A nurse is booked, and the trust wants her profile
A trust books one of your registered nurses for a run of nights on a medical ward. Before her first shift, the ward or the trust's staffing office wants her compliance profile. Your compliance officer opens her folder on the shared drive, finds the DBS, the right to work check, the training certificates, the occupational health clearance and the references, checks nothing has expired, and assembles them into a PDF with the trust's cover sheet.
Half an hour later she does the same for another nurse going to a different trust, which wants a different cover sheet and a slightly different set of documents. By the end of the day she has built a dozen profiles, and a nurse booked late tonight will go without one until tomorrow.
Why profiles are assembled by hand
The documents exist. The problem is that they are stored as files, not as a record. Nothing knows that a document is a DBS certificate, when it was checked, or when it expires, until a person opens it.
- Documents sit in folders named by nurse, with inconsistent file names.
- Expiry dates are only visible by opening each document.
- Different clients want different documents and different cover sheets.
- Checks, such as the DBS update service status, are recorded in notes or not at all.
- Nurses email updated certificates to whoever they know, and they are filed late.
What each client requires, and what your agency's compliance policy says, are for you and your framework or client contracts to set. The system's job is to make it easy to meet them every time.
What hand-built profiles cost
Compliance staff spend their day assembling rather than checking. Late bookings go without a profile, which some clients will not accept. An expired document slips into a profile because nobody noticed the date, and a client audit finds it. And when a compliance officer is off, bookings slow down.
| Profile item | What the record holds |
|---|---|
| Identity and right to work | Document, check date, who checked, any time limit |
| DBS | Certificate, level, date, update service check history |
| NMC registration | PIN, status at last check, check date |
| Mandatory training | Each course, date completed, expiry |
| Occupational health clearance | Clearance status and date from your OH provider |
| References | Referees, dates, received and verified |
How we build compliance profiles
- One compliance record per nurse, where each document is stored with its type, dates, check details and the name of the person who checked it.
- Nurses upload renewed certificates to their own record through an app or link, and each upload waits for a compliance officer to accept it.
- Each client's requirements and cover sheet are set up once: which items, what format, what order.
- Booking a nurse for a client generates that client's profile from the current record in one step, ready to send or upload.
- If any required item is missing or expired for that client, the profile is blocked and the gap is shown to the compliance team.
- Profiles sent are logged, with the date and the document versions included.
Where you use recruitment or staffing software that already holds some of this, we connect to it rather than replacing it.
What compliance staff get back
Profiles are generated when bookings are made, including late at night. Compliance officers spend their time checking documents properly rather than assembling PDFs. Expired items cannot slip into a profile. And when a trust or framework auditor asks what was sent for a particular nurse on a particular date, the log answers it.
Recognise your compliance office?
- Profiles are assembled by hand from folders of PDFs.
- Each trust wants a slightly different profile.
- Late bookings wait until morning for a profile.
- An expired document has been sent to a client.
- Bookings slow down when one compliance officer is away.