Created by an ex-CQC inspector
Designed for healthcare services
Based on Regulation 19 and Schedule 3
Free to download
The Importance of Robust Recruitment Evidence
Effective recruitment is the cornerstone of safe and high-quality healthcare. For providers regulated by the Care Quality Commission (CQC), maintaining detailed evidence of staff recruitment is not just a best practice—it is a mandatory legal requirement under Regulation 19 and Schedule 3 of the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014.
Inspections frequently focus on how well a service manages its personnel records. Failing to provide clear, photographic evidence of identity, verified employment gaps, or up-to-date professional registrations can lead to significant compliance breaches. This checklist has been designed by expert ex-CQC inspectors to ensure your service meets these rigorous standards with confidence.
By using this tool, you can streamline your administrative workflows while guaranteeing that every new hire is fully vetted and compliant. Whether you explore our broader Free CQC Resources or require bespoke consultancy services, we are here to support your journey toward regulatory excellence.
Identity and photographic evidence
Verification of the applicant's identity including photographic evidence to meet Schedule 3 requirements.
DBS and criminal record checks
Evidence of enhanced criminal record certificates and checks of barred lists for providers of regulated activities.
Physical and mental fitness
Statements confirming the physical and mental health of the person for the purposes of the role they are appointed to.
What the Checklist Covers
Satisfactory references
Ensuring you have obtained and verified two or more references from previous employers including the most recent employer.
Qualifications and experience
Documentary evidence of all relevant qualifications and a full employment history including explanations for any gaps.
Registration and insurance
Verification of ongoing registration with relevant professional bodies and professional indemnity insurance where applicable.
Why Use a Standard Recruitment Evidence Record?
- Creates a consistent recruitment record for every new employee
- Makes missing evidence easier to identify
- Provides a clear staff-file audit trail
- Supports compliance with Regulation 19 and Schedule 3
- Helps managers document DBS and registration checks properly
- Reduces information being spread across multiple forms
- Makes recruitment records easier to review during an inspection
Download Your Free Recruitment Checklist
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About CQC Consultancy
CQC Consultancy provides expert, inspector-led support for health and social care providers across the UK. With over 12 years of experience as a CQC inspector, we understand the complexities of regulation 19 and schedule 3, ensuring your recruitment processes meet the highest standards of safety and compliance. Our mission is to empower providers with practical tools and professional insight, bridging the gap between regulatory requirements and day-to-day operational excellence. We help you navigate the registration process, prepare for inspections, and build robust governance systems that reflect your commitment to exceptional patient care.
Frequently Asked Questions
Disclaimer: The information provided in this checklist is for guidance purposes only and does not constitute legal or professional advice. While we strive to ensure accuracy, healthcare regulations and CQC requirements may be updated. Users are responsible for ensuring their service meets all current regulatory standards and should consult official CQC guidance where necessary.