Right to work and DBS checks: what employers should keep on file

Every clinician who starts work with your service needs two things checked before their first shift: their right to work in the UK and, where the role requires it, an appropriate DBS check. Both are easy to get wrong when hiring is fast.

Right to work

Employers must check that every worker has the right to work in the UK before employment begins. This means checking original documents, or using the Home Office online checking service where a candidate has a share code. Keep a dated record of the check and the date it was carried out, and set a reminder for any time-limited permission.

DBS checks

Roles involving regulated activity, which includes much clinical work with adults and children, need an enhanced check with the relevant barred list. Ask for the certificate, confirm it is recent and that it relates to the role you are offering. Under the DBS update service, some candidates can show a current check instead of applying again.

Professional registration

Registration with the GMC, NMC or GPhC is checked against the public register, not a copy of a certificate. A quick check on the day of onboarding and again at renewal is good practice.

Keep it organised

Store copies securely with restricted access and only keep what you need. Our privacy notice explains how we handle the same information when we verify candidates on your behalf.

These checks are a minimum, not a finish line. Good clinical governance also means reviewing performance, feedback and training needs throughout the placement.