Identity scanning at Kings College Hospital NHS Foundation Trust

Hospital staff

22 / 7 / 2015 11.50am

For a number of year's Kings College Hospital NHS Foundation Trust have been using a ID scanning system.  The trust are often asked about their system, and the questions and answers below should answer any questions you may have. 

Q. What documentation does the scanner work with?

It works on all passports and any other documentation that has a security watermark that can be seen under ultra-violet light, such as driving licences and certain ID cards.

Q. What is the cost to introduce the system?

There are a number of systems available on the market and each has a different pricing schedule. As a general guide you would be looking at a cost between £5,000 and £10,000.

To help put this into perspective, if you are found to be employing illegal workers you could face a £5,000 fine for each individual, so the cost is negligible.

Q. How many system units do you have in your organisation?

We currently have two office based systems and one portable system.  We also have allocated days where applicants are sent to a location to have their documents scanned.

Q. How do you deal with applicants when you identify that their documents are in question?

Countries do occasionally change their passports, so you need to handle any challenge sensitively, just because it’s unfamiliar to you, it does not necessarily mean that it is a fraudulent document. You need to double check with the UK Borders Agency (UKBA) to make sure the passport for that country has not changed.

Partner organisations and/or your local counter fraud service may well do this on your behalf.

We inform all applicants that any formal offer of employment will be made once all the necessary employment checks have been undertaken, which gives us opportunity to follow up with the relevant authorities if anything untoward comes to light.

All our recruitment literature clearly outlines that any legal documentation, such as driver’s licences or passports will be verified by using a scanner, which we find is a deterrent.

Q. Do you have a dedicated member of staff who undertakes your document scanning?

We have a small team of six people that undertake checks.

Q. Do you check all applicants, or just those whose documentation may be of a concern?

Yes, we check all applicants’ documentation.

Q. Have you introduced retrospective checking within your organisation?

We are in the process of planning retrospective checking and aim to complete this exercise within the next financial year.

If you have any additional questions email them to:

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