Getting started with a COVID-19 DBS

Basic information

The DBS check is currently being fast-tracked and is specifically for COVID-19 sessions. There will be an admin fee of £12.

All DBS certificates will be posted directly to the applicant after processing.

You cannot join the DBS Update Service with this COVID-19 DBS.

There are 5 simple mandatory steps required to apply for a DBS, which are:

• Signing and sending us your completed Consent Form 
• Complete the Google Form to confirm a few details we need 
• Completing the payment for your DBS check 
• Filling out the online application on the Disclosure Services website
• Completing an ID check

We will only be able to submit your application after each of these steps is completed.

The details on how to complete each of these steps are outlined below, depending on the type of DBS certificate you wish to apply for. 

IMPORTANT INFORMATION:

Note: for Covid-19 DBS applications, you need to inform a member of the Lantum Clinical Governance team that you wish to apply for a Covid-19 specific DBS. 

You must also have ticked 'yes' when asked if this position is voluntary. 

Be advised that unless the position type states 'Covid' the DBS application will be processed and charged as a standard check. 

 

How to get started

1. We need your consent and details

Please fill out the DBS Applicant Consent Form attached (see the bottom of FAQ)

• answer the questions
• sign and date the document
• email this across (scan or photo) to the Clinical Governance team at clinical.governance@lantum.com.
  

2. Fill out the Google Form

Please fill out this quick Google Form to confirm the following details: 

• First name and surname (please ensure spellings are correct)
• Email address you would like to be contacted on by Disclosure Services
• The position you are applying for, e.g. Locum GP; Child and Adult Workforce Nurse

You will not be able to begin your application without filling out this Google Form so please make sure you do this promptly.

Once you have provided us with all of the above information, you will receive an email from Disclosure Services containing the 'Proceed to your application' link.

 

3. Payment via GoCardless 

• The enhanced Covid-19 DBS check cost is £12 per application 
  

You will receive an email from the Clinical Governance team when it's time to pay for your new DBS check.

GoCardless is a secure bank to bank transfer app, making the one-off GoCardless payment WILL NOT set up a direct debit.

 

4. DBS application

Please take a look at the tutorial created by Disclosure Services to help when submitting the online:

• Applicant Guidance for EEA Nationals 
• Applicant Guidance for Non-EEA Nationals 

 

Note: for Covid-19 DBS applications, ensure that on the 'Employer' tab, the position name includes 'Covid':
e.g. Covid-19 GP; Covid-19 Vaccinator

You must also have ticked 'yes' when asked if this position is voluntary. 

Be advised that unless the position type states 'Covid' the DBS application will be processed and charged as a standard check. 

 

IMPORTANT - Please note that Disclosure Services will now begin rejecting applications that contain any incorrect information.
Examples include:

• First and surnames being entered the wrong way round
• Spelling mistakes or special characters used (e.g. accents)
• Incorrect address or house number entered
• Incorrect city/county of birth entered

It is therefore very important to check over all of the details of your Disclosure Services application before submitting this.
If your application is rejected for any reason, you will need to start a whole new one.

 

5. The Identity Check

Due to the current circumstances, all ID checks must be completed over video call with a member of our Clinical Governance team. 

You will receive an email from the Clinical Governance Team including our Calendly link, you should use this link to book an available time slot with a member of our team for a video call. 

Please note that our office hours are Monday - Friday, 9am - 6pm.

Please ensure that we can clearly see your original ID documents during the call.  

 

To check your identity, you will require documents detailed in the lists below. 

You will need: one document from the “Group 1” list and a further two documents from "Group 1, 2a or 2b." One document must verify the applicant's current address.

