Registration of Health and Social Care Professions

This is an official Northern Trust policy and should not be edited in any way Registration of Health and Social Care Professions Reference Number: NHSCT/12/536 Target audience: Directors, Nursing and Midwifery, Social Work, Professional and Technical staff Sources of advice in relation to this document: Olive MacLeod, Director of Nursing and User Experience Replaces (if appropriate): NHSCT Registration of Health & Social Care Professions (NHSCT/11/430) Type of Document: Trust Wide Approved by: Policy, Standards and Guidelines Committee Date Approved: 22 May 2012 Date Issued by Policy Unit: 30 May 2012 NHSCT Mission Statement To provide for all the quality of services we would expect for our families and ourselves

Policy for Registration of Health and Social Care Professions May 2012

Northern Health and Social Care Trust Policy for Registration of Health and Social Care Professions 1. Introduction 1.1 The purpose of professional regulation is to assure the quality and safety of care that patients receive from the health and social services. 1.2 The Government s recent white paper on professional regulation (Trust Assurance and Safety: the regulation of health professionals in the 21 st century) and its accompanying documents sets the blueprint for health regulation reform that will have significant impact on employers. Specifically it recognises the importance of local employers in professional regulation and gives them new responsibilities to confirm the continuing competency of their staff. 2. Aim 2.1 The aim of this policy is to ensure that all health and social care professionals employed within the Northern Health and Social Care Trust have live and valid registration with the appropriate regulatory body (Appendix 1), where that is stipulated as a requirement of their employment in the Trust. 3. Target Audience 3.1 Directors, Nursing and Midwifery, Social Work, Professional and Technical staff. 4. Policy Statement (including responsibilities) 4.1 Where a professional qualification is required for a specific role the Northern Health and Social Care Trust will only employ professionally registered health and social care staff who hold current registration with the relevant regulatory body as outlined in Appendix 1. 4.2 It is the responsibility of each health and social care professional to ensure he / she is maintained on the relevant register and that he / she adheres to the appropriate regulatory requirements and payment of the relevant professional retention fees as required. 4.3 Senior Managers must have a system in place to assure themselves that all professionally qualified staff reporting to them are registered with the appropriate regulatory body where registration is a requirement of the role. 1

4.4 Where professional registration is a requirement of a specific role, proof of registration must be presented to the relevant professional manager at the earliest opportunity and at latest within 24 hours following the expiry date of registration. 4.5 Senior managers must use the relevant Confirmations Service to satisfy themselves that an individual is on the relevant professional register. 5. Prior to Appointment 5.1 Following interview and prior to confirming employment, it is the responsibility of the Trust s Human Resources Department to confirm the status of registration of an individual where professional registration is a stipulated essential requirement of the post. Individual managers are required to verify registration status with the appropriate body prior to a new employee commencing employment. 5.2 This should be done by contacting the appropriate regulatory body and should not rely solely on proof of registration presented by the individual. 6. Lapse of Registration 6.1 Should a member of staff s registration be found to have lapsed he / she will be required to take annual leave or unpaid leave (if no annual leave available) until re-registered up to a period of 2 weeks. 6.2 If a member of staff has not registered within 2 weeks of discovering the lapse, the Trust s Disciplinary Procedure will be actioned. He / she will be suspended from duty, without pay, until registration is current. 6.3 Where registration cannot be confirmed or the individual is unable to re-register then that individual s employment will be terminated. 7. Equality, Human Rights and DDA 7.1 This policy has been drawn up and reviewed in the light of Section 75 of the Northern Ireland Act (1998) which requires the Trust to have due regard to the need to promote equality of opportunity. It has been screened to identify any adverse impact on the 9 equality categories and no significant differential impacts were identified, therefore, an Equality Impact Assessment is not required. 2

8. Alternative formats 8.1 This document can be made available on request on disc, larger font, Braille, audio-cassette and in other minority languages to meet the needs of those who are not fluent in English. 9. Sources of Advice in relation to this document 9.1 The Policy Author, responsible Assistant Director or Director as detailed on the policy title page should be contacted with regard to any queries on the content of this policy. 3

Appendix 1 To ensure a cohesive and inclusive approach all regulatory processes for the health and social care professions listed in Appendix 1 will be added over a 3 month time period from the date of approval of the policy. Current Regulators in the UK Regulator Who they Cover Checking Procedure Nursing and Midwifery Council (NMC) Nurses and Midwives Annex 1 Health Professions Council (HPC) Art Therapists, Biomedical Scientists, Chiropodists, Podiatrists, Clinical Scientists, Dietitians, Occupational Therapists, Operating Department Practitioners, Orthoptists, Paramedics, Physiotherapists, Prosthetists and Orthotists, Radiographers, Speech and Language Therapists Annex 2 Northern Ireland Social Care Council Social Work / Care Annex 3 Pharmaceutical Society of Northern Ireland General Dental Council (GDC) Pharmacists in Northern Ireland Dentists, Dental Hygenists, Dental Therapists, Clinical Dental Technicians, Orthodontic Therapists Annex 4 To follow General Medical Council (GMC) Doctors Annex 6 General Optical Council Opticians To follow General Osteopathic Council Osteopaths To follow 4

