Table of Contents
- What Is the DBS Update Service?
- Why Does It Matter for Care Providers?
- What Can and Can’t the Update Service Tell You?
- Common Mistakes Care Managers Make
- How CareAdmin Supports DBS Update Service Compliance
- Final Thoughts
If you manage staff in a CQC-regulated setting, you’ve almost certainly dealt with the time and cost of processing DBS checks. But there’s a tool that can significantly reduce both — and many care managers still aren’t making the most of it.
The DBS Update Service is one of the most practical resources available to care providers, yet it remains underused across the sector. This guide explains exactly what it is, how it works, and how CareAdmin helps you make full use of it.
If you’re new to DBS checks altogether, our guide on DBS checks for care providers is a good place to start before reading on.
What Is the DBS Update Service?
The DBS Update Service is an online subscription that allows employees to keep their DBS certificate up to date and share it with multiple employers. Instead of applying for a new DBS check every time a staff member joins your organisation, you can carry out a free, instant status check online — as long as the individual is registered.
Employees subscribe directly with the Disclosure and Barring Service for a small annual fee (currently £16 per year). Once subscribed, their certificate remains current and portable, meaning it can be used across different care roles and employers without requiring a full re-application.
Why Does the DBS Update Service Matter for Care Providers?
In a sector where staff turnover is high and recruitment is ongoing, the DBS Update Service can make a real difference to your operations. Here’s why it matters:
The DBS Update Service Saves Time
A standard DBS check can take days or even weeks to process. An Update Service status check takes seconds. For care managers recruiting at pace, that speed is invaluable.
Reduces Cost
Every new DBS application comes with a processing fee. For organisations hiring frequently — or managing large teams of agency or bank staff — those costs add up quickly. The Update Service significantly reduces the number of full applications you need to commission.
Supports Continuous Monitoring
Rather than relying on a DBS certificate that was accurate at the time of issue but may now be out of date, the Update Service allows you to check a staff member’s status at any point. This supports your ongoing safeguarding responsibilities and strengthens your Regulation 19 compliance.
Strengthens Your CQC Position
CQC inspectors want to see that your safer recruitment processes are robust and up to date. Being able to demonstrate that you carry out regular Update Service checks — with a clear audit trail — shows that your organisation takes staff vetting seriously. For more on what inspectors look for, read our Regulation 19 recruitment audit checklist.
What Can and Can’t the Update Service Tell You?
It’s important to understand what the Update Service shows. When you run a status check, the result will either confirm that the certificate is still accurate and up to date, or indicate that new information has come to light — in which case you’ll need to request a new full DBS check.
The service does not show you the content of any new information. It simply flags that a change has occurred. This means you still need a process in place to act quickly when a status check returns a change.
It’s also worth noting that the Update Service only applies to Enhanced and Standard DBS checks. Basic checks are not eligible.
Common DBS Update Service Mistakes Care Managers Make
- Not checking at the point of hire. Even if a candidate has a registered certificate, you still need to see the original document and run a status check before they start work.
- Failing to check regularly. A one-off check at recruitment isn’t enough. Best practice — and increasingly a CQC expectation — is to run periodic status checks throughout employment.
- No audit trail. If you can’t evidence when a check was carried out and what the result was, it’s as if the check never happened. Documentation is everything during an inspection.
- Assuming all staff are registered. Subscription to the Update Service is voluntary for employees. You cannot assume a staff member is registered — always confirm this and encourage new starters to subscribe at the point of their initial DBS application.
How CareAdmin Supports DBS Update Service Compliance
CareAdmin’s compliance platform is directly integrated with the Disclosure and Barring Service, making it straightforward to manage Update Service checks alongside all your other recruitment compliance requirements.
Within the platform, you can:
- Record and track which staff members are registered with the Update Service
- Log Update Service check dates and results against individual staff records
- Maintain a full audit trail — ready for CQC inspection at any time
- Order new full DBS checks instantly when a status change is flagged
Everything is stored in one place, colour-coded, and accessible across all your facilities — whether you manage one site or many. Find out more about how our platform handles DBS Update Service compliance on our features page.
Final Thoughts
The DBS Update Service is a straightforward, cost-effective tool that every care organisation should be using. When combined with a robust compliance system like CareAdmin, it becomes even more powerful — giving you real-time visibility over your team’s vetting status and confidence that your records will stand up to scrutiny.
If you’d like to see how CareAdmin can help your organisation get more from the DBS Update Service — and manage all your safer recruitment checks in one place — book a free demo today.
📞 0151 606 5100 | 📧 [email protected] | 🌐 careadmin.co.uk