Frequently Asked DBS Check Questions
Everything You Need To Know
What is the cost of a DBS Check?
When requesting a DBS Check through an Umbrella Body, the total cost generally includes two key components. The first is the mandatory fee set by the Disclosure and Barring Service. This fee is a fixed amount charged per application, no matter how many checks your organisation processes each year. For Health and Social Care roles, the current charges are £21.50 for both Basic and Standard DBS Checks, and £49.50 for Enhanced DBS Checks. This price remains the same whether or not the check includes the Adults’ and/or Children’s Barred Lists.
The second component is an administrative fee levied by the Umbrella Body to cover the costs of managing and processing the DBS application on your behalf. These administration fees often vary depending on the volume of checks processed. For instance, DBS.care’s admin fees start from £4.00 per application, offering competitive rates tailored to support Health and Social Care organisations.
What are the types of DBS Check available?
DBS checks come in three main types: Basic, Standard, and Enhanced. Employers within the Health and Social Care sector should carefully evaluate the specific duties and responsibilities of each role to decide the appropriate level of check required. This careful assessment helps ensure a safe and secure environment for both staff and the vulnerable individuals in their care.
How much time does a DBS Check take?
Most DBS checks are completed within 48 hours, though processing times can vary depending on the type of check.
Basic DBS Checks are typically very quick, often returned within a few hours.
Standard DBS Checks usually take between 24 and 48 hours to complete, with the vast majority returned well within five working days.
Enhanced DBS Checks require additional scrutiny from local police forces, which can extend processing times. While some Enhanced checks may be returned on the same day, they generally take longer than Basic or Standard checks. Nevertheless, most Enhanced DBS Checks are completed within ten working days.
What does a DBS Check check for?
A DBS (Disclosure and Barring Service) Check reveals important information about an individual’s criminal history, helping employers make informed and safer recruitment decisions. The amount of information disclosed depends on the level of the check requested, which can be Basic, Standard, Enhanced, or Enhanced with Barred List checks.
Can I pay extra for a fast track DBS Check?
There is no fast track service for DBS checks. The Disclosure and Barring Service processes all applications using the same standard procedure.
Once an application is submitted to the DBS, neither DBS.care nor any other Umbrella Body can speed up the processing time. However, they can help make the process as smooth and efficient as possible. DBS.care provides a user-friendly platform designed to minimise applicant errors and simplify the application process, helping Health and Social Care organisations avoid unnecessary delays.
Which identification documents are required for a DBS Check Application
DBS checks require applicants to provide identification documents to an authorised ID checker within the client organisation. The specific documents required depend on what the applicant can provide, but all must be current and valid. These requirements are determined by the Disclosure and Barring Service to ensure accurate and secure verification of identity, which is particularly important in Health and Social Care settings.
You can find out the latest requirements here:
https://www.gov.uk/government/publications/dbs-identity-checking-guidelines
What is fastest way to obtain a DBS Check for a Health and Social Care role?
For Standard DBS Check, or Enhanced DBS Check: use a DBS Umbrella Company like DBS.care, which provides a modern platform and online e-bulk DBS Checks: Register for Free Organisation Account Here
For Basic DBS: apply directly to Disclosure and Barring Service
How do I get a Standard or Enhanced DBS Check for my Employees\Volunteers?
If your Health and Social Care organisation needs to conduct DBS checks, the first step is to register with us. Use the button below to Get a free DBS Platform account
Once you have registered, you will receive login details to access our secure portal, usually within one working day. From there, you can start adding the individuals who require DBS checks.
Each individual will be given their own applicant login, allowing them to access the portal and complete their section of the DBS application. Once they have submitted their part, you will be notified. You can then log in to the client area to complete the ID verification and select the appropriate DBS check type. The application is submitted electronically to the Disclosure and Barring Service.
When the DBS has processed the application, the applicant will receive the physical certificate by post. An electronic snapshot of the DBS certificate will be available to your organisation within one day of the certificate being issued.
