Operational & Recruitment policy

Registering with Direct Medics

The team structure of Direct Medics is designed to ensure that registering and working with the company is as straightforward and simple as possible. As a responsible recruiter we take our legislative obligations seriously and as such, there are several elements to our registration procedure designed to fulfil these obligations. We offer several options to complete pre-employment checks and our Compliance team provides any information new registrants may require.

Initial contact with Direct Medics may take several different forms; most applicants will submit an online registration via an external jobs board or via www.directmedics.com or email a copy of their latest CV. Immediate steps taken by Direct Medics upon receipt of a registration enquiry are as follows:

New registrants are engaged by our Talent Acquisition team who will add new registrant’s details to companies database to allow them to receive information on job opportunities immediately (it is however made clear that no booking can be made until all checks are completed);
The Talent Acquisition team will assign a Compliance Officer who will send an introductory email outlining the company’s pre-employment checks;
New registrants are also assigned a Recruitment Consultant who carries out an introductory call where any preferences for job opportunities and locations are confirmed; Pay rates and work patterns will also be discussed at this juncture.
New registrants receive an advisory telephone call from their Compliance Officer aimed at ensuring full understanding of the registration procedure and receipt of all relevant documents. At this point, agreement will be made as to the preferred method to complete the necessary checks;
The compliance officer will guide through the remaining compliance checks.

Depending upon circumstances the above steps can take as little as one week to complete, pending outside factors such as processing times with outside bodies.

The NHS Employment Check Standards (2012)

The NHS Employment Check Standards are a set of six documents developed by NHS Employers in conjunction with the Department of Health, and set out the obligations of employers across the NHS pre-employment assessments that must take place for permanently-employed NHS staff. As a responsible recruiter of healthcare staff, Direct Medics adhere fully to each of the checks enshrined in the Standards for all staff employed through the company, and provide full guidance as to the actions required from new staff to meet these obligations. The checks required are as follows:

Verification of Identity
Right To Work
Employment History & References
Criminal Record and Barring Checks
Occupational Health
Professional Registration & Qualifications

Verification of Identity

ID verification involves checking two elements of a person’s identity; attributed identity (the evidence of a person’s identity that they are given at birth which can include their full name, date and place of birth, parents’ names and addresses) which is expected to include current passport or Driving License; and biographical identity (a person’s personal history which can include registration of birth, education and qualifications, electoral register information, details of taxes and benefits paid by or to the person, employment history and interactions with banks and utilities providers) is also required.

Direct Medics Ltd verifies identity via TrustID. The documents are copied, verified and recorded in accordance with the NHS Check Standard and the GDPR legislation.

Right To Work

The company verifies both the candidate’s immigration status and eligibility to work for the Recruitment Agency and retains evidence in line with legislation. The steps taken to achieve this are:

a) Request and verify documents:

Direct Medics verifies RTW documents via TrustID.

For candidates presenting a Biometric Visa card, the above checks are also carried out; in addition, the gov.uk tool for checking biometric residence permits is used with results emailed to a company address, normally within two days. In the event that any two documents give different names, the candidate must present supporting documents to explain the name change (for example, a marriage certificate or divorce decree).

b) Copy and securely store documents:

All documents provided by candidates to evidence their right to work in the UK are scanned in a format that cannot be subsequently altered. For passports and travel documents, a copy is taken of the document’s front cover and any page containing the candidate’s personal details (i.e. any page that provides details of nationality, photographic identification, date of birth, signature, date of expiry or biometric details). Additionally, any page containing UK Government endorsements, noting the date of expiry and any relevant UK immigration endorsement that allows the candidate to do the type of work required is scanned. Other documents, for example a National Identity Card, is copied in its entirety.

Once stored, contact details for all candidates are maintained on an ongoing basis; the company software is designed to assist in providing periodical communications to candidates via email, phone and SMS. Any messages that fail to be delivered are returned and reported to the Recruitment Support Team Leader, who in turn contacts the candidate for updates to their contact details using alternative means. In the event that a candidate cannot be contacted using the details on file, the candidate is made ‘Inactive’ on the company software, meaning further notifications will not be sent to them until they make contact with the company.

