DBS checks for pharmacists, pharmacy technicians and Dispensary Staff
For compliance with General Pharmacuetical Council guidelines, all pharmacy staff must undergo thorough vetting including a DBS Check. With Personnel Checks you can ensure your pharmacy staff meet the latest safeguarding and compliance standards. From Enhanced DBS Checks to background screening bundles, we support both independent pharmacies and multi-site organisations with fast, reliable pre-employment checks.
What DBS Checks do Pharmacists and Pharmacy Staff Need?
Generally, pharmacists and pharmacy staff are required to have an Enhanced DBS Check carried out against both the Child and Adult Workforce’s and Barred Lists. This is because anyone delivering healthcare, either directly or under the supervision of a healthcare professional, is classed as conducting regulated activity, as prescribed by the Safeguarding Vulnerable Groups Act 2006. However in circumstances where a staff member is not conducting regulated activity then a lower level of DBS Check may be appropriate.
Enhanced DBS Checks
Most roles in healthcare require an Enhanced DBS Check and this is true of the pharmacy sector as well. Any member of staff registered with the General Pharmaceutical Council is classed as a healthcare professional and must have an Enhanced DBS Check completed.
This includes:
Pharmacists
Pharmacy technicians
Pharmacy owners
The Enhanced DBS Check shows an individual's full criminal record history. This includes cautions, warnings, reprimands, spent and unspent convictions, an optional search of the Barred Lists, as well as any relevant notes from the police.
Basic DBS Checks
Certain roles in the pharmacy sector only require a Basic DBS Check. These are usually roles where the individual isn’t engaging in any form of regulated activity.
A Basic DBS Check is the lowest level of criminal record check available in the UK. This check provides employers with vital information about a candidate, revealing any unspent criminal history on their record.
These checks are generally for roles where no direct care or assistance is required, such as delivery drivers or back-of-office staff who do not engage with patients.
However, in some cases, higher levels of check may be required, such as the Standard DBS Check, but this is quite rare.
DBS Eligibility for Roles in the Pharmacy Sector
What DBS Check someone can apply for is dependent on eligibility. Various pieces of legislation dictate what level of DBS Check is appropriate for any given role. Most roles in pharmacies are pretty clear as for the most part, staff members are engaging in regulated activity - meaning they must have an Enhanced DBS Check. However, the eligibility criteria that determines what roles need what level of DBS Check can be extremely complex.
There is no one-size-fits-all approach to criminal record screening and applying for the wrong level of DBS Check for a staff member can be a criminal offence.
If you’re unsure whether a staff member requires an Enhanced, Standard, or even a Basic DBS Check, please get in touch. Our team are more than happy to help discuss the eligiblity of your team members.
To discuss it with a member of the team, give us a call on 01254 355659, alternatively, click the button below to request a callback.
Changes to pharmacy Screening Rules in 2026
In 2026, new compliance standards are being introduced by the Department of Health and Social Care. These standards state that “Enhanced Disclosure and Barring Service (DBS) checks [must be] undertaken for all registered pharmacy professionals within the last 3 years.”
This presents a fresh compliance challenge and extra costs for pharmacies. Fortunately, implementing a structured process for managing the DBS Update Service makes this cheaper and easier in the long-run.
Personnel Checks’ Update Service management functionality can be used as a standalone product or used in conjunction with any of our other screening products.
The DBS Update Service
The DBS Update Service is a subscription-based system designed to make managing DBS certificates easier and more efficient for individuals and their employers. This allows individuals to sign up (for a small annual fee of £16), and keep their DBS certificate up to date.
The Update Serivce can be checked instantly online by their current or prospective employer. This is known as conducting a ‘status check’. A status check will not reveal the full information on the original certificate, but provide an update about whether it’s status has changed.
As long as you have seen the original DBS Certificate, then a status check can be used instead of conducting additional DBS Checks.
Automated Status Checks
We are leaders in helping organisations manage the DBS Update Service. Our status check tool was designed to help you manage and track DBS status checks efficiently at scale.
With Personnel Checks you can:
Customise your applicants’ DBS Application journey to guide them through Update Service registration.
