The verification of identity checks standard outlines the mandated requirements employers must carry out to verify the identity of all propsective employees in the NHS. This Standard is just one of the six documents which form the NHS Employment Check Standards which were published in March 2008.
The NHS Employment Check Standards were further revised in June 2010 following consultation with key partners to assure their fitness for purpose.
This document only covers the checks required to confirm an individual's identity and should be read along side the right to work check standard which outlines the checks required to verify an individual's legal right to work in the UK.
If you have any queries please email employmentchecks@nhsemployers.org
Frequently asked questions
Do verification of ID checks have to be applied retrospectively to existing staff?
Not usually. Employers will be checking assurance against information governance standards for the Registration Authority processes linked to NHS CRS. This may involve a retrospective check but any additional checks, as staff change jobs internally within the organisation, must be proportionate to risk.
The outcomes of any verification of ID check should be recorded on ESR, where available, or other HR management system confirming that identity has be verified in compliance with the Verification of Identity Check Standard, to avoid unnecessary duplication of checks.
Can we accept a passport which has expired?
No. All documentation must be original, valid and current.
What happens if the individual has recently changed their name and cannot provide documentation in their new name?
Individuals may decide to change their name at any time and be known by this name without going through any official legal process. Employers must only accept identity documents in the applicants' previous name where the individual is able to provide documentary evidence of the recent name change because of marriage/civil partnership (ie marriage of civil partnership certificate), divorce/civil partnership dissolution (ie decree absolute /civil partnership dissolution certicate) or deed poll (deep poll certificate).
A number of companies are encouraging customers to convert to paperless billing, can documents downloaded from the internet be accepted?
Documents downloaded from the internet are not acceptable. Employers should always seek to obtain original documentation, where copies of the original have been provided, these should be signed by a solicitor.