Employment History & References

Company procedure goes beyond the requirements of the NHs Employment Check Standard for Employment History in that we account for at least the past ten years’ previous employment and/or training, and when references are being verified any dates of employment given must be checked against the dates provided on the CV, and Compliance Officers investigate any and all gaps in Employment History by referring back to the candidate for clarification. Additional information in respect of these gaps is added to the CV for completion.

Written feedback on a candidate may be received as follows:

On headed paper from the candidate’s Line Manger;
On the company’s Placement Assessment form (Internal Reference CMP 4.3.1.7); and
On the company’s timesheet where performance feedback may be given at any time throughout a candidate’s assignment

Feedback must be verified by first checking that details on the reference match the dates of placement, grade and specialty stated on the candidate’s CV and that actual reason for leaving has been stated. A reference is accepted as being bona fide if it is composed on headed paper and submitted to the company using the referee’s work email address; otherwise verification is sought, either verbally or via email – if verbal verification is received, this is recorded using an internal process named “Recording Evidence of Verbal Feedback”. If verification is received via email the reply from the Line Manager is printed and uploaded to the reference verification of the candidate’s profile. All reference documents are electronically date-stamped before being uploaded.

The current template used by Direct Medics to gather information on all candidates post-placement is submitted to Line Managers for completion and gathers details on the candidate’s role and reason for leaving, and grades the candidate on various aspects of their role including clinical skills; relationships; timekeeping; patient records; reliability; communication; supervisory skills; organisation skills and sickness and absence. Questions pertaining to fitness to Practise or other disciplinary proceedings are also included. One of the two references required must be from the candidate’s present or most recent employer.

Criminal Record and Barring Checks

The company employs the following documents and processes to ensure that criminal record checks are correctly obtained and checked prior to making a placement:

DOCUMENT 1: Internal Reference CMP 5.2.1.1 “AccessNI step-by-step”: This outlines our approach to obtaining and maintaining Enhanced Disclosures for candidates seeking to work in Northern Ireland. Simply - this process applies to all candidates with no exceptions and no candidate is permitted to be booked with a Client without a complete Enhanced Disclosure.

DOCUMENT 2: Internal references CMP 1.3.1 “Registration Form”: This form is completed at pre-employment stage and includes a series of questions and declarations as to the candidate’s fitness for proposed roles. The section dealing with criminal records is worded as follows:

“Applications for positions working within Healthcare are exempt from the Rehabilitation of Offenders Act 1974 ….. You are required to declare prosecution or convictions, including those considered ‘spent’ under this Act.

Have you ever been convicted of a criminal offence, been bound over or cautioned, or are currently the subject of a police investigation, which might lead to a conviction, an order binding you over, or a conviction in the UK or any other country? (Yes/No
If yes please provide details of the criminal offence…(including full details etc.). If applicable, include details of “Spent Convictions” in a separate envelope addressed to the Manager marked Private & Confidential.”
The form goes on to enquire whether they have been the subject to any ‘Fitness to Practice’ proceedings or been suspended from duty / currently under investigation with any organisation, professional body or any other association.
If they answered ‘yes’ to any of the above full details are requested and the candidates declare that, if in the future they are convicted of a criminal offence, bound over or cautioned, under investigation or suspended from duty by any other employer or agency, they will inform Direct Medics immediately. On this form they also agree they understand that a criminal record will not necessarily be a bar to obtaining a position, and they are willing to apply for AcccessNI enhanced Disclosure.
The declarations section of the form includes sign-off from the candidate in respect of vetting regarding information being true / correct and notification of changes – as well as authorising Direct Medics to obtain an enhanced Disclosure from AccessNI for the candidate.

