DBS Checks for New Healthcare Providers: What you need to know!

In the healthcare sector, ensuring the safety and well-being of patients is paramount. One crucial aspect of this is conducting DBS (Disclosure and Barring Service) checks for new healthcare providers. These checks are essential for verifying the suitability of individuals who will be working with vulnerable populations. Here’s a comprehensive guide to understanding DBS checks and their importance in healthcare.

What are DBS Checks?

A DBS check, conducted by the Disclosure and Barring Service in the UK, serves as a background check that reveals information about an individual’s criminal record and indicates whether they are barred from working with children or vulnerable adults. The DBS check helps employers make informed decisions about an individual’s suitability for roles that involve regular contact with these groups.

Types of DBS Checks

Basic DBS Check:

• • Purpose: Reveals any unspent convictions.
  • Who Needs It: Suitable for roles that do not involve working with children or vulnerable adults.
  • Application: Can be requested by the individual themselves or by an employer.

Standard DBS Check:

• • • Purpose: Shows spent and unspent convictions, cautions, reprimands, and final warnings.
    • Who Needs It: Typically required for roles involving certain professional or management positions, not specifically regulated roles with vulnerable groups.
    • Application: Generally requested by an employer.

Enhanced DBS Check:

• • Purpose: Includes all information from the standard check, plus any additional information held by local police that is relevant to the role.
  • Who Needs It: Required for roles involving regulated activity with children or vulnerable adults, such as healthcare providers.
  • Application: Requested by an employer with the individual’s consent.

Enhanced DBS Check with Barred Lists:

• • Purpose: Includes all information from the enhanced check, plus checks against the children and adults barred lists.
  • Who Needs It: Required for roles where the individual will be engaging in regulated activities with children or vulnerable adults.
  • Application: Requested by an employer with the individual’s consent.

Why are DBS Checks Important in Healthcare?

Patient Safety:

• • Protection of Vulnerable Groups: Ensures that individuals working in healthcare settings, especially those with vulnerable patients, do not have a history that might pose a risk.
  • Trust and Confidence: Builds trust with patients and their families by demonstrating a commitment to safeguarding and high standards of care.

Compliance with Regulations:

• • Legal Requirement: Certain roles in healthcare require individuals to undergo DBS checks as part of safeguarding regulations.
  • Regulatory Standards: Ensures compliance with standards set by regulatory bodies like the Care Quality Commission (CQC).

Risk Management:

• • Pre-Employment Screening: Helps employers identify potential risks before hiring, reducing the likelihood of hiring individuals who may pose a threat to patient safety.

How to Apply for DBS Checks

 Determine the Type of Check Needed:

• • Assess the Role: Based on the nature of the job and the level of contact with children or vulnerable adults, determine whether a basic, standard, or enhanced check is required.

Complete the Application:

• • Online Application: The DBS application can often be completed online via the DBS website or through an umbrella body.
  • Paper Form: For some checks, a paper form may be required, which can be downloaded from the DBS website.

Provide Identification:

• • Proof of Identity: Applicants must provide proof of identity documents. This includes documents like passports, driving licenses, and utility bills.

Submit the Application:

• • Through Employer: For most checks, the application will be submitted by the employer or a registered body on behalf of the applicant.
  • Payment: There may be a fee associated with the DBS check, which is usually covered by the employer.

Receive the DBS Certificate:

• • Disclosure: Once processed, the DBS certificate will be issued and sent to the applicant. Employers will receive the relevant information to assess the suitability of the applicant.

Key Considerations for Healthcare Providers

 Regular Updates:

• • Rechecks: Update DBS checks periodically, especially for roles that involve continuous or prolonged contact with vulnerable individuals.

Disclosure and Consent:

• • Transparency: Ensure that all applicants are aware of the DBS check process and provide informed consent before the check is carried out.

Handling Disclosure:

• • Review Information: Carefully review the information disclosed in the DBS check and assess its relevance to the role before making employment decisions.

Support for Individuals:

• • Guidance: Provide support and guidance to applicants through the DBS process, including assistance for those with prior convictions seeking to understand their position.

In conclusion, understanding and implementing DBS checks is a critical step for new healthcare providers to ensure a safe and compliant working environment. By following these guidelines and best practices, healthcare organizations can effectively manage risks and uphold high standards of patient care and safety.

Where to Get DBS Checks for Healthcare Companies in the UK

Here’s a guide to where and how you can obtain DBS checks for your healthcare company.

1. Disclosure and Barring Service (DBS) Directly

• DBS Website:

The DBS operates its own website where you can find information on how to apply for various types of DBS checks. However, the DBS itself does not process individual applications directly for employers; instead, it provides the framework and resources.

• Online Application:

For most DBS checks, you can apply online through the DBS website. This is generally used for individual checks rather than bulk or organizational applications.

2. Umbrella Bodies

• Role of Umbrella Bodies:

Umbrella bodies are organizations registered with the DBS that process DBS checks for employers. They are particularly useful for companies needing to handle large volumes of checks or those requiring more complex processing.

• How They Work:

You submit applications through the umbrella body, which then processes them and forwards them to the DBS. The umbrella body also manages the communication and receipt of the DBS certificate.

Examples of Umbrella Bodies:

• UCheck: Offers a range of DBS check services and support for organizations. UCheck Website

3. Specialist Providers

• Healthcare-Specific Providers:

Some organizations specialize in providing DBS checks and other compliance services specifically for the healthcare sector. They understand the unique requirements and regulatory standards for healthcare providers.

Examples of Specialist Providers for DBC Checks.

• CareCheck:

  Offers tailored DBS check services for care providers and healthcare organizations. CareCheck Website

4. Local Authorities and Regional Services

• Local Authority Services:

Some local authorities may offer DBS checking services for local healthcare providers. It’s worth checking with your local council or regional health authority to see if they provide or recommend DBS services.

Example:

• London Borough of Islington: Provides DBS checks through their local authority services. Islington Council DBS Information

5. Online Platforms for DBS Checks

• Dedicated Platforms:

There are several online platforms that facilitate the DBS checking process, making it easier for healthcare companies to manage their checks efficiently.

Examples:

• EBI (Electronic Background Investigations): Offers a comprehensive suite of background checks, including DBS, with an easy-to-use online platform. EBI Website

6. In-House Management of DBS Checks

• DBS Registration:

For larger organizations or those with high volumes of DBS checks, registering as a DBS umbrella body may be an option. This requires a formal application and compliance with DBS standards and regulations.

• Internal Management:

If you handle DBS checks internally, make sure your HR department or compliance team receives proper training and fully understands the DBS process. This includes managing records and regularly updating checks to maintain compliance and security.

Utilize these resources to effectively manage the DBS check process and ensure that all staff members undergo appropriate vetting to meet the necessary safeguarding standards. Whether you choose to work with an umbrella body, a specialist provider, or handle checks in-house, maintaining rigorous procedures is essential for upholding high standards of patient safety and compliance.

If you need assistance with securing DBS checks for your staff, look no further than Safeguard Business Support. Jill Hudson is here to streamline the process and ensure that your healthcare business remains compliant and secure. By signing up for our subscriber portal, you’ll gain exclusive access to a wealth of resources designed to simplify your DBS check requests, track progress, and manage records efficiently. Let us help you prioritize safety and peace of mind in your workplace—sign up today and take the first step towards a more secure future for your business and your team!