Group 1: Primary identity documents

Document	Notes
Passport	Any current and valid passport
Current biometric residence permit	UK
Current driving licence photo-card (full or provisional)	UK, Isle of Man, Channel Islands and EEA. From 8 June 2015, the paper counterpart to the photocard driving licence will not be valid and will no longer be issued by DVLA
Birth certificate – issued within 12 months of birth	UK, Isle of Man and Channel Islands – including those issued by UK authorities overseas e.g. embassies, High Commissions and HM Forces
Adoption certificate	UK and Channel Islands

 

Group 2a: Trusted government documents

Document	Notes
Current driving licence photo-card (full or provisional)	All countries outside the EU (excluding Isle of Man and Channel Islands)
Current driving licence paper version (if issued before 1998 – full or provisional)	UK, Isle of Man, Channel Islands and EU
Birth certificate – issued after time of birth	UK, Isle of Man and Channel Islands
Marriage/civil partnership certificate	UK and Channel Islands
HM Forces ID card	UK
Immigration document, visa or work permit	Issued by a country outside the EEA. Valid only for roles whereby the applicant is living and working outside of the UK. Visa/permit must relate to the non EEA country in which the role is based
Firearms licence	UK, Channel Islands and Isle of Man
* All driving licences must be valid

Group 2b: Financial and social history documents

Document	Notes	Issue date and validity
Bank or building society statement	UK and Channel Islands or EEA	3 months from date of application
Bank or building society statement	Countries outside of the EEA	3 months from date of application – branch must be in the country where the applicant lives and works
Bank or building society account opening confirmation letter	UK	3 months from date of application
Credit card statement	UK or EEA	3 months from date of application
Utility bill	UK – not mobile telephone bill	3 months from date of application
Benefit statement, e.g. Child Benefit, Pension	UK	3 months from date of application
Central or local government, government agency, or local council document giving entitlement e.g. from the Department for Work and Pensions, the Employment Service, HMRC	UK and Channel Islands	3 months from date of application
Mortgage statement	UK or EEA	12 months from date of application
P45 or P60 statement	UK and Channel Islands	12 months from date of application
Council Tax statement	UK and Channel Islands	12 months from date of application
Financial statement, e.g. pension or endowment	UK	12 months from date of application
Letter of sponsorship from future employment provider	Non-UK or non-EEA only – valid only for applicants residing outside of the UK at time of application	Must still be valid
Irish Passport Card	Cannot be Used with an Irish passport	Must still be valid
EEA National ID card	-	Must still be valid
Cards carrying the PASS accreditation logo	UK, Isle of Man and Channel Islands	Must still be valid
Letter from head teacher or college principal	UK – for 16 to 19 year olds in full time education – only used in exceptional circumstances if other documents cannot be provided	Must still be valid

 

When the checks are completed, we can submit your application internally, and we will email you to let you know the certificate is on its way.

We will send you the information you need if you wish to link your new DBS to the update service. 

 

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DBS Update Service

Applying for a new DBS is always a bit of headache. Thankfully, there is service which means you can keep your DBS updated for only £13 a year. The catch is that you have to apply for this within 14 days of getting a new DBS. You can join the update service when you next apply for a DBS check, and you may never need to apply for another certificate again!

You can sign up at the following:

https://secure.crbonline.gov.uk/crsc/apply?execution=e1s1

When you have registered, this means you can

1. Take your certificate from one job to the next
2. Give employers permission to check your certificate online, and see who has checked it
3. Add or remove a certificate.

You’ll get an ID number with your registration that you need to log on to the service. Only one certificate will ever be needed.

Ask the person who next submits your next DBS application for the application form reference number so you can subscribe to the update service when you apply for your DBS check. Or you can use the certificate number on the top of your new DBS check to apply but you must apply within 14 days of your certificate issue date.

Please note, the update service doesn't keep a copy of your original certificate and gives a brief overview of whether anything has changed. Therefore the original certificate is still needed alongside the update service to show what information was included in the original check. For example, that all 5 fields were requested.

 

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Cancellation Policy

Applicants will have a period of 6 weeks from the the date they receive an email from Disclosure Services inviting them to begin their application to submit their application, make payment via GoCardless and complete their video ID call.

If these steps are not completed within the 6 week period then then the application will be cancelled and a new one must be started if you still wish to apply for a new DBS certificate.

 

If you require longer than 6 weeks to complete your application please email clinical.governance@lantum.com and we will be happy to make arrangements with you directly.

 

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Clinical Governance

If you'd like to chat with a member of our Clinical Governance team about your documents, please email clinical.governance@lantum.com 

 

Customer Support

If you experience any technical issues or have questions, please contact the Customer Support team. 
You can get in touch either by using the online chat in the bottom left-hand corner, or via email support@lantum.com