DBS Checks
Clicking Checks, under Safeguarding, will take us to the DBS Checks page. Here we can add new DBS Checks, view all individuals who have a DBS check at any stage, view all pending DBS checks, view any new DBS checks, see any checks that are due for renewal and see any Risk Assessments that need to be re-assessed.
Add DBS Checks
We can add a new DBS Check to the system by clicking the Add Check button, which we will find in all the tabs, apart from Risk Assessments.
Clicking the button will bring up a window where we can add the details of the DBS Check.
If the person is already in our database, we can use the search bar to search for their name. Clicking their name in the list of results will add any information we have stored for them. If they are not already in our database, we can enter their details manually, as long as the option to Allow DBS Users to Add People within Safeguarding has been switched on in Settings.
Once we have added their name and contact details, we will be able to select the DBS Type that the person has, or is applying for, in the DBS Type dropdown. The options available can be set in the Safeguarding Settings.
If we are adding an existing DBS, and have received the outcome, we will need to switch on the Outcome Received toggle. This will allow us to add the outcome, the certificate number, the date the DBS was issued and how long the DBS is valid.
If this is a new application, or we don’t have an outcome yet, we can leave the toggle switched off and the DBS Check will be added as Pending.
Once we have entered all of the details, we can click the Add button to add the DBS to the system.
If the person already has a DBS Check stored in iKnow Safeguarding, for that location, we will see a warning and be given the option to view the existing DBS Check.
View DBS Checks
To view a DBS Check, we will need to click the eye button to the right of the person’s details. We will find the eye button in all of the tabs, but in Risk Assessments you will see the Risk Assessment, not the DBS Check.
Clicking the eye button will allow us to see the person’s name, contact details, address and date of birth.
We will be able to see the details of the DBS certificate, including its current status and type.
We will be able to see any Risk Assessments that have been added, and see and download any Attachments that have been uploaded.
Any DBS Custom Fields that we have added will be visible next, followed by any Notes that have been added. We can see more details for Notes by clicking the eye button on the right of the note.
Edit DBS Checks
To edit a DBS Check, we’ll need to click the eye button to view it and then click the Edit DBS Check button, at the top right of the page.
We will be able to update any of the personal details by clicking the orange pencil button on the right of each section. If the option to Allow DBS Users to edit People within Safeguarding, has been switched off in Settings, we won’t be able to edit the personal details.
If the Current DBS Status is Pending, we will be able to update the Status. We will need to do this if the results of the check have been received.
We can upload a new Risk Assessment by clicking the Upload New button, or update an existing Risk Assessment by clicking the eye button to the right of an existing Risk Assessment.
We can add attachments by clicking the Add File button. We can also remove attachments by clicking the red dustbin button on the left of the file name.
If we have added any DBS Custom Fields, we’ll be able to complete them.
Finally, we can add new notes by clicking the Add Note button. We can also delete existing notes by clicking the eye button to the right of the note, then clicking the Delete button to remove the note.
All Individuals
In the All Individuals section, we can see all the people that have had a DBS Check, or are in the process of applying for one.
We can filter the list, using the options at the top of the list.
To see all the DBS Checks of a particular type, we can use the Filter by Type dropdown. Simply select the type of DBS you are looking for and the list will automatically be updated to show only the checks that match your selection.
You can also search for a particular person by typing their name in the Person Search box and clicking the Search button.
Pending DBS Checks
In the Pending DBS Checks section, we will see anyone who has DBS Check with the status of Pending.
As with All Individuals, we will be able to filter the list by selecting a Type, or entering a name in the search box and clicking the Search button.
New DBS Checks
Under New DBS Checks, we will be able to see any checks that have been completed in the last 30 days.
We can change the period of time we wish to see completed checks for, by selecting a different option in the Duration Period dropdown, up to 180 days.
As with the previous tabs, we can filter by Type, or search for a person using the search box.
Due for Renewal
The Due For Renewal section will allow us to see any DBS Checks that are due to be renewed in the next 30 days.
We can extend this period by selecting a different number of days from the Duration Period dropdown.
We can also filter by Type, or search for a person using the search box.
Risk Assessments
In the Risk Assessments section, we can see anyone who has had a Risk Assessment and that will need to be re-assessed at some point in the future.
We can click the eye button to the right of the Risk Assessment to view the details and download the Risk Assessment. We can also View the person’s DBS record by clicking the View link.