The entire process is clearly signposted, and the tracking information is presented in a simple and user-friendly way.
How do I get a Basic DBS Check?
While Standard and Enhanced DBS Checks have specific eligibility criteria, anyone can apply for a Basic DBS Check directly for themselves.
Unlike Standard or Enhanced checks, Basic DBS Checks can be requested by individuals or organisations straight from the Disclosure and Barring Service without needing a third party. The only fee is the official DBS charge of £21.50. If you are asked to pay more, it likely includes an additional administration fee, which you can avoid by applying directly. You can start your Basic DBS Check application here: https://www.gov.uk/request-copy-criminal-record
Be sure that a Basic check meets your needs. If your role requires a Standard or Enhanced DBS Check, you will usually need to use an Umbrella Body such as DBS.care or ensure your organisation is registered directly with the Disclosure and Barring Service.
What type of DBS Check do I need?
In Health and Social Care, roles that involve direct, unsupervised contact with vulnerable individuals, such as patients in hospitals, residents in care homes, or people receiving personal care, typically require an Enhanced DBS Check that includes a Barred List check. This ensures that individuals barred from working with vulnerable groups are identified and prevented from undertaking regulated activities.
Some ancillary roles, such as cleaners, maintenance, admin staff etc, within hospital settings, which do not involve regulated activities but still carry significant responsibility, may only require a Standard DBS Check.
However, in care home environments, ancillary positions usually require an Enhanced DBS Check without a Barred List check due to the close and ongoing contact with vulnerable, despite the work not being classed as ‘regulated’
It is important for employers in Health and Social Care to carefully assess the duties involved in each role to determine the correct level of DBS Check required, ensuring compliance with safeguarding regulations and the protection of those in their care.
The DBS provide detailed eligibility guidance here.
Most Health and Social Care services in England are regulated by the Care Quality Commission (CQC). In Wales, these responsibilities fall to Healthcare Inspectorate Wales (HIW) and Care Inspectorate Wales (CIW).
All three organisations enforce regulations that emphasise safe and effective recruitment practices. As a result, many roles within the Health and Social Care sector require an Enhanced DBS Check.
The purpose of these regulations and DBS Checks is to protect vulnerable individuals. DBS Checks play a vital role in safeguarding children, elderly people, and vulnerable adults by helping to prevent unsuitable individuals from working in care roles.
Can I get a Volunteer DBS Check for free?
The Disclosure and Barring Service waives the fee for Standard and Enhanced DBS Checks when they are conducted for volunteers. If someone is working in an unpaid volunteer role that qualifies for a DBS Check, the application can be submitted as a volunteer check by making the appropriate declarations during the process.
While the DBS itself does not charge for these volunteer checks, there is still an administration fee applied by DBS.care. This means the overall cost is considerably reduced, although the administration fee remains consistent whether the check is for a volunteer or a paid employee.
It is important to understand that the definition of a volunteer is quite specific. Roles such as work placements, internships, or trial positions are not classified as volunteer roles by the Disclosure and Barring Service. Fortunately, DBS.care’s platform clearly outlines the necessary criteria and guides users through the declaration process, helping to ensure that the role meets the official requirements for a volunteer DBS Check.
How long is a DBS Check valid for?
A DBS check does not have a formal expiry date; rather, it provides a snapshot of an individual’s criminal record as of the date it was issued.
The certificate reflects information that was accurate at that moment but does not update to include any new convictions, cautions, or other relevant information that may arise afterwards. For this reason, employers should always consider the issue date of a DBS certificate when deciding if a new check is needed.
In many sectors, particularly those involving vulnerable people or sensitive duties, it is common practice—and sometimes a regulatory requirement—to renew DBS checks periodically. A standard renewal interval is every three years, although certain roles may require more frequent checks, such as annually or every two years, depending on the role’s responsibilities and organisational policies.
