For many businesses, especially in the home care sector, keeping employees’ Disclosure and Barring Service (DBS) checks up to date is an essential compliance task. Unfortunately, countless home care businesses are still stuck in the outdated and costly cycle of renewing DBS certificates the old way. This involves submitting paper applications, waiting weeks for processing, and paying hefty fees each time.

What many businesses may not realise, however, is that there’s a faster and more cost-effective alternative: the DBS Online Update Service. By switching to this modern approach, home care businesses can save significant amounts of time and money – all while maintaining compliance. Let’s explore why you should make the change today.

The Traditional DBS Renewal Process: A Costly Burden 

The conventional DBS renewal process involves submitting a new application for each employee whenever their certificate expires or a new check is needed. This approach comes with several downsides, including:

  • High Costs: Each application costs £23 (or more for enhanced checks), not to mention additional administrative expenses. For a business with 100 employees, the costs add up quickly.
  • Time-Consuming Administration: HR teams spend hours dealing with paperwork, chasing employees for documents, and coordinating submissions.
  • Delays in Processing: Renewals can take weeks, leading to potential staffing challenges if certifications are delayed.

As a result, these inefficiencies are not only expensive but also disruptive. Yet, many businesses accept them as the status quo without considering better options.

 

The DBS Online Update Service: A Smarter, Modern Solution

Thankfully, the DBS Online Update Service offers a better way. This subscription-based system keeps a DBS certificate up to date, allowing employers to check the status of an employee’s certificate online in seconds. Here’s how it can transform your process:

  • Low-Cost Subscription: Employees pay just £13 a year to keep their certificate current, eliminating repeated application fees.
  • Instant Status Checks: Employers can verify an employee’s DBS status online in seconds, saving both time and effort.
  • Seamless Portability: Employees can transfer their DBS certificate between roles within the same workforce type, avoiding the need for new applications.
  • Reduced Administration: No more chasing paperwork, waiting for certificates, or managing complex renewal schedules—the system simplifies everything.

 

The Hidden Costs of Staying Outdated 

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By clinging to traditional methods, businesses are wasting money and resources unnecessarily. Consider this:

  • A home care business with 50 employees could save over £2,000 annually in application fees alone by adopting the Online Update Service.
  • HR teams could redirect countless hours spent on renewals to focus on more strategic and impactful initiatives.
  • Faster processing times mean less risk of staff being unable to work due to delays, reducing operational disruptions.

For larger businesses, these savings are even more substantial, making the switch an obvious choice.

How to Transition to the DBS Online Update Service 

Switching to the Online Update Service is both simple and efficient. Follow these steps to get started:

  • Educate Employees: Explain the benefits of the Online Update Service and encourage employees to subscribe when applying for or renewing a DBS certificate.
  • Set Policies: Establish policies that make the Online Update Service a requirement for new hires and renewals. This ensures consistency across your organisation.
  • Utilise Online Tools: Train HR teams on how to perform quick status checks online, significantly reducing time spent on compliance tasks.

 

Final thoughts: Embrace the Future of Compliance

In today’s digital world, sticking to the traditional DBS renewal process is like using a typewriter when laptops are readily available – it’s slow, outdated, and unnecessarily expensive. By transitioning to the DBS Online Update Service, businesses can save thousands of pounds every year, free up valuable time, and streamline compliance processes effortlessly.

The real question isn’t whether you can afford to switch. It’s whether you can afford not to.