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Independent healthcare services

DBS Guidance for independent healthcare services

To register with HIW as an independent healthcare service The Registration of Social Care and Independent Health Care (Wales) Regulations 2002 states that an original enhanced DBS certificate countersigned by HIW that has been issued within the previous 3 years for the Registered Manager/s and the Responsible Individual/s must accompany an application

If subscribed to the Update Service you will be required to submit a copy of the original DBS certificate and permission to check the status online

HIW DBS application forms are only available as hard copies.  Once we receive an application to register with HIW from you, if required, we will post a DBS application pack to your home address (unless you request otherwise).  You will be required to post the DBS application form back to HIW along with 3 forms of original ID (a list on what ID is accepted will be included within the application pack). We strongly recommend that personal information/items are posted to us using a secure method.  Once received, we aim to send original ID documents back to you within 2 working days using Royal Mail Special Delivery Guaranteed by 1pm the next day. 

Alternatively, you can arrange an appointment to visit our offices to submit the application and have your ID documents verified in person.  A privacy statement is also included within the application pack so that you can see how we use and store your information, this must be signed and returned to us with your completed DBS application form.

Staff who may have contact with vulnerable adults and/or children also require an enhanced DBS check carried out within the last 3 years. A standard check is sufficient for those that do not.

DBS checks for staff can be carried out by applying with an umbrella body.  DBS umbrella bodies can be found at Find a DBS umbrella body company - GOV.UK (

Independent healthcare services will need to put their own arrangements in place for undertaking checks for those who work at the service and confirmation must be provided that all staff have DBS checks upon application.

Guidance to help you decide whether a role is eligible for a basic, standard or enhanced DBS check.

The law

The Care Standards Act 2000 is the overarching legislation that applies. 

The Registration of Social Care and Independent Health Care (Wales) Regulations 2002 sets out the information required when applying to register as an independent healthcare service.

The Independent Health Care (Wales) Regulations 2011

Regulations 10, 12 and 21 and Schedule 2 require that any person carrying on, managing or working at an independent healthcare service must have a DBS check.

There is no specific requirement in the Regulations stating that a DBS certificate must be renewed. However there is an ongoing requirement that workers remain ‘fit’ (Regulation 21 and Schedule 2). Upon registration and at inspection we need to be satisfied that independent healthcare services have a system in place for ensuring workers remain ‘fit’.  

Regulation 16 requires that providers make suitable arrangements for safeguarding patients from abuse.  Regulation 19 requires that patients must be protected against the risks of inappropriate or unsafe care and treatment. Independent healthcare services will need to demonstrate how they are meeting these requirements.