What is the difference between a CRB Check and a DBS Check?
A CRB check is the former name for what is now known as a DBS check. CRB stood for the Criminal Records Bureau, the organisation responsible for criminal record checks before the creation of the Disclosure and Barring Service in 2012. That year, the CRB merged with the Independent Safeguarding Authority to form the DBS.
Since this change, CRB checks have been replaced by DBS checks. While the core purpose remains the same—providing employers with information about an individual’s criminal history to support safer recruitment—the DBS introduced new features such as barred list checks and the Update Service. Therefore, references to CRB checks in older documents refer to what we now call DBS checks.
In simple terms, DBS is the updated name for CRB. What was once called a Standard CRB is now a Standard DBS, and an Enhanced CRB is now an Enhanced DBS.
Despite the change in name, many people still use the term CRB informally. Some DBS systems still retain the older branding; for example, the DBS external tracking service is accessed via a web address containing “crbonline.” However, all criminal record checks today are conducted through the DBS. Employers should be aware of this change, and treat any existing CRB certificates as they would older DBS certificates, recognising they may be outdated.
What is the DBS e-bulk platform?
The Disclosure and Barring Service introduced the e-Bulk system to speed up and improve the efficiency of DBS Check applications.
This system supports two-way data transfer, allowing application results and tracking details to be sent directly to DBS.care, usually within two to three hours. DBS.care adopted the e-Bulk system to eliminate the need for paper forms and provide users with a quicker, more seamless experience. When applications are submitted via DBS.care, they are transmitted to the Disclosure and Barring Service within minutes, helping to accelerate the entire process.
What is the Children's Barred List?
The Children’s Barred List is a confidential register maintained by the Disclosure and Barring Service. It contains the names of individuals who are legally barred from working with children.
Importantly, a person can be included on this list even if they have no criminal convictions. Being barred is a legal restriction that does not require a criminal record.
An Enhanced DBS Check may include a check against the Children’s Barred List if the role qualifies for it. For instance, roles working solely with adults would not be eligible for a Children’s Barred List check.
There is no additional cost difference between an Enhanced DBS Check that includes the Children’s Barred List and one without it.
What is the Adults' Barred List?
The Adults’ Barred List is a confidential register maintained by the Disclosure and Barring Service. It contains the names of individuals who are legally prohibited from undertaking Regulated Activity involving vulnerable adults.
Regulated Activity for adults is clearly defined and includes tasks such as providing personal care or managing someone’s finances. A full guide detailing what constitutes Regulated Activity can be found here:
An individual can be placed on the Adults’ Barred List even if they do not have a criminal record. Being barred is a legal restriction that does not require a conviction.
An Enhanced DBS Check may include a check against the Adults’ Barred List, but only if the role qualifies. For example, a cleaner working in a care home who does not perform Regulated Activity would not require an Adults’ Barred List check.
There is no additional cost difference between an Enhanced DBS Check with or without an Adults’ Barred List check.
What is 'Regulated Activity'?
Regulated Activity refers to specific types of work involving vulnerable groups, where individuals have direct contact with or responsibility for the care, supervision, or wellbeing of those individuals.
Examples of Regulated Activity include:
Providing personal care, such as assisting with washing, dressing, feeding, or helping someone use the toilet.
Delivering healthcare services, including nursing, dentistry, or physiotherapy.
Offering social work services related to health or social care.
Helping vulnerable adults with tasks such as managing cash, paying bills, or shopping on their behalf.
Transporting vulnerable adults to or from appointments where they receive healthcare, personal care, or social work.
Managing or supervising anyone who carries out these regulated activities.
What is 'Vulnerable Adult'?
A vulnerable adult is defined as a person aged 18 or over who may be unable to protect themselves from abuse, harm, or neglect. This vulnerability can arise due to a variety of factors such as physical or mental disability, illness, age-related frailty, or a mental health condition. Vulnerable adults often need assistance or support to manage daily activities, make decisions, or maintain their personal safety.