DOCUMENT 3: Internal reference CMP 5.8 “Declaration Updates”: In order to ensure that declarations relating to vetting remain up-to-date, this document is used to annually review the information provided on the registration form, specifically with reference to vetting. The document addresses the following regarding the candidate’s situation (with full details of any of the below being undertaken or contemplated to be forwarded confidentially):

Any convictions, cautions, bind-overs for any offence?
Currently the subject of police investigation or have any prosecutions pending?
Currently the subject of a referral to the Disclosure & Barring Service (DBS) or Department of Health as a result of misconduct involving children and/or vulnerable adults?
Currently the subject of a referral to, or an investigation by, either your professional or Regulatory body or an Employer?
Have you ever been barred from working with children and/or vulnerable adults?

Occupational Health

Direct Medics has in place a range of policies and procedures aimed at verifying that candidates have undergone appropriate health screening and that screenings are up-to-date and validated. These procedures have been designed in line with (amongst others), the guidelines of the company's independent Consultant-led Occupational Health service which holds SEQOHS (“Safe Effective Quality Occupational Health Service”) accreditation.

Candidates seeking work with Direct Medics are required to meet the same standard in terms of fitness to work as their substantive colleagues. The following processes and templates are in place:

PROCESS 1: Internal Reference CMP 6.2.1: this details the procedure for obtaining immunisation history from the candidate, achieved using one of the following three methods:

The candidate provides the history directly to the company: in this case, the company contacts the source of the document (i.e. the UK Occupational Health department) to confirm authenticity. We also check relevant details against our identity documents for the candidate to ensure that the results relate to the same person. Finally, we check that the results are derived from identity-validated samples;
The candidate provides consent for the company to request results directly from a UK Occupational Health department using template CMP 6.3.3. When received, we check relevant details against our identity documents for the candidate to ensure that the results relate to the same person. Finally, we check that the results are derived from identity-validated samples;
The candidate does not have a full immunisation history: In the event that a prospective candidate does not have complete and up-to-date levels of immunisations, CMP 6.6 “Arranging Vaccinations” is invoked. It involves arranging an appointment with the candidate on our premises to meet with one of the company’s trained Phlebotomists to take bloods. These in turn are submitted by the company to an independent UK-based laboratory for testing with results delivered directly to the company. This arrangements ensures that every immunisation required is completed under the NHS Employment check Standard on Occupational Health.

PROCESS 2: Internal Reference CMP 06.03.02 “Pre-employment Health Questionnaire” – This is to be completed by all prospective candidates. This includes several questions and declarations pertaining to health status including detail regarding immunisations and disclosure of any ongoing physical and/or psychological ill-health and disclosure of reasonable adjustments that may be necessary under Disability Discrimination legislation. The following questions are asked within the questionnaire:

Do you have any illness/impairment/disability (physical or psychological) which may affect your work?
Have you ever had any illness/impairment/disability which may have been caused or made worse by your work?
Are you having, or waiting for treatment (including medication) or investigations at present? If your answer is yes, please provide further details of the condition, treatment and dates
Do you think you may need any adjustments or assistance to help you to do the job?

Further guidance within our process is provided as to how the candidate may evidence that their immunisations are complete and up to date and that the candidate completes it on the understanding that information may in turn be shared with the employer. In addition, the company’s application form includes a recent work history, questions around the candidate’s current health and declarations pertaining to their responsibility to inform Direct Medics should their health status change, particularly should that change result in the need to make reasonable adjustments under disability legislation.

PROCESS 4: Internal Reference CMP 15.01.04 “Using Eclipse – Right To Work Tab” All medical/health assessment certificates and copies of vaccination records, blood or other tests and screening results are uploaded to the company software using this internal process which requires Compliance Officers to securely store documents and approve them for use for bookings.

