator performs administrative functions such as:
- Ensuring that all supplies for testing are available
- Scheduling test times and/or test staff with Headmaster
- Scheduling the Certified Testing Staff
- Ensuring students are enrolled for testing.
The role of the RN Test Observer is to administer the test event and ensure that all necessary materials and equipment are available for consistent testing. The RN Test Observer can also serve as the coordinator.
The RN Test Observer also oversees the Actors and KTPs participating in the test event and verifies the student identity and eligibility before testing begins. The RN Test Observer will be required to go through mandatory training with Headmaster to become a certified observer.
RN Test Observers must:
- Have one-year of experience providing care for the elderly or chronically ill of any age.
- Have a current RN license with the MN Board of Nursing.
- If initially licensed before 1/1/2018, must submit verification of passing a MN Department of Human Services background study. If licensed after this date, must submit evidence they have no criminal history.
- Follow CMS guidelines for any vaccination and testing requirements in the facility.
- Not have been involved with training of the students who are being tested
Related Documents:
The role of the Actor is to serve as the resident or the person receiving care during the Skills test. There is a script that the Actor must follow for each test event. The Actor can be an employee, volunteer, or other individual who is willing and able to fulfill this role. The Actor will be required to go through a brief mandatory training through Headmaster to become a certified Actor.
Actor Eligibility:
- Actors are under the supervision of the RN Test Observer.
- Actors will not be eligible to sit for the nurse aide competency for 6 months from the date they last helped during a nurse aide test event.
Related Documents:
The role of the KTP is to proctor the in-person/on-site Knowledge Test. KTPs are only necessary if a site selects to administer the Knowledge Test in person. The KTP can be the same person as the RN Test Observer. The KTP will be required to go through mandatory training through Headmaster to become a certified KTP.
For knowledge tests that occur virtually, a KTP will be provided by Headmaster through the statewide pool of certified testers. With this option, the facility will not be responsible for administering the Knowledge Test.
Knowledge Test Proctors must:
- Follow CMS guidelines for any vaccination and testing requirements in the facility.
- KTPs are under the supervision of the RN Test Observer.
- KTPs will not be eligible to sit for the nurse aide competency test for 6 months from the date they last helped during a nurse aide test event.
Related Documents:
Options to Secure Certified Test Staff
To meet facility testing needs and test site availability, there are two options for staffing facility-based test events. Sites must select in advance which option they intend to use and will be required to complete the required Headmaster forms based on their selection. Sites may be able to change this selection at a later time. However, they will be required to complete new forms and submit additional details if the selection has changed.
Each of the two options listed below have pros and cons for a facility to consider. One option may work better for one facility than it does for another, based on several factors. These factors could include geographic location, anticipated frequency of test events, volume of students, current facility staff time and capacity, among others.
Option 1: Use a certified RN Test Observer and test team from the Headmaster statewide pool (preferred)
- Using the Headmaster statewide pool RN Test Observer and certified test team will be less of a time commitment or burden for the facility staff.
- Headmaster is responsible for the recruiting, training, and performance of all their staff.
- Headmaster is responsible for scheduling test events after coordinating with the Test Site Coordinator
- May offer greater flexibility in scheduling based on availability of a pool of RNs
For questions and availability of the current roster of RN Test Observers in the statewide pool contact Headmaster at 1-800-393-8664 or minnesota@hdmaster.com.
Option 2: Use facility staff to run the test events.
- Using facility staff may allow for more flexibility in setting up test events, including selecting preferred test dates, times and determining the minimum number of students to run a test event.
- Facility staff is required to set up and lead test events. This will require an additional resource at the site.
- The RN Test Observer CANNOT be the same person as the Program Instructor who trained the students.
- Sites can have more than one certified RN Test Observer, Actor, or KTP.
- Facility staff will be required to complete additional forms, submit proof of eligibility, and go through Headmaster training to become a certified RN Test Observer or Actor.
Headmaster TestMaster Universe (TMU©)
Each test event is created and managed in Headmaster’s testing software system, TestMaster Universe (TMU©). Each test site will have accounts and profiles created within the TMU system to register students and to create and manage test events.