The term is used widely across Health and Social Care to identify individuals who require safeguarding measures to protect them from potential abuse or exploitation. Vulnerable adults might include people living with dementia, learning disabilities, physical disabilities, chronic illnesses, or those experiencing mental health challenges. They may also be vulnerable due to social circumstances, such as isolation or financial hardship.
Safeguarding vulnerable adults involves proactive steps to ensure their wellbeing, prevent abuse, and respond effectively if concerns arise. This is critical in health and social care settings where individuals depend on others for care and support.
The Care Act 2014 in England provides a legal framework for protecting adults at risk. It defines an adult at risk as someone who has needs for care and support and is experiencing, or at risk of, abuse or neglect, and who cannot protect themselves because of their care and support needs.
For more detailed definitions and guidance, you can refer to:
Understanding who qualifies as a vulnerable adult helps Health and Social Care professionals provide the right level of care and protection, ensuring the safety and dignity of those they serve.
What is an Adult First Check, and is it the same as an Adults' Barred List check?
An Adults’ Barred List Check and an Adult First Check are related but distinct.
An Adults’ Barred List Check is an optional part of an Enhanced DBS Check. It involves checking whether an applicant is on the Adults’ Barred List, which legally prevents individuals from carrying out Regulated Activity involving vulnerable adults. Examples of Regulated Activity include healthcare tasks, personal care, and managing finances.
Some roles qualify for an Enhanced DBS Check without the Adults’ Barred List check, while others require the Enhanced Check with the Barred List. For example, a receptionist in a care home is eligible for an Enhanced DBS Check, but since they do not perform Regulated Activity, they are not subject to the Adults’ Barred List check. In contrast, a care assistant providing personal care would need an Enhanced DBS Check that includes the Adults’ Barred List check.
An Adult First Check is a rapid preliminary check against the Adults’ Barred List. It can only be submitted alongside or during an Enhanced DBS Check with Adults’ Barred List. Employers typically receive an email within 72 hours indicating whether the individual is not on the list or advising to wait for the full certificate. Being asked to wait does not necessarily mean the person is barred.
The cost of an Enhanced DBS Check with or without the Adults’ Barred List check is the same. The Adult First Check is optional and incurs an additional fee.
Currently, there is no fast-track service for checking the Children’s Barred List.
How do I track DBS Check applications?
Both employers and applicants can conveniently access complete tracking information for a DBS application by logging into our platform. The system clearly displays each stage of the process. Once the application has been submitted to the Disclosure and Barring Service, a dedicated button provides direct access to the DBS’s official tracking system for up-to-date progress reports.
What is a Home-Based Position?
A Home-Based position describes a role where the DBS check applicant performs regulated activities within their (the applicant’s) own home.
For example, a music teacher providing lessons to children at the teacher’s own home would be classified as working in a Home-Based position.
However, a home care worker delivering personal care to a vulnerable adult in the adult’s own home is not considered to be in a Home-Based position for DBS purposes.
Home-Based positions are rare within Health & Social Care.
Home-Based roles undergo additional scrutiny by local police forces, so it is crucial that only roles genuinely fitting this category are identified as Home-Based.
There is no difference in cost between an Enhanced DBS Check for a Home-Based role and one for a non-Home-Based role.
What is a DBS Umbrella body?
A DBS Umbrella Body is an organisation officially registered to access the DBS service and submit DBS check applications on behalf of other employers or organisations.
DBS.care is a well-established DBS Umbrella Body serving Health and Social Care providers.
Umbrella Bodies act as intermediaries between employers and the Disclosure and Barring Service. This arrangement is particularly helpful because most companies and charities do not register directly with the DBS, as direct registration is generally practical only for organisations processing thousands of checks annually. Instead, employers can rely on a DBS Umbrella Body to manage essential tasks such as providing the application platform, counter-signing forms, submitting applications to the DBS, and offering ongoing support and advice throughout the process.
What is the DBS Update Service?
The DBS Update Service is a subscription-based option provided by the Disclosure and Barring Service that enables individuals and employers within Health and Social Care to keep DBS checks up to date and verify their status online. This service transforms a one-time DBS certificate into a continuously updated record.
After receiving a Standard or Enhanced DBS certificate, an individual can subscribe to the Update Service for £16 per year. The subscription must be made within 30 days of the certificate’s issue date or during the application process using the form reference number.
Once subscribed, the certificate remains active and can be reused for multiple roles, provided these roles require the same level of check and fall within the same workforce group, such as working with children or vulnerable adults. The subscription must be renewed annually to remain valid.
With the individual’s consent, employers can perform a free, instant online check to confirm whether the certificate’s status has changed. The system will provide one of two outcomes:
“This Certificate is up to date,” indicating no new information has been added.
“Certificate needs to be renewed” or “Contact DBS,” suggesting there may be new relevant information, and a fresh DBS check might be necessary.
The check is completed using the certificate number, along with the individual’s name and date of birth, always with their permission.
You can find more information here
Can someone begin work before their DBS is complete?
Whether an employee can begin work before their DBS check is completed depends on the organisation’s own policies. Some Health and Social Care providers may permit individuals to start working under supervision while awaiting the final DBS clearance.
For roles involving regulated activity with children or certain vulnerable adults, a Barred List check is mandatory. It is illegal for anyone listed on these Barred Lists to perform such work, so in these cases, employment is very unlikely to begin before confirming the individual is not barred.
For regulated roles involving vulnerable adults, there is an option called the Adult First Check. This provides a rapid preliminary indication of whether a person appears on the Adults’ Barred List. For more information on this process, please refer to the relevant FAQs.
Can a DBS Check Certificate be used for multiple jobs?
The Disclosure and Barring Service does not impose any rules regarding the transferability of DBS checks between employers. It is the responsibility of each organisation to decide whether to accept a DBS certificate obtained by another employer.
In practice, most Health and Social Care organisations do not accept DBS certificates from other employers. This is because they cannot verify whether the original application was completed with accurate information or whether the check is relevant to the specific requirements of the new role.
When is the right time to begin the DBS application process for a new employee?
Delays from the Disclosure and Barring Service in issuing DBS certificates can be especially challenging for Health and Social Care organisations, where staff shortages and pressures are already significant. Waiting for DBS clearance can delay new employees from starting, impacting the quality of care and increasing workload for existing staff. In some cases, candidates may accept other roles rather than wait, worsening recruitment difficulties.
At the same time, DBS checks are non-refundable. Applying too early can lead to lost fees if a candidate does not proceed with the role, adding financial strain to already tight budgets.
Balancing these factors is crucial for Health and Social Care providers. DBS.care helps by only charging when the DBS check is ready for submission. There is no cost for prepared but unsubmitted applications. Organisations can start the process early by registering applicants, having them complete their section, verifying ID, and selecting the required DBS check. Then they can hold off on submission and payment until the timing aligns best with their recruitment needs.
This flexibility supports Health and Social Care providers in managing staff pressures while controlling costs and maintaining compliance.
Do Employers or Employees pay for DBS Checks?
There are no fixed rules governing who should pay for DBS checks in employment. Each Health and Social Care employer determines whether they will cover the cost themselves or require the employee to pay.
DBS.care provides a feature that allows employers to assign the payment for the DBS check directly to the applicant. This enables the individual to pay through their own platform login, eliminating the need for the employer to pay upfront and then seek reimbursement.
What are 'filtered' cautions and convictions?
Filtering is the process used to determine which criminal convictions and offences appear on Standard and Enhanced DBS checks. Certain older or less serious offences, known as ‘protected’ offences, are excluded from disclosure.