Professional Registration & Qualifications

The process by which the company verifies that its’ candidates hold NMC registration where required, and that it is maintained appropriately at all times whilst on assignment is as follows:

When a nurse registers with Direct Medics: The nurse’s original NMC certificate is checked against the NMC online record by a Compliance Officer and uploaded to the company software;
When a nurse is booked for a locum:

A Compliance Officer runs a daily report on the company recruitment software to identify all contracts assigned on that date. Any nurses assigned are subject to an online NMC check;
The relevant information is downloaded and saved as a pdf;
In the event that there have been changes to the candidate’s NMC status, these are communicated to the Recruitment Consultant making the booking and in turn to the Participating Authority making the booking;

At monthly intervals during an assignment – block bookings:

This check is specifically for longer-term bookings and is aimed at confirming the nurse’s ongoing registration status and identifying any amendments to that status using an online check;
The Compliance Department are provided with a monthly list of the ‘Active’ long-term contracts - that is, the candidates assigned to long-term job roles at that time. This will include the candidate name, NMC number and contract reference number. Any amendments to the nurse’s NMC status are communicated to the Recruitment Consultant to ensure they were already aware of any restrictions who in turn will communicate any changes to the Participating Authority;
If the nurse’s details do not appear on the online check service and the NMC confirm that the nurse is not registered currently the Participating Authority will be immediately informed and the nurse removed from their assignment.

In terms of qualifications, the candidate’s relevant highest qualification should be present on file. The validation process itself is as follows:

Obtain qualification evidence

When original documents are received, a copy is made of the qualification document for the purpose of validation and retention by the company. The candidate grants permission to approach the awarding body using a document known internally as CMP 7.6 “Permission to Validate Qualifications”;

Verify the qualification

First, Compliance Officers check the qualification against information provided by the candidate to ensure consistency. Then the awarding body is approached to validate the detail of the qualification. The company has established links with Universities and Colleges across the United Kingdom and Ireland for the purpose of validation. Each organisation has varying processes for providing this information which is detailed in a company document known internally as CMP 7.5 “Verifying Qualifications”. Compliance Officers refer to this and follow the established process when documents are received. Qualifications from outside the UK and Ireland are verified directly with the awarding body where possible, otherwise advice is sought from the relevant UK embassy/consultant/high commission;

Retain evidence

Only when a qualification has been verified can it be used for the purpose of booking a candidate. The evidence is uploaded to the company software using a process known internally as CMP 15.4 “Scanning Files for Eclipse”.

In addition to the above checks, new staff members are required to commit to undertaking mandatory training modules, and maintain their validity.

Direct Medics offer free online training modules to all registered workers in the following areas as required:

Basic Life Support
COSHH (Control of Substances Hazardous to Health regulation)
Epilepsy
Equality, Diversity & Inclusion
Fire Safety
Food Hygiene
Handling Medication
Handling Violence & Aggression and Complaint Handling
Health and Safety
Infection Control
Information Governance
Training for workers in a lone environment
Manual Handling
Mental Capacity Act 2005
RIDDOR (Reporting of Injuries, Diseases & Dangerous Occurrences Regulations)
Safeguarding Vulnerable Adults (SOVA) and Child Protection (SOCA) Level 2
Safeguarding Vulnerable Adults (SOVA) and Child Protection (SOCA) Level 3

Additional practical training is also required in areas such as life support and moving and handling; the specific requirements are advised to staff upon registration. All staff involved in transfusion activity (i.e. sampling, collection or administration) to complete training and competency assessment in line with the Right Patient Right Blood circular.

Completion of Registration with Direct Medics

Upon completion of our pre-employment checks, files are referred to the company’s Nursing Manager, who will review all available information and contact new registrants to arrange a suitable time for a final interview. In advance of the interview, the candidate is asked to complete and submit a ‘Skills List’ on their chosen area, which supports the interview itself in ensuring the presence of specialty-specific skills. The interview also focusses upon a complete understanding of our procedures and suitability to work in chosen area(s).

Candidates will be booked for work through Direct Medics only with the express approval of the Nursing Manager. After interview, the Nursing Manager completes an interview record advising the Nursing team as to:

Whether the applicant can be accepted for work through Direct Medics Ltd.;
The skills, experience and qualifications held by the applicant relevant to their application, and
The type(s) of work the Registered Manager would permit through the company.

