What is a Standalone DBS check?
A Standalone DBS check is a Disclosure and Barring Service (DBS) check that is not being raised as part of a Trac recruitment activity. All standalone DBS checks are completed using a Digital Pre-employment Checking (DPEC) Service.
A Standalone DBS check may be requested if an agency worker requires the check, or where internal employees require:
- a renewal of their DBS
- a DBS for a project they are involved in or if they take on a new role within the organisation
How do I submit a Standalone DBS?
To raise a standalone DBS you will need to complete a Standalone DBS Information form and email it alongside the Job Description (JD) for the role to the NHS Business Services Authority (NHSBSA) Corporate HR team. The Corporate HR team will review the request and if approved they will forward this on to the NHSBSA HR Shared Services (HRSS) Query team.
DBS level review
When NHSBSA HRSS receive a Standalone DBS request from the Corporate HR team they will forward the JD to our DPEC provider who will conduct a review to ensure that the correct level is being requested. The DPEC provider will respond to the email within one working day to advise of the result of their review:
- DBS level correct
NHSBSA HRSS can proceed with the DBS check request. The DPEC provider will provide a Job role number and the 'Reason for DBS check' in their response for NHSBSA HRSS to include in the DBS application. - DPEC provider query DBS level
NHSBSA HRSS will reply to Corporate HR asking for clarification. Once received, that clarification should be sent to the DPEC provider who will review and respond. Provided the DPEC provider have confirmed the DBS level is correct, NHSBSA HRSS will issue a request to the employee/agency worker via the DPEC system.
The DPEC provider will provide a Job role number and the 'Reason for DBS check' in their response for NHSBSA HRSS to include in the DBS application.
How does a candidate complete a Standalone DBS request?
To enable NHSBSA HRSS to initiate a DBS request, the employee/agency worker will need to complete a DPEC request providing information needed to submit the request as well as their identity documents (ID) to satisfy the government ID checking guidelines for DBS requests.
Who will be notified if the DBS certificate returns a disclosure?
NHSBSA HRSS will receive an indicative notice once the DBS request is complete, if there are disclosures on the DBS certificate, they will receive a notification in the DPEC system. If there is a disclosure NHSBSA HRSS will email the employee/agency worker (copying in Corporate HR) asking them to contact Corporate HR to discuss the disclosure. Please note the indicative notice does not contain the detail of the disclosure and DBS certificates should not be shared with NHSBSA HRSS.