{{org_field_logo}}

{{org_field_name}}

Registration Number: {{org_field_registration_no}}

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Staff Identification and ID Card Policy

1. Purpose This policy outlines the procedures for issuing, using, and managing staff identification (ID) cards at {{org_field_name}}. The policy ensures compliance with CQC regulations, the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014, and Regulation 19 – Fit and Proper Persons Employed. It aims to enhance safety, security, and professionalism within our care home while ensuring that staff can be easily identified by the people we support, visitors, and regulatory bodies.

2. Scope This policy applies to all staff employed at {{org_field_name}}, including full-time, part-time, temporary, bank, agency staff, volunteers, and contractors. It covers the issuance, replacement, and usage of ID cards and the responsibilities of all staff members regarding identification.

3. Legal and Regulatory Framework

• Regulation 19 – Fit and Proper Persons Employed: Ensures that all staff have undergone appropriate identity verification before employment.
• Data Protection Act 2018 and UK GDPR: Ensures that personal information displayed on ID cards is used lawfully and securely.
• Health and Safety at Work Act 1974: Supports security measures to protect staff and individuals within the care setting.
• CQC Fundamental Standards: Mandates that staff be identifiable to ensure transparency and accountability.

4. Issuance of ID Cards

• All staff must be issued with an official ID card upon commencement of employment.
• ID cards are issued by the HR Department and must include:
  • Staff member’s name.
  • Job title and department.
  • Photograph for easy identification.
  • Staff ID number for verification purposes.
  • Organisation name and logo.
  • Expiry date for renewal purposes.
• ID cards will be issued following the successful completion of pre-employment checks, including DBS clearance and reference verification.

5. Use of ID Cards

• Staff must wear their ID cards at all times during working hours unless exempt for safety reasons.
• ID cards must be clearly visible to the people we support, visitors, and regulatory inspectors.
• ID cards must only be used for official business within {{org_field_name}}.
• Staff must present their ID card when requested by:
  • CQC inspectors.
  • The Registered Manager or senior staff.
  • External professionals such as healthcare providers or emergency services.
  • Security personnel.

6. Security and Access Control

• ID cards may be integrated with access control systems to regulate entry to specific areas of the care home.
• Lost or stolen ID cards must be reported immediately to the HR Department and Registered Manager.
• ID cards remain the property of {{org_field_name}} and must be returned upon termination of employment.
• Misuse of ID cards, including sharing or tampering, may result in disciplinary action under the Staff Conduct and Code of Ethics Policy.

7. Replacement of ID Cards

• If an ID card is lost, stolen, or damaged, staff must report it immediately to the HR Department.
• A replacement fee may be applicable unless the loss occurred due to circumstances beyond the staff member’s control.
• ID cards that become faded or unreadable must be replaced free of charge.
• Any name changes or job title updates will require reissuance of an updated ID card.

8. Temporary and Visitor ID Cards

• Agency staff and contractors will be issued with temporary ID cards, which must be returned at the end of each shift.
• Visitors, including health professionals and inspectors, must sign in and be issued a visitor pass upon arrival.
• Visitors must wear their ID at all times and return it upon departure.

9. Monitoring and Compliance

• Compliance with ID card usage will be monitored by line managers and senior staff.
• Periodic audits will be conducted to ensure ID cards are being used appropriately.
• Staff failing to comply with ID card policies may face formal warnings or disciplinary actions.

10. Staff Responsibilities

• HR Department: Responsible for issuing and managing ID cards.
• Registered Manager: Oversees compliance and security related to staff identification.
• All Staff: Must wear and take care of their ID cards, report any issues, and ensure proper use at all times.

11. Related Policies

• CH02-Fit and Proper Persons: Employed Staff Policy
• CH16-Health and Safety at Work Policy
• CH23-Lone Working and Staff Safety Policy
• CH27-Staff Supervision, Training, and Development Policy
• CH28-Staff Conduct and Code of Ethics Policy
• CH34-Confidentiality and Data Protection (GDPR) Policy

12. Policy Review

• This policy will be reviewed annually or sooner if changes in CQC regulations or organisational needs arise.
• Amendments will be made to ensure compliance with security and identification best practices.
• Regular staff training and reminders will be provided to reinforce the importance of ID card usage.

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Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.