medElink

medElink DBS Policy

1. Purpose

This policy explains how medElink manages Disclosure and Barring Service (DBS) information to support safeguarding, professional governance and user confidence, while respecting practitioner privacy.

medElink does not undertake clinical supervision of practitioners and does not interpret the content of DBS certificates. Its role is to record and verify appropriate DBS status information as part of practitioner onboarding and ongoing compliance checks.

2. Scope

This policy applies to all practitioners listed on medElink whose roles may involve contact with adults, children or vulnerable people.

This may include, but is not limited to, case managers, therapists, clinicians, support professionals and other independent practitioners using the medElink platform.

3. DBS Requirement

Practitioners must provide evidence of a DBS certificate that is appropriate to the nature of the work they intend to undertake.

DBS certificates must be no more than three years old at the point of onboarding, unless the practitioner is subscribed to the DBS Update Service and the certificate can be verified as current for the same workforce and level of check required for the role.

Where the DBS Update Service is used, medElink may complete a status check with the practitioner's consent.

4. Practitioner Responsibilities

Practitioners are responsible for ensuring that they:

  • obtain and maintain their own DBS certificate;
  • provide DBS information during onboarding when requested;
  • ensure their DBS certificate is no more than three years old, unless verified through the DBS Update Service;
  • ensure the DBS level and workforce category are appropriate for the work they accept;
  • maintain their DBS Update Service subscription where applicable;
  • notify medElink promptly if their DBS status changes or if they become aware of any safeguarding concern that may affect their suitability to practise.

Practitioners remain responsible for only accepting work that is within their professional competence, registration status, insurance cover and safeguarding suitability.

5. medElink's Role

medElink will:

  • verify DBS certificate metadata as part of onboarding;
  • record the DBS type, workforce category, certificate issue date and verification status;
  • record whether the practitioner is subscribed to the DBS Update Service, where applicable;
  • complete DBS Update Service status checks with consent where this route is used;
  • display only DBS status and type to relevant platform users;
  • restrict access to DBS information to authorised administrators;
  • avoid requesting, storing or interpreting detailed criminal record content unless legally required or necessary for safeguarding purposes.

medElink does not make detailed suitability decisions based on criminal record content. Where a DBS certificate discloses information requiring review, the practitioner may be asked to provide updated evidence or resolve the matter outside the platform before being approved or reactivated.

6. Ongoing Review and Renewal

Where a practitioner is not subscribed to the DBS Update Service, medElink will require an updated DBS certificate at least every three years.

Where a practitioner is subscribed to the DBS Update Service, medElink may undertake periodic status checks, usually annually, subject to practitioner consent.

Practitioners may be asked to provide updated DBS evidence sooner where there is a safeguarding concern, change in role, change in workforce category, or another governance reason.

7. Status Changes

If a DBS Update Service check indicates that new information is available or that the certificate can no longer be verified as current, the practitioner's medElink profile may be temporarily suspended or placed into pending status.

The practitioner will be required to provide an updated DBS certificate or suitable evidence before their profile can be reapproved.

medElink may also suspend or restrict a practitioner profile where DBS evidence is missing, expired, inconsistent with the role, or not verified within the required timeframe.

8. Data Handling and Privacy

DBS information will be handled in accordance with medElink's data protection and privacy obligations.

DBS data will be:

  • accessible only to authorised administrators;
  • used only for onboarding, governance, safeguarding and compliance purposes;
  • not shared in full with other platform users;
  • limited to relevant status information where displayed on the platform;
  • retained only for as long as necessary for safeguarding, governance, audit and legal purposes;
  • securely deleted or anonymised when no longer required.

medElink will not routinely store full DBS certificate content. Where evidence is uploaded, access will be restricted and managed securely.

9. Failure to Comply

Failure to provide appropriate DBS evidence, maintain Update Service status where relied upon, or notify medElink of a relevant change may result in the practitioner's profile being placed into pending status, suspended, or removed from the platform.

10. Policy Review

This policy will be reviewed periodically to ensure it remains aligned with safeguarding expectations, DBS guidance, platform governance requirements and relevant legislation.

← Back to Home