Healthcare staffing compliance software that fills the file before the first shift
GettingDocs is healthcare staffing compliance software for UK agencies supplying nurses, allied health professionals, locum doctors and healthcare assistants. Amy asks each clinician for the documents their compliance file is still missing over WhatsApp or email, checks every file that comes back, and attaches it to their record in your ATS. The NMC PIN, the Enhanced DBS, occupational health clearance and mandatory training are in before the shift is booked, not after the trust has given it to someone else.
Thanks, Amy · Wrenfield Clinical Staffing
The trust has a night shift for her on Friday. Her file is missing two documents.
A band 5 adult nurse registers with your agency on Monday to pick up shifts at a local NHS trust. Before she can be booked, her compliance file has to show her NMC PIN, an Enhanced DBS certificate, right to work, two references covering the last three years, occupational health clearance, immunisation records and in-date statutory and mandatory training. Here is the same week, twice.
- Monday
She registers. A consultant emails her a 16-item checklist as a Word document and a link to upload to.
- Monday evening
Her NMC PIN, passport and DBS certificate come back by email. Training and health records can wait until after her shift.
- Tuesday
Her mandatory training certificates go to a consultant on annual leave. Nobody else knows they have arrived.
- Wednesday
Her immunisation record arrives as a cropped photo with the hepatitis B dates cut off. It is saved to her file anyway.
- Thursday
Compliance cannot sign her off: training not on file, immunisations unreadable. The Friday night shift is given to another agency.
She works her first shift a week later, for whichever agency was ready first. You lose the shift and possibly the nurse.
- Monday
She is added to your ATS. Amy picks her up and messages her on WhatsApp with the 16 items her file still needs.
- Monday evening
NMC PIN, passport and DBS certificate arrive. Each one is filed on her record as it lands.
- Tuesday morning
Amy reminds her about the rest. Her training certificates come straight back to Amy, not to someone’s inbox.
- Tuesday
The immunisation photo is cropped, so Amy tells her the hepatitis B dates are cut off and asks again. A full scan arrives that evening.
- Wednesday
Her file is complete in the ATS. Compliance runs its checks, signs her off and she is booked for Friday night.
She works Friday night as planned. Your consultants never sent a single reminder.
Three steps, and nobody chases anybody
When a nurse, AHP, locum doctor or healthcare assistant joins, Amy messages them on WhatsApp or by email from your own domain. The message lists only what their file is still missing. No portal, no login and no app to download.
Every file is filed the moment it arrives, then Amy opens it. A cropped immunisation record or the wrong certificate is sent back with the reason, and she keeps reminding them at the time you choose until the file is complete.
Documents are attached to the candidate’s record in Zoho Recruit, Recruit CRM or Crelate, with a copy in Google Drive if you want one. Your compliance team sees who is ready to book and who is stuck, without searching an inbox.
- NMC PIN
- Enhanced DBS certificate
- Occupational health clearance
- Immunisation records
- Right to work documents
No portal, no login. Only what is still missing is ever asked for.
The agency nurse compliance checklist Amy collects
NHS trusts and framework audits look for the same six NHS Employment Check Standards: identity, right to work, professional registration, employment history and references, criminal record and work health. Most healthcare agency files are built from the four groups below. Choose a placement type to see a typical file, and Amy asks each clinician for exactly those documents.
