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New employee checklist

What documentation do practices need when a new member of staff, including GPs, join the team? This article includes a downloadable checklist to include with your HR records and links to up-to-date guidance.

Pre-employment checks are a really important part of the recruitment process.

All employers must legally check that new employees have the right to work in the UK and it is best practice to ensure that you check qualifications and references. Under Regulation 19 of the Health and Social Care Act healthcare providers should only employ 'fit and proper' staff who are able to provide care and treatment appropriate to their role. The CQC says that to meet this requirement 'providers must operate robust recruitment procedures, including undertaking any relevant checks'.

There are also things that you as an employer should do for new members of staff, including providing them with a job description, contract and staff handbook or details of the practice's policies and procedures

Below is a link to a checklist which can be printed for each new employee and kept in their HR folder to make sure you have everything covered.

There is a lot of guidance which explains the background and requirements of these checks so below is a list of what you need to check and where you can find out more information about each issue if you need to.

All staff need the following checks

  • Check for any gaps in CV
  • Two references.
  • Identity checks.
  • Right to work in UK -  All employees need to demonstrate their right to work in UK. Employers must see the worker's original documents, check the documents are valid with the employee present and make and keep copies of the documents with a record of the date they were checked. 
  • DBS check - see below for more information on this. GPs will already have been DBS checked in order to get on the performers list.
  • Work health assessement.

The practice should provide all staff with the following

  • Contract.
  • Job description.
  • Staff handbook or practice policies and procedures.
  • Windows login.
  • Smartcard.

Also make sure you have the new employee's P45/P46 information for payroll and have correct details of the employee's NHS pension, if they have one, or have provided details of this to new NHS employees.

Useful resources

Additional checks for GPs

  • Check they are registered with GMC with no restrictions.
  • Check their qualifications - NHS Employers information on professional registration and qualifications checks
  • Ask for proof that they are on a performers list. The National Performers List is here. GPs will need to complete and return an NPL3 change notification form to inform the perfomer's list of their new practice. If they are moving from a different NHS England area to join the practice they will need to complete an NPL2 form. You can find these forms here.
  • Proof that they have current medical indemnity for the number of sessions that they will be working. If you are providing the indemnity cover through the practice make sure they are added to your indemnity arrangments.
  • Send the GP to an occupational health check if this is available in your area. If not, ask for a copy of their blood test results showing immunity to Hepatitis B and measles. This should form part of the work health assessment mentioned above.

Additional checks for nurses

Additional checks for pharmacists

  • Check that they are registered with the GPhC with no restrictions.
  • Check their qualifications - NHS Employers information on professional registration and qualifications checks
  • Check that they have professional indemnity for the work that they will be carrying out within the practice. You should also inform your indemnity provider that the pharmacist has joined the team and explain their indemnity arrangements. Some providers may cover pharmacists under your group scheme.
  • Send the pharmacist to occupational health check if this is available in your area. If not and the pharamcist will be patient facing, ask for a copy of their blood test results showing immunity to Hepatitis B and measles. This should form part of the work health assessment mentioned above.

Fionnuala O'Donnell is a practice manager in Ealing, West London, and a CCG board member.

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