Documents you need to work as an agency HCA in the UK

Every care agency in the UK has to check that the people it sends into care homes are safe, legal to work and properly trained. That's not red tape for its own sake — it protects the residents you'll be caring for, and it protects you.

The good news: the list is predictable. If you get your documents ready before you apply, you can be verified and accepting shifts much sooner. This guide covers exactly what you'll need as a Health Care Assistant (HCA), what's extra for senior carers and registered nurses, and how to avoid the delays that catch people out.

1. Photo ID and your profile photo

Your identity is the first thing to be confirmed, usually with your passport. Make sure it's in date and that the photo page is clear and uncropped when you upload it.

You'll also be asked for a profile photo. It isn't for show: when you arrive at a care home, staff use it to confirm that the person at the door is the person who was booked. Use a recent, well-lit photo of your face — no filters, sunglasses or group shots.

2. Right to work

By law, anyone employing you must check that you're allowed to work in the UK before you start.

• British or Irish citizens usually prove it with their passport.
• Everyone else — including people with settled or pre-settled status or an eVisa — proves it with a share code. You get one from the GOV.UK service “Prove your right to work to an employer”.

A share code is valid for 90 days, so generate it when you apply, not months before. If your permission to work has an end date, it will need to be checked again before then.

3. Enhanced DBS check

Care work with adults needs an enhanced DBS check with an adults' barred list check — the highest level. It shows any relevant criminal record information and confirms you're not barred from working with vulnerable adults.

If you already have a recent enhanced DBS for adult care work, the DBS Update Service can save you a new application. It's a small annual subscription that keeps your certificate up to date and lets employers check its status online with your permission. You have to join within 30 days of your certificate being issued, so it's worth doing as soon as a new one arrives.

4. Training certificates

Care homes need to know you're trained for the work you'll be doing. Have your certificates ready as clear photos or PDFs. The usual mandatory training covers:

• Safeguarding adults
• Moving and handling — ideally including a practical session
• Infection prevention and control
• Basic life support
• Fire safety
• Food hygiene
• Health and safety
• The Mental Capacity Act

If you're new to care, the Care Certificate is the standard starting point. Learning disability and autism training, dementia training and first aid are all valued extras.

5. CV and references

Your CV should show a full employment history with dates. Care employers are required to ask about gaps, so a short line explaining any break — study, caring for family, travel — saves a back-and-forth later.

You'll also be asked for references, ideally including your most recent employer in health or social care. Give full contact details and let your referees know to expect a request: slow references are one of the most common reasons verification stalls.

6. Extra for senior carers and nurses

Senior Care Assistants (SCA)

Senior carers usually give medication, so you'll need medication training and, ideally, evidence that you've been assessed as competent. Experience of leading a shift or handovers helps too.

Registered nurses (RGN)

You'll need a valid NMC PIN, and your registration will be checked on the NMC register. Keep your annual fee paid and your revalidation on track — if your registration lapses, you can't work as a nurse until it's restored.

Mistakes that slow verification down

1. Blurry or cropped photos of documents. Every corner of the page should be visible and readable.
2. An expired passport or a share code that's past its 90 days.
3. Referees who don't know they'll be contacted, or out-of-date contact details.
4. Unexplained gaps in your CV.
5. Missing training certificates — “I've done it” isn't enough without the certificate.
6. A name that doesn't match across documents without an explanation, such as a marriage certificate.

What happens when a document expires

Documents don't stay valid forever: training needs refreshing, right-to-work permissions can end and nurses renew their registration every year. Good agencies track this for you.

At MAP HealthCare, expiring documents are flagged automatically — and an expired document blocks new bookings until it's renewed. That protects the homes you work in, but it also means it's worth renewing early, so you never miss shifts while you wait.

Frequently asked questions

This article is general guidance and not legal or immigration advice. Requirements can change — check GOV.UK, the DBS and the NMC for the current position.