This guide will you answer The Care Certificate Standard 13.8b Explain the agreed ways of working for checking the identity of anyone requesting access to premises or information.
This standard ensures the safety and protection of service users and their sensitive information.
The purpose of this content is to explain the agreed methods for identifying and verifying anyone who requests access to care settings or sensitive information. This is importantto protect against unauthorised individuals gaining access and to maintain the integrity and confidentiality of the care provided.
Why Identity Verification Matters
Identity verification is critical for several reasons:
- Safety of Service Users: Ensures only authorised personnel have access to premises, thus protecting vulnerable individuals.
- Data Protection: Maintains the confidentiality and security of personal and medical information.
- Legal Compliance: Meets legal requirements and regulatory guidelines.
- Quality of Care: Ensures that only qualified and verified individuals participate in care delivery, thereby enhancing the quality of care.
Understanding Identity Verification
Identity verification involves checking credentials to ensure the person requesting access is who they claim to be. These credentials can include identification cards (ID), permits, biometric data, or any other form of identification acceptable within the care setting.
Standard Verification Methods
The following methods are typically used to verify identity:
Photo Identification
Government-Issued IDs:
- Passports: UK or foreign passports can be used.
- Driving Licences: Provisional or full licences are accepted.
- National Identity Cards: Valid in many cases, particularly for non-UK nationals.
Workplace Identification:
- Employee ID Cards: Issued by the organisation.
- Contractor ID Cards: Issued by the contracting firm but recognised by the organisation.
When checking these IDs:
- Compare the photo with the individual’s face.
- Ensure the ID is valid and not expired.
Biometric Verification
- Fingerprints: Often used in high-security care settings.
- Retina Scans: Employed where very high security is necessary.
Digital Verification
Two-Factor Authentication (2FA):
- An additional layer of security used to ensure people logging in are who they say they are.
- Combines something the individual knows (password) with something they have (a mobile phone to receive a code).
Digital Signatures:
- Used mainly for accessing or authorising sensitive digital documents.
In-Person Verification
Entry without ID:
- If someone requests access without an ID, always verify their identity with another method.
- Contact the department or person they claim to be visiting to confirm their identity and appointment.
Visitor Logs:
- Maintain a visitor logbook.
- Record the person’s name, the time of entry, the purpose of their visit, and the time of departure.
- Issue visitor badges that must be worn visibly.
Communication Between Staff
Good communication is really important for maintaining security:
- Ensure smooth transition of duty shifts.
- Inform incoming staff of any expected visitors or service provider changes.
Clear Protocols:
- Provide staff with clear protocols for dealing with unknown individuals.
- Stress the importance of not allowing entry until identity is confirmed.
Confidentiality of Information
When someone requests access to information:
Check Authorisation Levels:
- Verify that the individual has the appropriate clearance.
- Consult a manager if unsure.
Secure Sharing Practices:
- Use encrypted digital methods for sharing sensitive information.
- Ensure physical documents are handled securely.
Training and Awareness
Regular training is essential to keep all staff informed about:
Current Verification Methods:
- Update staff on new technologies and methods.
- Conduct regular drills and refreshers.
Recognising Fake IDs:
- Staff should know the features of genuine IDs and be able to spot fakes.
- Provide examples and guidance during training sessions.
Handling Suspicious Behaviour:
- Equip staff with strategies to manage and report suspicious individuals.
- Reinforce the importance of feeling confident in questioning unknown persons.
Consequences of Lax Verification
Understanding the consequences can underscore the importance of identity verification:
Breach of Safety:
- Risk of harm to service users.
- Possible criminal activities within premises.
Legal Implications:
- Breaches of GDPR and other confidentiality laws.
- Organisational fines and penalties.
Reputational Damage:
- Loss of trust from service users and the community.
- Impact on staff morale.
Example answers for activity 13.8b Explain the agreed ways of working for checking the identity of anyone requesting access to premises or information
Example 1
During my shift last week, a delivery person arrived at our care facility to drop off medical supplies. Before allowing him to enter the premises, I checked his identification card. He provided a company ID, which I verified by comparing his photo with his face and ensuring that the ID was not expired. Additionally, I called the supplier company to confirm the delivery schedule and the identity of the delivery person. I then logged his details in our visitor logbook, including his name, company, time of entry, purpose of visit, and time of departure.
Example 2
Yesterday, a new contractor arrived to repair our air conditioning unit. He did not have a formal ID card from our organisation. To verify his identity, I asked him to provide a government-issued ID. He showed me his driving licence, which I checked thoroughly. I also contacted the maintenance department head to confirm the scheduled work and the contractor’s identity. Once confirmed, I issued a temporary visitor badge and recorded his details in our logbook.
Example 3
Earlier this month, a healthcare inspector visited our care home unannounced. Upon her arrival, she presented her official inspection ID card. I checked the photo and the validity of the ID. Since it was a high-order visit, I also cross-referenced the inspector’s details with our scheduled inspections list. After verifying her identity and checking her details against our records, I allowed her entry and escorted her to the manager’s office for further formalities.
Example 4
A family member came to visit one of our residents, but I had never seen him before. He introduced himself and provided a passport as identification. I compared his photo with his face and confirmed the expiry date was valid. Before granting him access, I quickly checked our approved visitor list where his name was noted for that day. I signed him into our visitor log and issued him a visitor’s badge. To ensure the resident’s comfort, I escorted him to the resident’s room and stayed until they were settled.
Example 5
One afternoon, I had to verify the identity of a temporary nurse who was sent from an agency to cover a shift. The nurse presented an ID card from the agency, but I also required a second form of ID for added security. She provided her national identity card. After comparing the name, photo, and ensuring both IDs were current, I contacted her agency to confirm her assignment. Following approval, I logged her details in our system and issued her a temporary staff badge.
Example 6
A new IT technician came to update our computer systems. I had been informed about the visit, but I needed to confirm his identity thoroughly. He showed an employee ID card from his company, which I checked for authenticity. I asked him for an additional photo ID, and he provided a passport. After verifying the details and checking in with our IT department head, I allowed him access. I kept an eye on him while he worked to ensure he was doing the tasks he was supposed to do, and logged his entry and exit times meticulously.
Conclusion
Proper identity verification as outlined in Care Certificate Standard 13.8b is fundamental to the security of care settings. It ensures the protection of vulnerable individuals and sensitive information.
By employing systematic methods such as photo ID checks, biometric data, digital verification, and stringent in-person protocols, health and social care workers can maintain a secure environment. Continual training and awareness are crucial to keeping staff vigilant and well-informed about best practices. Staff adherence to these agreed ways of working is key to promoting a safe and trustworthy care setting.
