How should a GP practice reference-check new staff?
Regulation 19 applies to the whole team, from reception to the GP partners. Here is a simple process that holds up at inspection.
What reference checks does a GP practice need?
For GP practice reference checking, CQC Regulation 19 and Schedule 3 ask registered practices to hold satisfactory evidence of conduct in previous health or social care roles, the reason those roles ended, and a full employment history with gaps explained. That covers receptionists, practice nurses, healthcare assistants and GPs. RefAssure collects written, signed references and keeps the audit trail for your staff files.
What CQC expects from a GP surgery
GP practices in England that provide regulated activities are registered with the Care Quality Commission (CQC) and must meet Regulation 19, fit and proper persons employed. Schedule 3 lists the information you must have about each person, including:
- Proof of identity, including a recent photograph
- A DBS check at the right level where the role needs one
- Satisfactory evidence of conduct in previous employment concerned with health or social care, or with children or vulnerable adults, and why that employment ended
- A full employment history, with a satisfactory written explanation of any gaps
- Relevant qualifications and professional registration
- Information about any health conditions relevant to the role, once reasonable adjustments are considered
Regulation 19 does not set a number of references. Many practices ask for two, including the most recent employer. Reception and administrative staff see patient records and speak to vulnerable patients, so their references deserve the same care as clinicians'. Our CQC Regulation 19 guide goes deeper.
What to ask, by role.
Add the questions your practice expects to a template once, then reuse it for every hire.
Reception and admin
Handling confidential information, dealing with distressed patients, reliability, and any conduct concerns.
Practice nurses
Clinical competence, record keeping and any fitness to practise concerns. Check the NMC register separately.
Healthcare assistants
Conduct with patients, dignity and consent, working within competence, and safeguarding.
GPs and locum GPs
Clinical practice, complaints and incidents, and local processes. Check the GMC register and Performers List separately.
A simple process for every hire.
Collect history
Get a full employment history and ask about any gaps at interview.
Send requests
Add the referees in RefAssure. The candidate gives consent online first.
Let it chase
5 emails and up to 2 texts over 12 days, stopping the moment the referee submits.
File the PDF
Save the signed PDF with its audit trail to the staff file.
Ready to show an inspector.
Each reference arrives as a signed PDF with timestamps for consent, requests, reminders and completion.
- Unlimited team members on one account, sharing credits
- Bounced emails flagged, usually within minutes
- Median turnaround about 23 hours across 229 completed references
GP practice reference questions
More in the full FAQs.
Do GP receptionists need references?
Yes. Regulation 19 applies to everyone employed for the purposes of carrying on the regulated activity, and receptionists handle confidential records and patient contact. Ask about previous health or care roles and the reason they ended. For a first job in healthcare, ask the most recent employer about reliability, discretion and how they dealt with the public.
Do locum GPs need references?
The practice must be satisfied a locum is fit and proper. Many practices rely on evidence from a locum agency or chambers, but you should be able to show it. See locum reference checks.
Can references be verbal?
A call can clarify a reference, but a written, signed reference is far easier to evidence at inspection than notes from a call.
Does RefAssure check the GMC or NMC register?
No. RefAssure collects references and employment history. Check registration with the GMC or NMC directly. See our GMC checks and NMC checks pages.
What does it cost a practice?
Your first reference is free. Then 10 credits cost £9.99, with no monthly fee and credits that never expire. See pricing.
How many references should a GP practice get?
Regulation 19 does not set a number. Many practices ask for two, including the most recent employer, and at least one from a previous health or social care role where the person had one.
What should we do about gaps in employment history?
Schedule 3 asks for a full employment history with a satisfactory written explanation of any gaps. Ask about gaps at interview and record the explanation on the staff file alongside the references.
Related guides
Every surgery hire, properly referenced.
Your first reference is free. Two minutes to send, and RefAssure does the chasing.