Annex 1 Northern Health and Social Care Trust Procedure for Checking Registration of Nurses and Midwives with the Nursing and Midwifery Council (NMC) 1. Introduction 1.1 Under NMC Circular 33/2005, with effect from 31 January 2006, the NMC requires all registrants to pay an annual retention fee and renew their registration every 3 years. Failure to pay the annual retention fee or to comply with the terms of the 3 yearly re-registration criteria will lead to registration lapse. 2. Aim 2.1 To ensure that all nurses, midwives and specialist community public health nurses employed within the Northern Health and Social Care Trust have the appropriate qualification and are registered with the NMC. 3. Policy Statements 3.1 The Northern Health and Social Care Trust will only employ NMC registered nurses, midwives and specialist community public health nurses who hold current registration with the NMC. 3.2 It is the responsibility of each nurse, midwife and specialist community public health nurse to ensure he / she is maintained on the NMC register through adherence to The Code : Standards of Conduct, Performance and Ethics for Nurses and Midwives (2008), the PREP Handbook (2008) and the payment of annual retention and 3 yearly reregistration fees as required. 3.3 On receipt of the annual Notification of Retention of Registration reminder from the NMC, each nurse, midwife and specialist community public health nurse must ensure that the retention fee is paid within the specified time. Proof of registration (new PIN card) must be presented to their manager at the earliest opportunity and at least 1 week before the expiry date of registration. This will be photocopied by the Ward Manager / Team Leader / Nursing Administration Office and kept on file. 3.4 Lead Nurses / Senior Managers, if in doubt, must use the NMC Confirmations Service to satisfy themselves that a nurse is on the professional register. 5

3.5 Lead Nurses / Midwives / Heads of Service must have a checking mechanism in place which alerts them on a monthly basis as to which staff members are due to re-register that month. 3.6 Notice of Renewal of Registration will continue on a 3 yearly basis when each nurse, midwife and specialist community public health nurse must complete Notification of Practice Form, confirm that PREP practice and CPD requirements have been fulfilled and affirm good health and good practice. 4. Prior to Appointment 4.1 Following interview and prior to offering the post, the Human Resources Department will contact the NMC Confirmations Service for proof of registration. 4.2 Ring NMC Confirmations 020 7631 3200, quote user number and pass number. Enter registration number (enter letter as number ie. A entered as 01), enter date of birth as 8 figure number (ie. 01 01 1900). Finally enter which part of register and wait for confirmation. Alternatively, you can go on line to www.nmc-uk.org and follow instructions for employer s confirmation. 4.3 On the first day of employment a valid NMC Registration Card must be produced, photocopied by Ward Manager / Team Leader / Nursing Administration Office and kept on file. 5 Lapse of Registration Refer to paragraphs 6.1-6.3 Policy for Registration of Health and Social Care Professions. 6. References 6.1 The Code : Standards of Conduct, Performance and Ethics for Nurses and Midwives (2008) 6.2 The Nurses, Midwives and Health Visitors (Periodic Registration) Amendment Rules Approval Order 1995, Statutory Instrument 1995 No. 967. 6.3 Introduction of Annual Payment of Registration Fees NMC Circular 33/2005. 6.4 Advice and Information for Employers of Nurses and Midwives, NMC (2010). 6.5 The PREP Handbook, NMC (2008) Post Registration Education and Practice. 6

Northern Health and Social Care Trust Annex 2 Procedure for checking the Registration of Professional Staff with the Health Professions Council (HPC) 1. Introduction 1.1 Registration with the Health Professions Council (HPC) is a requirement for Art Therapists, Biomedical Scientists, Chiropodists, Podiatrists, Clinical Scientists, Dietitians, Occupational Therapists, Operating Department Practitioners, Orthoptists, Paramedics, Physiotherapists, Prosthetists and Orthotists, Radiographers and Speech and Language Therapists. 2. Aim 2.1 To ensure that all staff employed in professional roles stated above in the Northern Health and Social Care Trust will have the appropriate qualifications and are registered with the Health Professions Council. 3. Policy Statements 3.1 The Northern Health and Social Care Trust will only employ professionals in the above professions who hold current HPC registration. 3.2 It is the responsibility of each individual professional to register with HPC and ensure he/she is maintained on the HPC register through adherence to the Standards of Conduct, Performance and Ethics and Standards of Proficiency for their specific profession, and the payment of the registration fees every two years as required. 3.3 On receipt of the Renewal of Registration reminder from the HPC, every two years, each professional must ensure that the renewal fee is paid within the specified time. Proof of registration (original HPC Certificate) must be presented to their Manager at the earliest opportunity and at least one week before the expiry date of registration. 3.4 Notice of Renewal of Registration will take place every two years, and, if requested by HPC, a professional will be required to complete a submission of continuing professional development to demonstrate competency to practice. 3.5 Professional and Operational Managers can at any time access the HPC Register electronically to confirm live registration for any staff member. 7

