Disclosure & Barring Service (DBS) Rechecks
All posts with Lead Employer will require a satisfactory police check, which is undertaken in accordance with the Police Act 1997, part V, by the Disclosure and Barring Service (DBS) who provide a service called ‘Disclosure’.
This first DBS check is completed during the pre-employment process unless the individual already has a subscription to the Update Service. Individuals who are subscribed to the DBS Update Service at enhanced level must provide a copy of your DBS certificate and consent for a status check to be undertaken.
Those who do not subscribe to the update service will be subject to a DBS recheck every 3 years whilst they are employed by Lead Employer.
Update Service
The update service is an online subscription that allows you to keep your enhanced certificates up-to-date and allows employers to check a certificate online.
You can join the update service with your certificate number when you receive your DBS certificate. If so, you must do so within 30 calendar days of the ‘date of issue’ which is printed on the certificate. It costs £13 per year, and you can pay by debit or credit card. A subscription to the update service is valid for one year.
You can renew your subscription through the Update Service, either:
- When you first register, by choosing automatic renewal
- Up to 30 days before your current subscription ends (but you cannot renew on the last day of your subscription)
It's not mandatory to subscribe to the update service for your employment with Lead Employer however, it is strongly advised that you subscribe to this service as it has cost savings in the long term for yourself and will be of benefit to you when moving employers in the future.
Many Lead Employer trainees also require an update service subscription for other reasons such as out of hours and national performers list applications.
DBS Rechecks for Current Trainees
Current trainees are subject to a new DBS recheck every 3 years (if they are not subscribed to the update service) while employed by Lead Employer.
The HR Governance team can facilitate a DBS recheck for you at any point during your training. You will be contacted by the HR Governance team two months prior to your DBS expiring as per our ESR system records to ensure you have a valid DBS throughout your training.
If you require a new DBS for any other reason during your training, you can request a recheck by using the below Ad-Hoc DBS Recheck request form.
Please note: All DBS checks must be completed in your current legal full name. For example, if you are married but you practice in your previous name, the DBS must be completed in your married name.
The HR Governance team use a system called Verifile to undertake your DBS recheck. You will be required to complete an ID check via an IDSP provider e.g. Yoti or Easy ID apps to enable completion of your DBS recheck.
- Advice and guidance on Verifile and how their system works
- Verifile's customer service email adress: hello@verifile.co.uk
- Verifile's customer service contact number: 01234 339 300
DBS FAQs
- What is a DBS check?
A criminal record check details 'spent' and 'unspent' convictions, cautions and warnings on police records. Employers need to ensure their employees have the appropriate certification from the Disclosure and Barring Service (DBS) – information taken from BMA website.
- Why do I need a DBS check?
Employers have a legal responsibility to check the criminal record history of people seeking to work with children or adults in specific situations. Before you are employed as a doctor, start a new role, or begin your foundation training, you will be required to have a criminal record check - information taken from BMA website.
- What kind of DBS check do I need?
All Lead Employer colleagues-in-training must have an Enhanced DBS check with both adults and children’s barred lists checked. We cannot accept Basic or Standard DBS certificates or any certificates that are missing any barred check lists.
- How often do I need a DBS check?
See section 5.3.2 on NHS Employer’s website which states ‘Doctors on educational training rotations should be regarded as being in continuous employment for the full term of their training programme. Trainee doctors who are not subscribed to the DBS update service must have a DBS check at least once every three years.
- Who should pay for my DBS check?
The cost of a DBS check is £45.48 This is a cost to the trainee and will be deducted from your salary. As your employer, we are under no legal obligation to pay on your behalf. This has been discussed with the Local Negotiating Committees (LNC) - information taken from BMA website.
- How do you check the update service and my subscription?
We enter your certificate details into ESR which complete an automatic check every few weeks to ensure that new no information has been added to your criminal record history.
We are also able to undertake a manual check via the update service checking website using the data held on your certificate.
- I forgot to pay for my update service annual fee and consequently my update service subscription has lapsed. Can this be reinstated?
Unfortunately, if you do not pay for your subscription on time, there is no way to reinstate this. You will therefore require a new DBS check to obtain a new certificate which you will then be able to use to resubscribe to the update service.
- How does the Verifile system work?
You will be sent a welcome email from Verifile with a username and password. Use these details to log into the Verifile portal and begin your ID check and DBS application form. You will need a device with a camera to complete your ID check. It will ask you to use either EasyID or Yoti (which are both downloadable apps) to complete your ID check.
Following the completion of your ID check, you will need to complete your DBS application form which will ask for details such as previous names and your address history. Your DBS application will then be countersigned by Verifile and sent off to the DBS for processing. Once your DBS has been processed, you will receive your certificate in the post. Upon receipt of your certificate, please send a copy to Lead Employer via email.
For further advise and guidance provided by Verifile on how their system works please click here.
If you have any issues, you can also contact Verifile’s customer service using the below:
Telephone: +44 1234 339 300
Email: hello@verifile.co.uk
- How long does it take for a DBS application to be processed?
On average, DBS application can take 5-15 days however, during peak times it can take up to 4-6 weeks to be completed.
- I am due to CCT soon and I need a new DBS for my new role/National Performers List. Can you complete a DBS recheck for me?
Lead Employer is happy to complete DBS rechecks for all trainees however, we are unable to process a recheck if you are due to CCT within 8 weeks of your recheck request.
- Who will get a copy of my DBS certificate?
A copy of the DBS certificate will be sent to you only. It is your responsibility to send a copy of the certificate to your new employer. Employers will need to see the original certificate on your first day at work - information taken from BMA website.
- Do I need to keep a copy of my DBS certificate?
Yes. You must keep a copy of your DBS certificate as you could be asked by Lead Employer or any other employer e.g locum agencies, out of hours etc for a copy of your certificate at any given time. This is extremely important to evidence that you have had a DBS check completed in the last 3 years or to allow us to check your update service subscription.
The Government website states: ‘If you lose your DBS certificate, your employer should not carry out an online status check. Your employer needs to see the original copy of your DBS certificate before they carry out a status check. If your employer has not seen the original copy, you will need to apply for a new DBS certificate.’
- I have lost my DBS certificate, can I obtain a replacement?
No. Unless your certificate was issued in the last 3 months (93 days) or if you certificate was issued over 14 days ago and you have not received it - information taken from Government website.
Further DBS Checks Information
You can find further information and resources related to DBS checks at the below: