Care worker pre-employment checks — the complete CQC checklist
Every check required under CQC Regulation 19 before a care worker starts — what each check covers, when it should happen, and how to document it. References are the most complex part. RefAssure automates them entirely from 99p per reference.
Care worker pre-employment checks under CQC Regulation 19
Every check required before a care worker takes up their post — all must be documented and retained.
Employment references — at least two, in writingRegulation 19 — RefAssure
At least two written references covering three years of employment history, obtained directly from referees with explicit safeguarding suitability questions and a full documented audit trail. Must be completed before the worker starts. RefAssure automates this entirely.
Enhanced DBS check — with adults barred listRegulation 19 — Mandatory
An Enhanced DBS check including the adults barred list must be completed before the worker starts. For roles working with children, the children's barred list must also be checked. Applied for after conditional offer — typically takes 2 to 8 weeks.
Identity verificationRegulation 19 — Mandatory
Original identity documents must be verified in person — passport, birth certificate, photographic ID. Copies retained in the recruitment file. Typically carried out at interview or offer stage.
Right to work in the UKLegal requirement
Every employer must verify the candidate has the right to work in the UK before they start. Original documents checked and copies retained. Required by law independently of CQC requirements.
Qualifications and registration verificationWhere applicable
Where the role requires specific qualifications or professional registrations — registered nurses, social workers, occupational therapists — these must be verified directly with the registering body before appointment.
Medical fitnessRegulation 19
Care providers must ensure candidates are medically fit for the role. Typically confirmed through a health declaration or occupational health assessment before appointment.
Overseas checksWhere applicable
Where a candidate has lived or worked outside the UK for three months or more in the past five years, additional overseas checks must be carried out — including a certificate of good conduct from the relevant country.
Barred list check (emergency start only)Emergency starts only
In exceptional urgent circumstances, a care worker may start under supervision before a full DBS result is returned — but only if the barred list has been checked first and a documented risk assessment has been completed. References must still be complete.
The right order for care worker pre-employment checks
CQC best practice specifies when each check should happen. References should be initiated first.
References
- Initiate at application or shortlisting
- Candidate consent collected first — automatically
- Sent directly to referee instantly
- Returns in 1–3 days with RefAssure
- Concerns explored at interview
- Must be complete before worker starts
Identity, Right to Work & Qualifications
- Identity documents checked in person
- Right to work documents verified
- Qualification certificates checked
- Professional registrations verified
- Health declaration completed
DBS & Outstanding Checks
- DBS applied for after conditional offer
- Typically takes 2–8 weeks — apply early
- Overseas checks where applicable
- All checks complete before day one
- All documentation retained in recruitment file
Care worker pre-employment checks — the complete guide
CQC Regulation 19 sets out a comprehensive framework of pre-employment checks for care workers. Understanding what each check covers, when it should be carried out, and how to document it is essential for any care provider or manager responsible for recruitment.
Why references are the most complex care pre-employment check
Of all the CQC pre-employment checks, references are the most complex to carry out correctly and the most frequently inadequate at inspection. The DBS check is a straightforward application process. Identity and right to work checks follow a clear document verification procedure. But references require care providers to obtain candidate consent, contact referees independently, ask the right questions including mandatory safeguarding fields, chase non-responders, and retain written documentation with a full audit trail.
Most care providers still handle references manually — a process that takes 45 to 90 minutes per reference, frequently results in telephone notes rather than written evidence, and regularly produces documentation that fails CQC inspection. RefAssure automates the entire process in a 2-minute setup per candidate, returning compliant written references in 1 to 3 days with a CQC-ready PDF generated automatically.
Bank and agency staff — the same checks apply
Bank workers, zero-hours care workers and agency-supplied staff require exactly the same CQC Regulation 19 pre-employment checks as permanent employees. The risk to service users is identical regardless of contract type. Care providers retain safe recruitment responsibility for all staff working in their service — including those sourced through agencies.
Care worker pre-employment checks — questions answered
Under CQC Regulation 19: enhanced DBS with adults barred list, at least two written employment references covering three years, identity verification, right to work check, qualifications verification where required, medical fitness assessment, and overseas checks where applicable. All must be complete before the worker starts.
References should be initiated first — at application or shortlisting stage. Identity and right to work checks happen at interview or offer stage. DBS checks are applied for after a conditional offer. All checks must be complete before the worker starts.
Starting without completed checks is a Regulation 19 breach. For DBS only, a supervised start with documented risk assessment is permitted if the barred list has been checked. References must always be complete before a worker starts — no exception applies.
Yes. Bank and agency care workers require the same Regulation 19 pre-employment checks as permanent staff. Care providers retain safe recruitment responsibility regardless of contract type or staffing source.
RefAssure collects written candidate consent, sends requests instantly to referees, chases automatically with 5 emails and 2 SMS, and generates a CQC-compliant PDF with written responses, safeguarding questions and full audit trail. The same compliant process every time — from 99p per reference.
More CQC compliance guides
Automate the most complex care
pre-employment check. From 99p.
Written consent, direct referee contact, safeguarding questions, full CQC audit trail — the reference component of Regulation 19 automated in 2 minutes per candidate.
From 99p per reference · No monthly fees · Credits never expire · UK data hosting