4. Prior to Appointment 4.1 Following interview and prior to appointment, Human Resources staff will log on to the HPC website (hpcheck.org) and check for proof of registration. Production of the registration certificate alone is not considered sufficient evidence. 4.2 On the first day of employment a valid HPC Registration Certificate must be produced, photocopied and kept on file. 5. Maintaining Registration 5.1 Professional managers must have a system is in place which confirms live registration on a six monthly basis. The attached proforma will facilitate this process. This will be formally reported by Health Professions Forum through to the Medical director to GMB. 5.2 When registration is due to expire, the member of staff must produce their new Registration Certificate as soon as it is received. This will be photocopied and kept on file. 5.3 Where a member of staff has been selected by the HPC to submit evidence of Continuing Professional Development, that member of staff will be required to advise their professional manager of this fact and the subsequent outcome in order for continuing registration to be confirmed. 6. Lapse of registration 6.1 Should a member of staff s registration be found to have lapsed, they will be required to take annual leave or unpaid leave until re-registered up to a period of 2 weeks. 6.2 If the member of staff has not registered within 2 weeks of discovering the lapse, the Trust s disciplinary procedure will be actioned. He/she will be suspended from duty, without pay, until registration is current. 6.3 Where registration cannot be confirmed or the individual is unable to re-register then that individual s employment will be terminated. 7. References 7.1 Standards of Proficiency HPC ( 2007) 7.2 Standards of Conduct, Performance and Ethics HPC (2003) 8

Confirmation of HPC Registration Profession Team Staff Name Registration Confirmed (Yes/No) Line Manager Name Line Manager Signature Date 9

Annex 3 1. Introduction Procedure for NISCC Regulation and Registration of the Social Care Workforce 1.1 It is a requirement of the Northern Health and Social Care Trust that all staff employed to undertake the duties and responsibilities of a social worker or social care worker must be registered in the appropriate part of the register with the Northern Ireland Social Care Council (NISCC). 1.2 It is the contractual responsibility of each individual social worker and social care worker to register with the NISCC and to ensure that he or she adheres to the appropriate regulatory requirements. 1.3 Registrants must notify NISCC of any change in circumstances particularly if there has been a change of employer or the registrant has retired or has changed address. 1.4 The registrant s entry in the register will remain effective (a) (b) Where the registrant is a social worker or social care worker for three years from the date of granting of the application for registration by the Council. Where the registrant is a student, for the duration of the registrant s degree course, or seven years from the date of granting of the application for registration by the Council, whichever is the later. 1.5 An annual fee, which is the responsibility of the registrant for retention on the register, shall apply. 1.6 A renewal fee, for which the registrant is also liable for an application for renewal of registration, shall also apply. 1.7 The Trust also has responsibilities in the registration process as laid out in NISCC Registration and Regulation of the Social Care Workforce Guidance for employers including: To ensure that any registered social care workers employed have maintained their registration, including registrants with dual registration and To ensure any social work student on placement is registered. 10

2. Prior to appointment/employment 2.1 When an offer of employment is received in respect of a post which requires the post holder to be a professionally qualified social worker, this will include a requirement for the new appointee to provide evidence of registration in advance of taking up post. The appointment cannot be cleared to enable a start date to be arranged by the line manager until this evidence is produced. 2.2 In respect of social care posts, the NISCC requires the Trust to endorse applications for such staff once they have taken up post. This endorsement confirms to Council the person s identity and that they have been recruited appropriately by the Trust with the relevant checks undertaken. Council accepts that the Trust can provide no assurances beyond this for newly appointed unqualified staff. 2.3 Line Managers must ensure that they follow up registration for social care staff where relevant to ensure this is received, having been processed by NISCC. 2.4 It is the Trust s position that social care staff who are registered with one of the bodies listed in the relevant appendix in the NISCC application pack, for example, on the Teacher s Register must still register with NISCC in order to meet the Trust s governance requirements. 2.5 In relation to Agency workers, it is the responsibility of the Line Manager, if authorised to accept any qualified social worker to work in the Trust, to satisfy themselves that the worker is registered with NISCC. 2.6 Line managers must check the registration details with the employee to satisfy themselves that all is in order and to note renewal dates. 2.7 On the first day of the Practice Learning Opportunity (PLO) for students, the student s Practice Teacher will check the NISCC register to ensure the student social worker s registration is valid. 2.8 If the required checks identify that the staff member/student is not registered this will result in the staff member /student being unable to start work/plo until the necessary documentation is produced and verified. 11

