The Healthcare Recruitment Specialists

Identity Checks Process

Introduction

Identity checks are fundamental to the pre-employment process as it forms the basis for all other checks.

An identity check confirms an individual is who they are stating to be. Identity checks are essential as it means not hiring someone who could be impersonating someone else.

How to verify identitiy:

We check the identity of an individual using the below process:

  • Requesting original identity documents
  • Checking the authenticity of the original documents
  • Conducting in-person meetings
  • Validating personal details against external reliable sources

Identity check process for all candidates:

Candidates will need to provide one of the following combinations of documents

  • Two forms of photographic ID with one proof of address document
  • One form of photographic ID with two proof of address documents

If a candidate is unable to provide the above combination there are some alternatives listed below.

  • Two documents confirming current residing address
  • Two forms of non- photographic personal identification

And

  • A passport-sized photograph

Acceptable Photographic documents:

  • Full signed UK (Channel Islands, Isle of Man or Irish) passport or other nationalities passport
  • UK full or provisional driving licence
  • HM Armed Forces identity card (UK)
  • EEA government issued identity card

Acceptable Proof of address:

  • UK issued utility bill example gas, water, electricity, landline telephone – dated within 6months
  • Local authority tax statement – dated within a year
  • financial statement – within 6 moths
  • Mortgage letter from a recognised lender – within 1 year
  • Local council rent card or tenancy agreement – within 6 months
  • DWP entitlement letter such as pension, child allowance – within 6months
  • Credit union statement – within 6 months
  • HM Revenue & Customs tax notification (HMRC) tax notification such as, an assessment, statement of account, or notice of coding – within 1 year
  • Full old-style paper driving licences (that were issued before the photocard was introduced in 1998 and where they remain current and in date)

Where a candidate cannot provide photographic identity document, you must request a passport sized photo which is endorsed on the back with a signature of a person of some standing in their community, please see guidance gov.uk website.

Checks to be completed in-person as this allows to identify the below:

  • Likeliness of person based on age on documents
  • Likeliness of person to photographs on documents

Where the verification of documents has been done remotely in the early process of recruitment, the cross-matching of original documentary evidence must be conducted in-person as soon as possible before candidate starts placement.

Documents presented in different names must be matched with supporting documentary evidence that recognises the name change such as below:

  • Marriage certificate
  • Civil partnership dissolution certificate
  • A deed poll certificate
  • A recognition certificate

Who to check and when:

We must ensure the identity of all workers has been verified before any work or volunteering starts.

Existing Candidates:

Periodiv checks on existing candidates are not usually needed, however standard and practices used to check and validate identity are improved over time. Where new standards are significally different we would assess whether repeat checks are necessary for existing candidates.

All records held for candidates should reflect their legal full name as written on their official documentation to make sure records are kept accuratey. This reduces risks or causing unnecessary duplicates.

 

Doubts on the authenticity of information:

Passports – countries can on occasion change their passports. If you have any doubt with the authenticity of a passport presented by an individual, contact the Home Office to make sure the passport for that country has not changed before raising the concern with the individual. You can also call Employers and Education Providers helpline: 0300 123 4699 or the local counter-fraud service to do this.

Where checks return information that contradicts the details provided by the individual and raises concerns:

  • Processed in a sensitive manner as there could be a reasonable explanation
  • Attempt to address the concern with the individual

In exceptional circumstances, where checks reveal substantial misdirection, employers may feel it appropriate to report these concerns to the NHS Counter Fraud Authority or the local police. Employers can also call the 24-hour fraud and corruption reporting line on 0800 028 40 60.