However, there is a defined list of ‘specified offences’ that must always be disclosed, unless they relate to a youth caution. These offences typically include serious crimes such as violent or sexual offences, or those relevant to the safeguarding of children and vulnerable adults.
Any conviction that resulted in a custodial sentence, even if suspended, will always appear on Standard and Enhanced DBS certificates.
Most youth cautions, warnings, and reprimands are no longer automatically disclosed on these checks, except for Youth Conditional Cautions, which may still be included.
Do I need to view an original DBS certificate, or is a copy enough?
As an employer in Health and Social Care, you should always review the original DBS certificate presented by the applicant. Photocopies, scanned copies, or digital files are not valid as they can be altered or forged. The original certificate contains security features such as watermarks and special paper that can only be verified by examining the physical document.
For organisations using DBS.care, an electronic snapshot of the DBS certificate is also provided through the platform. This electronic snapshot can be trusted. If it indicates that the check is clear, the organisation may decide that viewing the original paper certificate is not necessary. However, if the snapshot shows any concerns or is not clear, the original certificate should be examined in full.
What details should employers review on a DBS check certificate?
When reviewing a DBS certificate, employers in Health and Social Care should carefully consider all disclosed information. This includes any cautions or convictions, taking into account the nature of the offence, how much time has passed, and whether it is relevant to the role.
Enhanced DBS certificates may also include police intelligence, which contains information from local police based on concerns or investigations that did not necessarily lead to a conviction.
The certificate will also indicate if the individual is barred from working with children or vulnerable adults, where relevant.
It is essential that employers have a clear and consistent policy for assessing DBS disclosures. If there is any uncertainty about how to interpret or respond to the information, legal advice should be sought.
Do I need the Applicant’s consent for a DBS check?
Yes, a person’s knowledge and consent are required before a DBS check can be carried out.
You cannot request a DBS check on someone without their awareness and involvement. The process requires personal information such as full name history, date of birth, address history, and official identification, so the applicant must actively participate.
The DBS issues the certificate directly to the individual, not the employer. This ensures the person sees the results first and maintains control over who can view it. If an employer wishes to review the certificate, the individual must choose to share it with them.
Does a DBS Check cover foreign criminal records?
No, a DBS check only covers criminal record information from within the United Kingdom and does not automatically include offences committed abroad. It searches records from England and Wales and includes relevant information from Scotland and Northern Ireland held on the UK-wide Police National Computer, but it does not access international criminal records.
Therefore, if an individual has lived or worked overseas, any offences committed outside the UK will generally not appear on their DBS certificate. This can create gaps in background information for employers in Health and Social Care.
In these situations, it is advisable to request an overseas criminal record check, often referred to as a Certificate of Good Conduct, from the relevant country.
Most countries have procedures for issuing police clearance or criminal record certificates to residents and former residents. The UK government provides guidance on how to obtain these checks for different countries.
When recruiting someone who has spent considerable time abroad, employers should be mindful of this limitation and take appropriate steps to obtain additional background information if necessary.
Can I DBS check all my staff even if not legally required?
Organisations may request Basic DBS Checks for any employees or staff as part of their recruitment or safeguarding policies, since Basic DBS Checks are available for all types of job roles and purposes.
Many Health and Social Care employers opt to carry out Basic DBS Checks for roles that do not meet the criteria for Standard or Enhanced checks but still involve a degree of responsibility, such as positions handling finances or confidential information. Although not legally required, a Basic DBS Check can provide valuable insight into any recent unspent convictions.
However, Standard and Enhanced DBS Checks are subject to legal restrictions and can only be requested for roles that meet specific eligibility criteria, such as those involving work with children, vulnerable adults, or regulated activities.
It is unlawful to request a Standard or Enhanced DBS Check for a role that does not qualify. Therefore, for positions outside these legal categories, a Basic DBS Check is the only permitted option for background screening.
Need to ask a question before registering…?
If you are already a customer, please login and use the regular support channels on the platform