Automate Status Checks at a frequency that suits you.
Be notified if any of your employees’ DBS information has changed.
By automating the status checking process, you can stay on top of your compliance with ease and potentially never need to complete another DBS Check for your staff again. Saving you both time and money.
How the status checks work
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Step 1: Application
Individuals complete their DBS application and receive their reference number.
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Step 2: Registration
Individuals register their certificate details using the reference number or DBS certificate number to the DBS Update Service.
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Step 3: Status Checks
Personnel Checks automatically run Status Checks at intervals pre-configured by you.
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Step 4: Notifications
Receive notifications as and when any information about an employee’s DBS certificate has changed.
get started with no set up fee and let us find the right checks for your business
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DBS Checks - All levels
An online DBS Check is a vital tool giving employers the info they need to make safe and effective recruitment decisions. For nearly 20 years, Personnel Checks have been assisting businesses across the nation to get their DBS checks. As the UK’s top-ranked DBS Umbrella Body, we understand it can be complicated. Our dedicated team provide expert advice and 5-star service to ensure a streamlined screening experience, and unlike our competitors, we have no set up fee or hidden costs.
Right to Work Checks
Right-to-Work Checks are a mandatory requirement for all UK employers. ID documents must be accurately verified to confirm whether someone is legally permitted to work in the UK. Failure to complete RTW Checks can severely impact your business.
Our digital Right to Work solution allows employers to capture full auditable data whether you use digital identity verification or manual ID methods.
Online Id Verification
Tired of manually checking candidate documents? Automate your document checking with Online ID Verification!
Quick, secure and accurate, it’s the modern way to complete ID verification for DBS Checks. Online ID Verification allows the ID Verification process for DBS applications to be completed digitally, within Personnel Checks. Your applicants simply upload their ID via our portal and technology does the rest!
Frequently asked questions
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Yes. All registered pharmacists in the UK must undergo an Enhanced DBS check, including barred list screening, since their role involves regulated healthcare activity with potentially vulnerable adults and children.
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Not always but many do. The rule of thumb is that any staff member who has to register with the General Pharmaceutical Council must also have an Enhanced DBS Check.
Aside from this the eligibility can change. Here’s a breakdown:
Pharmacists & Pharmacy Technicians: Must have Enhanced DBS Checks with relevant barred list searches included.
Dispensers & Assistants: Typically require Enhanced or Standard DBS depending on advice given, supervision, and working environment.
Delivery Drivers/Admin Staff: Usually need at least Standard or Basic DBS, though Enhanced is required if handling controlled drugs -
Thorough vetting is fundamental for any job role involving regulated activity. Aside from DBS Checks, consider:
Right-to-Work checks: To confirm legal eligibility for employment.
Identity & employment history verification: To validate education, registration, and work history.
Professional register checks: Ensuring membership with the General Pharmaceutical Council.
Ongoing DBS monitoring: Via the Update Service, enabling live status checks and reducing the need for frequent re‑applications
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Yes having a criminal record doesn’t automatically bar employment. The DBS and Rehabilitation of Offenders Act ensure decisions are made case‑by‑case.
Employers must assess roles individually, balancing safety, risk, and rehabilitation. Many candidates with records are still considered, especially when working with supervision and safeguarding frameworks in place. -
DBS Checks can’t be renewed but getting new checks for existing staff is commonly referred to as a renewal. We expand on this in more detail in our knowledge hub article, here.
The general best practice is to have new DBS Checks completed every 3-years. From 2026, this will be a mandatory rule for most pharmacy staff.
The DBS do run a subscription service, called the DBS Update Service. For a nominal fee (13.p.a) individuals can register their DBS certificate to the Update Service and the DBS will then keep this updated with any information.
If your staff sign up to the DBS Update Service, they can give you consent to carry out ‘status checks’ on their record. This would prevent the need for renewing your staff’s DBS Checks. -
No, it's not mandatory, but strongly recommended. The Update Service allows employers to perform instant online status checks on DBS certificates, as long as:
The original certificate meets level and date criteria, and
The individual registered within 30 days of issue
This saves time, money, and supports compliance with PQS monitoring.
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