The DBS Update Service

The DBS Update Service: A Small Step That Makes a Big Difference

If you’re working as a Locum GP, an Enhanced DBS is one of the key documents you’ll be asked for. Whether you’re applying through an agency or directly to a practice, they’ll want to see your DBS and importantly, that it’s registered on the DBS Update Service.

Many locum GPs come to us without being registered on the DBS Update Service, and there is still a lot of confusion about how it works and the benefits.

To help with this, this article shows why the update service matters and how it can save you time, stress, and money in the long run.

Get in touch with our Locum team, here.

Is My DBS Valid Everywhere?

This is a question we get asked a lot. The answer? Unfortunately, no.

If your DBS check was originally processed by a particular practice or agency, it’s only valid for them. So, if you want to pick up work elsewhere, or through a different agency, you’ll need a brand-new DBS check… unless you’re subscribed to the DBS Update Service.

What is the DBS Update Service?

The DBS Update Service is a government-run, online subscription that makes your Enhanced DBS portable.

It allows you to use the same certificate with multiple agencies or practices, without needing to go through a fresh DBS check every time you change employer.

Employers can quickly check your certificate online to confirm that:

It’s still valid

Nothing has changed on your record

If there’s no change, employers can validate your DBS status straight away. If there is a change, then the employer will want to discuss the changes with you and a new DBS will need to be processed.

You can find more details (and sign up) here:
https://www.gov.uk/dbs-update-service

What Happens If You’re Not Subscribed?

If you’re not on the Update Service, your DBS certificate is only valid to whoever originally processed it for you. That means every time you want to work with a new employer, you’ll need to:

Fill out another DBS application

Pay the full cost again

Wait for it to come back—sometimes a few days, sometimes a few weeks (depending on local police processing times)

It’s frustrating, especially if you’re keen to get started quickly.

Can My DBS Come Off the Update Service?

Yes, and it happens more often than people think. Even if you’re subscribed now, there are a few things that can cause your DBS to drop off the system:

Missed Renewal

If you don’t renew your subscription before the expiry date, it will automatically lapse.

💡 Tip: Set your renewal to automatic so you don’t forget.

Outdated Payment Details

If you’ve changed banks or your card number has changed (even if it’s just a replacement), and your auto-renewal payment fails, the system cancels your subscription.

Tip: Update your card details regularly, especially after a bank switch or card replacement.

You Didn’t Register Your Certificate in Time

You only have 30 days from the date your DBS certificate is issued to register it on the Update Service. Miss that window, and you’ll need to apply again.

💡 Tip: As soon as your new certificate arrives, register it. To ensure you don’t miss the deadline, it is also possible to register your DBS while it is still in process – your agency or employer will be able to provide your DBS tracking number.

I haven’t received my certificate; can I still register with the Update Service?

Whilst you can register your application whilst your DBS is in process, employers need to see the certificate to complete the DBS update service check

💡 Tip: If you do not receive the DBS certificate within a couple of weeks, contact the DBS directly. They will only re-issue the certificate within a 30-day window.

I’ve lost my DBS certificate but registered it on the Update Service, can I still use it?

Unfortunately, not. Without seeing a copy of the DBS certificate, employers are unable to complete a DBS Update Service Check. This is because the update service itself does not store information about the DBS, just that it was issued and there have been no changes since it was issued.

💡 Tip: Always take a copy of your certificate and keep it in a safe place.

I’ve registered my DBS on the Update Service; can I throw the certificate away now?

No, because employers still need to see the certificate to run an update service check.

💡 Tip: keep your certificate safe and make a copy of this on your computer.

My DBS is valid for 3 years, why do I need an DBS on the Update Service?

Without an Update Service registration, the recommended guidelines are that a new DBS should be processed every 3 years, however this only applies to the company that processed your DBS and if you don’t have a break in employment.

The update service is by far the best way to ensure you have a valid DBS as a locum GP.

What Does the Update Service Cost?

A subscription costs £16 per year, and you can either renew manually or set it to auto-renew.

When you compare that to the cost of a new DBS check (around £49.50 each time), it’s a no-brainer, especially if you work with multiple employers throughout the year.

Why It’s Worth It

Here’s a quick look at what you get out of the Update Service:

Time-saving – No need to keep applying for new checks
Cost-effective – Just £16/year vs £49.50 per check
Hassle-free – One check, used across multiple employers
Peace of mind – You know your DBS is always valid and up to date
More Opportunity – any employer or agency can use a DBS so it’s not a barrier to assignments needing an immediate start.

Final Thoughts

In short, keeping your DBS on the Update Service is one of the easiest ways to make your working life smoother as a Locum GP. It keeps you flexible, saves you money, and means you’re always ready to take on new roles without delay.

If you’re not on it yet, or you’re not sure if your subscription is still active, it’s worth checking now. A few minutes of admin could save you weeks of waiting later down the line.

And if you need help getting it sorted, feel free to get in touch. We’re always happy to talk you through it. Get in touch with our team here.