Two-Server TMU System
There are two servers within the TMU system – A MN State TMU server and an In-Facility TMU server. Each server has separate logins. Students must be enrolled in a server within 48 hours of the student starting a training program, based on where the student intends to test. This can be based on the student’s preference, access to test sites, availability of test events, or the student’s employer or sponsor facility preference.
Training program instructors will have the ability to enroll students in either the MN State or the In-Facility server; however, each student can only be entered and tested in one server. An instructor can be given login access to one of the two servers at any given time. Programs can have different students testing in different servers, but any given student cannot test in both. Once in a server, students can’t switch back and forth. The student must remain in the chosen server throughout the testing process.
Example: A student may request testing at a MN State test site; another student may request to be tested in the facility (or any other facility that is a test site). The training instructor will enroll the student either in the MN State or the In-Facility server. Once enrolled, the student will remain in the chosen server throughout the testing process.
Test events
In-facility test sites are expected to test their own nurse aide candidates as well as candidates trained at other NATCEPs. This could include testing eligible nurse aide candidates from other local healthcare providers, community colleges and schools, or private training programs. By helping to test outside candidates, sites may be able to recruit these individuals to work as nurse aides in their setting. There are two options for running test events in TMU software system: “Open” or “Closed.”
- Open Test Events: When testing both internal and external candidates, sites will create “Open” test events in TMU. The testing date will be publicly shared for eligible candidates outside of the program to register. “Open” testing should be used for most test events that are scheduled. In-facility test sites may enroll their students first and then have remaining openings for outside students.
- Closed Test Events: Sites have the option to run “Closed” test events for internal-only cohorts, as needed. In this case, sites can create “Closed” test events within TMU. This will create a locked test event, so external nurse aide candidates are unable to register for a test seat once scheduled.
Running “Closed” test events should only be used when there is enough internal candidate demand to fill all available test spots or when a test site is new and just learning the process. Typically, facilities will schedule a test date for their own students and determine if they have extra capacity to add more test slots for outside students. Facilities can also create a test event to test students from another location, without testing their own students.
In-Facility Testing Fees and Pricing Models
Headmaster has standard fees associated for their services, depending on which tests are administered and how test events are staffed. These fees are subject to change.
- $21 per Knowledge Test administered by facility Knowledge Test Proctor (KTP)
- $56 for virtual Knowledge Test if administering the Skills Test only, or if using a KTP from the statewide pool (this option considers the 2-hour knowledge test timeframe)
- $36 per Skills Test administered using facility test site, certified RN, and Actor
- $64 per Skills Test if using test site, certified RN and Actor with oversight and interrater reliability reporting
- $90 per Skills Test if using a certified RN and Actor from the statewide pool
In-Facility Standard Pricing Model
Facilities will create an account with Headmaster, set up a purchase order, or use a credit card to pay for each candidate the nursing home/organization they sponsor to be tested. Some costs will be reimbursed by Headmaster after their fees are collected, depending on the test options that are chosen. Headmaster will reimburse the facilities monthly or quarterly based on the volume of students tested.
Candidates who are not sponsored will be required to pay HM directly at the time of registration for the test.
The cost of nurse aide testing is determined by evaluating multiple factors, including the current cost of nurse aide testing in Minnesota, provider costs, and testing costs in neighboring states. All in-facility testing students will be charged the same amount:
- Knowledge Test Price – $60
- Skills Test Price – $100
Note: These costs may be altered over time to ensure testing costs are covered. The Minnesota Department of Health does not determine cost, nor will the Minnesota Department of Health be involved in any cost adjustments.
Apply to Become an In-Facility Test Site
After reviewing this guide, facility-based NATCEPs that meet the requirements outlined above can complete the In-Facility Nurse Aide Test site Application. MDH will review completed applications and determine if a site can move forward with the Headmaster process to become an in-facility test site. Facilities will be informed of the decision within 30 days.
MDH conducted informational meetings about in-facility test sites in July, including which sites qualify, expectations, and how to fill out the application.
- 2023-07-13 In-Facility Testing Informational Call Presentation (PDF)
- In-Facility Testing Informational Call (July 27, 2023) (YouTube)
The application for In-Facility Test Sites is currently closed. MDH will announce when the next application period is open.