What is a DBS in Health and Social Care?

A DBS, or Disclosure and Barring Service check, acts as a safety measure within health and social care. This check helps to protect people who may be vulnerable, making workplaces safer for individuals who might not be able to protect themselves. Whether caring for older adults, children, or those living with disabilities, the need for trust and safety is clear. The DBS system allows employers to check an individual’s criminal record and ensure only safe, suitable people are placed in sensitive roles.

What Does DBS Stand For?

DBS stands for Disclosure and Barring Service. This government body replaced the former Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) in 2012. The organisation now manages all checks related to criminal records and barring lists in England, Wales, the Channel Islands, and the Isle of Man.

The main aim of the DBS is to help make sure that unsuitable people do not work with those who need extra care and support.

What is the Purpose of a DBS Check?

Many people working or volunteering in health and social care will need some level of DBS check. This applies whether you work directly with patients and clients, or in roles that allow access to sensitive information about them. The main purposes are:

• Safeguarding children and adults at risk
• Fulfilling legal obligations for care providers
• Reducing the risk of abuse or exploitation

It’s important that organisations know about any past behaviours that might put service users at risk.

Different Types of DBS Checks

There are three different types of DBS checks. The difference between them lies in how much information is revealed.

Basic DBS Check

This is the simplest form of DBS check. It shows any unspent criminal convictions or conditional cautions. Anyone can request this check for themselves.

Standard DBS Check

A standard DBS will reveal both spent and unspent convictions, cautions, reprimands, and final warnings from the Police National Computer. Health and social care staff rarely require only a standard check, as most roles involve working with vulnerable people.

Enhanced DBS Check

An enhanced DBS check gives all criminal record information from a standard check, and includes information held by local police if considered relevant to the role. Health and social care workers in regulated activity (for example, personal care, supervision, or teaching of vulnerable groups) will need this level.

Enhanced DBS with Barred List Check

This version includes a search of the children’s and/or adults’ barred lists. If someone appears on either of these lists, it means they have been banned from working with that group. This extra layer of checking protects people who are relying on others for support.

Who Needs a DBS Check in Health and Social Care?

Not everyone within a health or social care setting requires the highest level check. The level needed depends on the nature of the job and who you will be working with. Some roles that commonly need a DBS are:

• Nurses, doctors, and healthcare assistants
• Social workers and care coordinators
• Residential care home staff
• Domiciliary carers (providing care in people’s homes)
• Support workers for people with learning disabilities
• Volunteers working directly with children or adults at risk

Some people working in office-only roles or doing maintenance work in care settings might need only a basic or standard check.

What Is ‘Regulated Activity’?

The term ‘regulated activity’ refers to specific types of work with children or adults that require an enhanced DBS with barred list check. These activities include:

• Personal care (washing, dressing, feeding)
• Providing healthcare by or under the supervision of a professional
• Day-to-day management or supervision of someone involved in regulated activity
• Working in certain settings, such as schools or care homes, whether paid or voluntary

Failing a DBS check will make someone ineligible for regulated activity.

The Process of Getting a DBS Check

Anyone who needs a DBS check will typically apply through their employer, volunteer organisation, or recruitment agency.

Steps Involved

• The employer asks the candidate to fill out a DBS application form and provide proof of identity.
• The application is sent to the DBS, which collects information from police records and barred lists.
• The DBS compiles the information and sends a certificate directly to the applicant.
• The applicant shares the certificate with their employer or organisation.

Most employers will help with paperwork and explain each step.

What Shows Up On a DBS Check?

A DBS certificate may show:

• Unspent convictions
• Spent convictions (depending on check type)
• Cautions, warnings, and reprimands
• Relevant police information
• Whether the person is barred from working with children or adults

Not all convictions stay on your record forever. Some convictions become ‘spent’ after a period, meaning they no longer appear on basic checks. Some serious offences will always show.

How Long Does a DBS Take?

