Solutions / Health and social care
The file an inspector asks for, already complete.
Safe recruitment is a list, and the list has dates on it. One room per member of staff, everything attached to the request that asked for it, and renewals chased before they lapse rather than after.
Bethan Idowu
Pre-employment file · starts 22 September
4 of 6 in2 outstanding
DBS certificate
In on 1 September
Second reference
Chased twice · Fairhaven Lodge
Occupational health form
Six questions · not started
The staff file, as a list
Regulation 19 and Schedule 3 amount to a checklist. Build it once as a template of requests with dates, then start it for each new member of staff.
- Photo identity and proof of address
- Right to work evidence
- Enhanced DBS: certificate number, level and issue date
- Two references, one from the most recent employer
- Full employment history with any gaps explained
- Professional registration and its expiry
- Evidence of conduct where the person has worked abroad
- Occupational health clearance
- Qualifications relevant to the role
- Mandatory training, and when each was last done
Keeping a file current
Renewals chase themselves
Registration lapses, training expires, a DBS goes stale. Somebody puts the date on the request and the chasing runs off it, three days out and again on the day. The yearly refresher round is a pack set to repeat.
Gaps are a question, not a guess
An unexplained gap in employment history is a request with a thread on it. The answer is dated and stays with the file.
Each colleague sees their share
Give each colleague every staff file, the files you choose, or only the requests allocated to them. A viewer can read and download but not change anything.
Every file, side by side
One screen showing every member of staff and what is outstanding against each. Before an inspection that is the only report you need, and it exports as CSV.
- Outstanding by person, by team or by what is overdue
- A dated history for every document
- Download history recorded per file
Care workers
A file each · what is open and what is over
Bethan Idowu
Starts 22 September · 2 open
Callum Reece
In post · yearly round due
Sana Mahmood
In post · nothing open
Every job since school, and the gaps
Schedule 3 wants a full employment history and a written explanation of anything missing from it. Asked for as a table, the dates come back in columns you can read down, and the gap comes back in the applicant’s own words at the time rather than as something half remembered in an interview.
- Gaps answered in writing, and dated
- Two referees, one of them the most recent employer
Employment history
Every job since school, and the gaps accounted for
Fairhaven Lodge
Mar 2023 – Aug 2026 · care assistant
Seven months, Aug 2022 – Mar 2023
Accounted for: full-time carer for a parent
Marsden House
Jun 2019 – Aug 2022 · support worker
Rolling a year forward
Annual training, appraisals and re-declarations are the same list every year. Roll the pack forward and it comes back as a draft, empty and ready to send, with last year’s answers still on the record beside it.
Yearly round
Callum Reece · every September
Rolled forward 1 September 2026
5 requests · 3 already in
Next on 1 September 2027
Same five, new dates
What this is and is not
Docsroom holds the evidence, the dates and the history, and gives you an export. It is not a rostering or care planning system, it does not decide whether a person is fit for a role, and it makes no claim to establish compliance with the Health and Social Care Act or its regulations. It is the filing, done properly, so that the judgment is the only part left to you.
Put one team’s files in order.
Free for 14 days, no card.