Updates

This short guide explains who can carry out criminal record checks in the UK and typical costs.

• At a glance
• Who can carry out criminal record checks?
• How much does it cost?
• NCHA recommendations

At a glance

Healthcare providers have a duty to ensure employees and locums have appropriate criminal record checks. This should form part of your overall system to help protect vulnerable people  from risk and harm.   

In summary you must protect patients but also only request disclosure where you have a basis for doing so. 

This means employers can only request a criminal record check when this is legally allowed.

To support members with this, the NCHA will publish more detailed criminal records check guidance in early 2024. In the meantime, members might find this DBS check tool helpful when determining what criminal record checks to request [1]. 

Who can carry out criminal record checks?

Three government agencies carry out criminal record checks in the UK:

• Disclosure and Barring (DBS) for England, Wales, the Channel Islands and the Isle of Man
• Disclosure Scotland
• Access Northern Ireland.

Employers can register and perform checks directly by using one of these agencies, but this can be costly and complicated - e.g., additional staff, compliance and auditing costs, and other risks. Most employers, therefore, use an umbrella body authorised to perform criminal record checks.

How much does it cost?

If, like most employers, you choose to use an umbrella body, the cost you pay will be made up of different elements:

• Fixed fee based on the type of check + administrative fee + VAT = total cost.

The tables below provide more detail.

Table 1: Minimum cost as charged by DBS, Access NI and Disclosure Scotland. Note that in England and Wales, an 'enhanced with barred' list check will cost £38; in Scotland, a 'protecting vulnerable groups' check costs between £18 and £59 [5-6].

Table 2: Umbrella body admin fees

Table 3: Estimated total costs ex VAT. Note that VAT might vary based on how the company charges VAT - e.g., on total or administrative fees only.

In England and Wales you also have the option of signing up for the update service for £13 per year.

NCHA recommendations

At the NCHA, we always recommend members shop around to ensure they secure the best value on their terms.

To support members, the NCHA has also reviewed various suppliers. Based on member feedback, customer service reviews, efficient systems and user-friendly design, the NCHA has partnered with Vero Screening Limited. The NCHA makes no commission from this partnership, and instead, Vero Screening provides NCHA members with preferential rates, passing on savings it makes in marketing and volume orders to NCHA members. Learn more. 

Or members can find alternative providers here:

• Find an umbrella body in England and Wales
• Find an umbrella body in Northern Ireland
• Find an umbrella body in Scotland

Updates

Originally published: January 2024

Reviewed: N/A

Next review date: March 2024

Info: This guidance currently explains who can perform a criminal record check and how much this might cost. NCHA will also publish more detailed guidance on criminal records checks, including the underlying regulations and requirements for primary eye care, in early 2024. In the meantime, if members have specific questions about performing criminal records checks please email [email protected] or [email protected].

Reference and notes

[1] Disclosure & Barring Service, Where to apply for your criminal record check. This tool is for England and Wales but provides a helpful guide when performing a risk assessment, accessed 6 October 2023

[2] DBS, 2022, Fee reduction for DBS checks, accessed 17 March 2022[3] AccessNI: Criminal record checks, accessed 6 October 2023[4] mygov.scot, 2023, Types of disclosure, accessed 6 October 2023

[5] DBS, 2022, Fee reduction for DBS checks, accessed 17 March 2022

[6] mygov.scot, 2023, Types of disclosure, accessed 6 October 2023

[7] DBS directory, accessed 6 October 2023, random sample of fees, filter all specialities and all counties (extreme outliers >£40 excluded)

[8] AccessNI, Umbrella bodies, accessed 6 October 2023

[9] Mygov.scot, Find an umbrella body, accessed 6 October 2023