Using the input of the Registered Manager, the applicant’s information is input onto the company software which is designed to match vacancies to applicants based on grade, specialty, specific skills or a combination of all three if required. The email alert system for nurses is built into the company software and is based upon specific searches, meaning that only those nurses meeting the criteria for each vacancy is informed about the post and given the opportunity to apply. Any applicants to a specific vacancy are subject to further document checks by a Recruitment Consultant before being put forward for consideration.

The above ensures that, at point of registration, all nurses wishing to book assignments through Direct Medics Ltd. are matched appropriately to vacancies according to their skills and expertise. This system is maintained and updated as new information becomes available as to the skills and expertise of nurses registered with the company.

Booking an Assignment

Upon completion of registration, the assigned Recruitment Consultant will make contact by SMS, email and telephone to discuss potential placements, particularly if staff regularly update their Consultant regarding availability. At this stage Recruitment Consultants can send a login to candidates who have satisfied all relevant compliance requirements for the Direct Medics App. This is an opportunity to be informed about jobs first so it is important that regular contact is kept; this is especially important in the event of a change to location, grade or specialty.

When staff members are interested in booking an assignment, they must contact their Recruitment Consultant as soon as possible, via email, text, phone or via the App. They will be referred to their Compliance Officer in the event that registration documents have expired, otherwise their details will be put forward immediately for consideration. If selected, the company will confirm the details verbally and follow up with a written confirmation by email or App notification. The confirmation will include all relevant information about the assignment, including reporting instructions, any travel and accommodation arrangements and instructions on payment for the assignment. Any queries upon receipt of your confirmation should be addressed immediately to allow for a smooth start to assignments.

Payment

Different pay rates apply to different assignments. Before commencing an assignment staff members are informed both verbally and in writing, the rate of pay applicable to the assignment. Payment is made to staff on submission of a timesheet without exception. All information given must be accurate and timesheets must be completed in full and every shift must be authorised with an appropriate signature. The position / grade worked must also be identified. Payroll takes place weekly, with all timesheets submitted by 11.00am on Monday paid to arrive by the following Monday. Payment will be made by Banker’s Automated Clearing Services (BACS) directly into bank/building society accounts, with a pay slip emailed. Staff members must advise of any change to personal circumstances, e.g. change of address, email address or bank account.

The Company is required by law to deduct PAYE and Class 1 National Insurance Contributions. Therefore, staff members are required to pay income tax on earnings (if they exceed the threshold for the current financial year). The rules affecting people working through agencies are contained in Section 134 TA 1988 (formerly section 38, Finance (No.2) Act 1975). Dependent upon earnings, staff members may also be eligible for auto-enrolment onto the company’s pension scheme (which can be opted out of if they so wish).

Any queries relating to pay must be directed to the Finance team at Head Office; email queries should be directed to finance@directmedics.com.

Removal from the Company’s Register

Staff may be removed from the register in the following circumstances:

Where a member’s conduct or standard of work has seriously fallen below the level required by the Company.
If it is believed that a member has acted in an unprofessional manner, the company reserves the right to remove you from your assignment and not re-assign until the matter has been investigated and resolved.

Examples of such conduct are as follows. This list is not exhaustive:

Failure to attend a Client having accepted an engagement, or repeated lateness.
Failure to provide care in a fashion consistent with the member’s professional code

of conduct or in a caring and appropriate manner, e.g. sleeping on duty, non adherence to clinical instruction etc.

Failure to carry out reasonable instructions of the Client.

Breach of trust involving the Company or the Client.
Disclosure of confidential information to a third party relating to either a Client or the Company.
Misconduct, affecting either the Client or the Company. This includes being under the Influence of alcohol or any substance that will adversely affect your performance, theft, abusive or violent behaviour, harassment, criminal conviction etc.

All staff should ensure full understanding of what is required.