Most checks take between one and four weeks. Delays can occur if police stations need to search archived information or if the form has mistakes. Employers may let people start work while waiting for the result, but only under supervision.

How Long Does a DBS Last?

A DBS check has no official expiry date. The certificate only shows information correct at the date of issue, so employers may ask for a new one if some time has passed, or if someone changes role. Different organisations set different renewal times, with many repeating checks every three years.

The Update Service

The DBS Update Service is a subscription-based online tool. For an annual fee, this service lets people keep their DBS certificate up to date and share it online with new employers. If someone changes roles often, this can save time.

DBS certificates are not automatically updated; they only show police information processed up to the date the check was done. The Update Service alerts employers if there is a change in someone’s DBS status.

DBS and the Barred Lists

A barred list is a record of people the DBS has decided are not safe to work with certain groups. There are two lists:

• Children’s Barred List (for those who have been banned from working with children)
• Adults’ Barred List (for those barred from work with adults at risk)

If someone appears on these lists, it is illegal for them to take up regulated activity in those areas. Employers have a legal duty to refer someone to the DBS if their behaviour puts vulnerable people at risk. The DBS then investigates and may add them to a barred list.

What Is Portable Information?

‘Portability’ means using a DBS certificate for more than one employer without repeating the check every time someone finds a new job. With traditional paper certificates, this is not possible. With the DBS Update Service, employers can access a current online record. But if the role differs in terms of responsibilities or type of individuals cared for, a new check may still be needed.

DBS Checks and Overseas Applicants

If someone has lived abroad, the DBS covers only the time they have lived in the UK. Employers may also need police checks from other countries to check overseas criminal history.

Common Terms Explained

• Spent Conviction: A criminal conviction that no longer needs to be disclosed for most jobs after a set period.
• Unspent Conviction: A conviction still within its disclosure period and must be listed on all checks.
• Caution: A formal warning given by police for less serious offences.
• Safeguarding: Protecting people’s health, wellbeing, and human rights.

Safeguarding in Health and Social Care

In care settings, people may be more vulnerable to harm or abuse because of illness, age, or disability. Employers must show they take all reasonable steps to protect their clients and staff. DBS checks are just one part of a larger safeguarding toolkit, including:

• Reference checks
• Supervision and training
• Reporting mechanisms for concerns
• Clear policies and procedures

When a DBS Shows a Criminal Record

Having a conviction does not automatically mean someone cannot work in health and social care. Employers have to decide if any risks can be safely managed. They should look at:

• The type of offence
• How long ago it happened
• Whether the role involves supervised or unsupervised access
• Any changes in circumstances

Some offences, especially those involving neglect, violence, or abuse, may prevent someone ever working with vulnerable people again.

Confidentiality and Fairness

Personal data revealed through a DBS check carries strict privacy rules. Only those directly involved in hiring and safeguarding decisions should see this information. Employers are not allowed to discriminate unfairly against people with a criminal history, unless it directly relates to risk.

Legal Obligations for Employers

The law says some employers must request DBS checks for roles in regulated activity. Not doing so is an offence. Providing false information or failing to disclose relevant facts is also a criminal offence.

Employers must:

• Verify the identity of the person applying
• Decide which level of check is required
• Respect confidentiality of the information

Responsibilities for Individuals

If you work in health or social care, you are responsible for being honest about your history when applying. Keeping your certificate secure, using the Update Service if possible, and following all safeguarding rules are all part of the professional standards

DBS Do’s and Don’ts

• Use the correct level of check for the role
• Keep information private and secure
• Act on concerning information and follow safeguarding policy
• Never allow anyone barred to work in regulated activity
• Don’t discriminate unfairly against people with a criminal record, unless it impacts safety

Final Thoughts

The DBS check acts as an important safety net in health and social care. It allows those who need care and support to have confidence in the people looking after them. By following the rules, everyone has a safer and more trustworthy environment to work and live in.