NMC, HCPC and GMC registration and revalidation6 of 6 documents
- NMC PIN (nurses, midwives and nursing associates)
- HCPC registration (physiotherapists, radiographers, paramedics and other AHPs)
- GMC registration (with a licence to practise)
- Appraisal and revalidation evidence (NMC revalidation, or a doctor’s last appraisal and responsible officer)
- Indemnity insurance (medical defence organisation cover for private work)
- Care Certificate (or an equivalent care qualification)
Enhanced DBS, right to work and reference checks8 of 8 documents
- Right to work documents (share code, or a British or Irish passport)
- Proof of address (for the identity check)
- Enhanced DBS certificate (adult and children’s barred lists; PVG in Scotland, AccessNI in Northern Ireland)
- DBS Update Service confirmation (so your team can run a status check with consent)
- Overseas criminal record certificate (for clinicians who have lived abroad)
- References (at least two, covering the last three years)
- Employment history with gaps explained
- CV
Occupational health and immunisation records3 of 3 documents
- Occupational health clearance (fit-to-work certificate from an occupational health provider)
- Immunisation records (hepatitis B with antibody result, MMR, varicella and TB (BCG) evidence)
- Exposure-prone procedure (EPP) clearance (theatre and surgical roles)
Statutory and mandatory training and agency paperwork8 of 8 documents
- Statutory and mandatory training certificates (Core Skills Training Framework subjects such as safeguarding, infection prevention and control, moving and handling, fire safety and information governance)
- BLS or ALS certificate (BLS for most shifts; ILS or ALS for acute and critical care)
- National Insurance number
- P45 or HMRC starter checklist
- Bank details form
- Key Information Document acknowledgement
- Signed terms of engagement
- 48-hour week opt-out
Choose Healthcare when you sign up, or later in Settings, and every document on this list is set up for your agency straight away. UK accounts also come with Right to Work, DBS Certificate, CV and Driving Licence built in, and on Pro you can add document types of your own for a trust’s local requirements.
Clinical compliance for every kind of booking
The file changes with the role. Chase rules read your ATS to decide who is chased and for what, so each placement type gets its own list.
Agency nursing shifts
Registered nurses picking up day, night and weekend shifts across NHS trusts and private hospitals. Keep every file complete so they can be booked the moment a shift is released.
Locum doctors
Doctors from FY2 to consultant working through NHS frameworks, with GMC registration, appraisal and revalidation evidence and indemnity to collect.
Allied health professionals
Physiotherapists, occupational therapists, radiographers, paramedics and other HCPC-registered professionals on short and long assignments.
Healthcare assistants
HCAs and support workers on wards and in community settings, where the Care Certificate, DBS and mandatory training make up most of the file.
Permanent placements
Nurses and clinicians moving into a permanent post, who need a full pre-employment file before the new employer confirms a start date.
Documents land in the ATS you already use
Healthcare staffing questions
What must an agency nurse’s compliance file contain?
NHS trusts work to the NHS Employment Check Standards, which cover identity, right to work, professional registration and qualifications, employment history and references, criminal record checks and work health assessments. In practice that means an NMC PIN, an Enhanced DBS certificate with barred list checks, right to work documents, references covering at least three years, occupational health clearance, immunisation records, in-date statutory and mandatory training and a BLS certificate. Trusts and frameworks often add their own items.
Does GettingDocs check the NMC register or run DBS Update Service checks?
No. GettingDocs collects each document and checks that it is the right one and readable. Checking the NMC, HCPC or GMC register, running a DBS Update Service status check and completing the right to work check stay with your compliance team, who now start from a complete file instead of chasing the missing half.
Which documents do locum doctors need that nurses do not?
GMC registration with a licence to practise, evidence of their last appraisal and the name of their responsible officer for revalidation, and indemnity cover for any work outside NHS clinical negligence schemes. The rest of the file, from Enhanced DBS to occupational health and mandatory training, is much the same as a nurse’s.
How do we keep mandatory training and BLS certificates up to date?
Chase rules read your ATS. When a field or status in Zoho Recruit, Recruit CRM or Crelate shows that a clinician’s training or BLS certificate is due for renewal, a rule can ask them for the new certificate and file it on their record when it arrives.
Does it work for agencies supplying Scotland and Northern Ireland?
Yes. NMC, HCPC and GMC registration apply across the UK, but the criminal record check differs: PVG scheme membership through Disclosure Scotland in Scotland, and an enhanced AccessNI check in Northern Ireland.
Which applicant tracking systems does it work with?
Zoho Recruit, Recruit CRM and Crelate today, with Greenhouse coming soon. Every document is attached to the clinician’s record in your ATS, so your consultants and compliance team keep working where they already do.
Get clinicians compliant before the shift is booked
See Amy build a compliance file from one of your own agency nurses on a 15 minute call.
