CQC-compliant reference checking for care agencies
RefAssure automates employment reference checking for domiciliary care, supported living, care home and children's care agencies — with candidate consent built in, a full CQC-ready audit trail, and professional PDF reports on every reference. From 99p, no monthly fees.
Why care agencies can't rely on manual reference checking
Care agencies face some of the strictest recruitment compliance requirements in the UK. Manual processes put CQC registration — and the people you care for — at risk.
CQC inspection risk
CQC inspectors scrutinise recruitment records. Incomplete reference documentation or gaps in the audit trail can result in requires improvement ratings or enforcement action.
Vulnerable person safeguarding
Care workers have direct unsupervised access to vulnerable adults. Every reference must be thorough, documented and retained — no exceptions.
High staff turnover
Domiciliary and residential care has some of the highest turnover rates in the UK. Manual reference checking simply cannot keep pace with constant recruitment.
Care managers' time wasted
Care managers chasing referees by phone and email is not a good use of time. That effort should go into delivering quality care — not admin.
A CQC-compliant reference process, fully automated
Six steps from care worker added to inspection-ready PDF — candidate consent built in at step two.
Add the candidate
Enter care worker name, email and mobile. Select your safeguarding or care reference template. Under 2 minutes.
Candidate consent collected
RefAssure contacts the candidate by email and SMS. They consent to reference checking and provide referee details — documented and timestamped for CQC.
Referee request sent
Professional branded email with secure form link sent automatically. No login required for referees — click, complete, submit.
Automated chasing
5 email chasers + 2 SMS reminders sent automatically over 12 days. Zero time required from your care management team.
Reference complete
Referee submits the form. You're notified instantly. Responses stored securely and linked to the care worker's record.
CQC-ready PDF generated
Professional PDF with full audit trail, consent record and timestamps — ready for CQC inspection, staff files and regulatory evidence.
Reference checking guides for other sectors
RefAssure supports every regulated sector — care, education, healthcare and beyond.
All Recruitment Agencies
The full guide to automated reference checking for UK staffing and recruitment agencies across all sectors.
Read moreEducation & Safeguarding
KCSIE-compliant references for schools, MATs, education agencies and supply teaching staff.
Read moreHealthcare Agencies
Reference documentation for NHS and private healthcare placements, clinical and non-clinical roles.
Read moreManual care agency references vs RefAssure
See what your current process looks like from a CQC inspector's perspective — and what changes when you automate.
| Manual process | RefAssure | |
|---|---|---|
| Candidate consent | Rarely documented formally | Written, timestamped, automatic |
| CQC audit trail | Scattered emails and notes | Full timestamped trail per reference |
| Referee chasing | Care manager calls and emails | 5 emails + 2 SMS, fully automated |
| Admin time per reference | 45–90 minutes | Under 2 minutes to set up |
| Inspection readiness | Time-consuming to compile | PDF report ready instantly |
| Employment gap checks | Easily missed under pressure | Structured templates capture all dates |
| Scales with turnover | More hires = more admin | Same effort regardless of volume |
| Cost | £15–40 in staff time per ref | From 99p per reference |
Care agency reference checking — questions answered
Care agencies are required to obtain satisfactory employment references before a care worker begins working with vulnerable adults or children. References must cover a minimum of three years of employment history, with any gaps investigated and documented. CQC regulations require care providers to demonstrate that their recruitment checks are robust and that all staff are fit and proper for their role.
RefAssure supports CQC compliance by generating a full timestamped audit trail with every completed reference, collecting written candidate consent before referees are approached, and producing professional PDF reports suitable for CQC inspections. Custom templates allow care agencies to capture all information required to demonstrate safe recruitment practices under the CQC's fundamental standards.
Collecting written consent from candidates before contacting referees is both GDPR best practice and an important element of ethical, safe recruitment. In the context of CQC inspections, it demonstrates that your recruitment process is transparent and conducted with the candidate's full knowledge — contributing to evidence of safe recruitment practices. RefAssure collects and timestamps this consent automatically on every reference.
Yes. Domiciliary care agencies in particular often have constant recruitment needs due to high staff turnover. RefAssure has no per-user fees — your entire management team shares one account with pooled credits that never expire. Whether you're onboarding 5 care workers a month or 200, the system handles it at the same cost per reference with no additional infrastructure.
Care agencies can build fully custom reference templates. Common questions for care roles include: confirmation of employment dates and job title, reason for leaving, conduct and reliability in the role, suitability to work with vulnerable adults or children, any safeguarding concerns or allegations, any disciplinary proceedings, and an overall recommendation for the role applied for. Templates are saved and reused for all future candidates.
Credits start from £9.99 for 10 references (99p each). The 50-credit pack at £45 (90p per reference) is popular with care agencies experiencing steady recruitment. There are no monthly fees, no contracts, and credits never expire — making it cost-effective for small domiciliary care providers and large multi-site care groups alike.
More from RefAssure
Explore every aspect of care reference checking
Four specialist topic areas — each with its own in-depth guides covering every angle of care reference checking compliance.
CQC & Compliance
Regulation 19 safe recruitment evidence, fit and proper persons requirements, CQC inspection-ready audit trails. Everything care providers need to satisfy CQC reference checking requirements.
Role-Specific Reference Checking
The right questions for every care role — domiciliary care workers, care home staff, supported living, children's social care, learning disability, mental health and bank staff.
Safeguarding & Safe Recruitment
The safeguarding questions that protect vulnerable people, why DBS cannot replace references, safe recruitment frameworks and what to do when a reference raises a concern.
Agency & Staffing
Reference checking for care recruitment agencies, bank staff providers, nursing locum agencies, domiciliary care providers and homecare franchises — high volume, cost-effective, compliant.
CQC-compliant reference checking, without the admin
Give your care agency a reference process that satisfies CQC requirements, protects vulnerable people, and frees up your management team to focus on care delivery.
From 99p per reference · No monthly fees · Credits never expire · UK data hosting