Guide to Verifying Carer Documentation

When hiring a self-employed carer, it is essential to verify key documents to ensure they are qualified, compliant, and trustworthy.

Below is a step-by-step guide to checking the necessary documents:

1. Proof of Self-Employment (HMRC Registration)

Carers should provide proof of their self-employed status. Acceptable documents include:

• HMRC letter confirming self-employment registration.
• Self-assessment tax return (without sharing their Unique Taxpayer Reference (UTR) number).
• A letter from their accountant confirming self-employment.
• Recent invoices issued to other clients as evidence of self-employed work.

Note:Carers are not obligated to share their UTR number, but they must provide some form of proof that they are registered with HMRC as selfemployed.

2. DBS Check (Disclosure and Barring Service)

To ensure a carer has a valid DBS check, follow these steps:

• Request a copy of their DBS certificate.
• Obtain confirmation (ideally via email) that they consent to a check on the DBS Update Service.
• Visit the official DBS Update Service: www.gov.uk/dbs-update-serviceand follow the steps to verify their DBS status.

3. Training Certificates

Check that the carer has relevant and up-to-date training. Key training certificates to verify include:

• First Aid & CPR
• Moving & Handling•Safeguarding Adults & Children
• Medication Administration (if applicable)
• Infection Control
• Food Hygiene (if applicable)

4. Carer Insurance Policy

Carers should have valid Public Liability Insurance to cover any potential incidents. Ask for a copy of their insurance policy document and check:

• The policy is in date.
• It covers the type of care they provide.

5. Previous References

To gain insight into the carer’s reliability and professionalism, request at least two references from previous clients, employers, or agencies. Ensure that:

• References are recent and relevant.
• You verify references by speaking with the referees where possible.

6. Right to Work in the UK (if applicable)

If the carer is not a UK citizen, ensure they have the correct visa or work permit. Acceptable documents include:

• Passport with visa/work permit.
• Biometric Residence Permit (BRP).
• Home Office letter confirming right to work.

7. Proof of Identity and Address

To confirm their identity and address, request copies of:

• A valid photo ID (passport or driving licence).
• A recent utility bill, bank statement, or council tax bill (dated within the last three months).

8. Using PocketCarer for Care Management

While PocketCarer does not store carer documents for verification, it is a valuable tool for self-employed carers and individual employers to manage care records, care teams, and business finances. With features like care planning, daily logs, invoicing, and team collaboration, it helps streamline care management and ensures all necessary information is organised in one place.