3. Assessed Year in Employment (AYE) 3.1 Newly qualified recruits to the Trust must not commence employment as a social worker until they are registered in the relevant part of the NISCC register as detailed in Section 7 Part II NISCC (Registration) Rules 2006. 3.2 The AYE commences from the date of registration on the Social Work part of the register or the date of commencement of employment as a social worker, if this is later. It is the responsibility of the registrant to notify the NISCC when they are able to start their AYE in the event of any delay in obtaining a social work post. 3.3 If the Trust recruits a qualified social worker who is registered with another Social Care Council, and that social worker has worked for less than one year since qualification, the social worker is subject to the Northern Ireland AYE requirements and line management must ensure that appropriate action is taken to meet the requirements of AYE. 3.4 Temporary social work staff, if newly qualified, are also subject to the AYE requirements as set out in DHSSPS circular HSS (SSI) AYE 1/2005. 3.5 Initial registration for a social work graduate undergoing the AYE is normally for one year only. This may be subject to extension to reflect extenuating circumstances or delay in obtaining a Social Work post. 3.6 On successful completion of the AYE a further application for registration without condition is required and will be effective for a further period of three years. 4. Renewal of Registration 4.1 An application for renewal is required every three years and will be granted in keeping with Section 8 (4) Part II of the NISCC (Registration) Rules 2006. 4.2 The NISCC will advise registrants of their requirement to renew registration 28 days in advance of the date current registration expires. 4.3 As applications may take time to process registrants should make application in good time. 4.4 If there is a delay in receiving renewal certificate, due to a delay in processing by NISCC and not due to the social worker s failure to make a timely application, they should not be required to withdraw from statutory duties until the renewal certificate is received and verified by the line manager. 12

4.5 The Trust will be advised by the NISCC 14 days before the expiry date and will take very seriously any situation where a member of staff fails to renew registration, as this is a condition of continued employment in the Trust. 5. Lapse of Registration (Refer to paragraphs 6.1 to 6.3 Policy for registration of Health and social care professions.) 5.1 Registration will lapse for non-payment of fees or not making application for renewal. 5.2 28 days before payment of annual fees or application for renewal is due the NISCC will notify registrants. 5.3 Registrants will receive two reminders before the Council notifies the Trust s Social Care Governance department of its intention to remove the member of staff from the register. 5.4 When NISCC formally notify the Trust of a registered employee, who has not made payment of fees either annually or at re-registration, there is a period of 14 days, during which the Trust can take emergency action to ensure the worker s registration is completed and submitted, or to respond to the Council to indicate special circumstances. In the case of qualified social workers, Council have advised that there is no requirement to remove the worker from statutory duties during this period of 14 days, as they are maintained on the Register until the 14 days have expired. If the matter is not resolved within 14 days, however, the worker will be removed from the register and cannot undertake statutory duties. 5.5 The Social Care Governance department will notify the Executive Director of Social Work, and relevant management/assistant Director, who will ensure the relevant line manager is advised and takes appropriate action. 5.6 Once registration has lapsed the member of staff cannot use the title of social worker or carry out any statutory functions under the Children, Mental Health and Adoption Orders. 5.7 Lapse of registration can result in a member of staff being considered in breach of their contract and will leave them liable to be subject to the Trust Disciplinary procedures and possible termination of contract of employment. They will be required to evidence that every effort is being made to progress their re-registration. Failure to submit an application means that the Social Worker/Social Care Worker cannot continue to practice and the Trust will direct the individual to desist from duty until they have re-registered. In such circumstances the lost time will not be at the Trust s expense. 13

5.8 The member of staff must provide a report of the circumstances surrounding lapse of registration for consideration by the Director of Social Work. 5.9 The Executive Director of Social Work will advise management and the employee in relation to continued eligibility to practice and on restriction of duties, should this be a consideration. This guidance should be read in conjunction with: Northern Trust Policy for Registration of Health of Social Care Professions NISCC (Registration) Rules 2006 NISCC Registration and Regulation of the Social Care Workforce Guidance for Employers NISCC Registration and Regulation of the Social Care Workforce Guidance for Employees Circular HSS (SSI) AYE 1/2005 14

Northern Health and Social Care Trust Annex 4 Procedure for checking the Registration of Professional Staff with the Pharmaceutical Society of Northern Ireland 1. Introduction 1.1 Registration with the Pharmaceutical Society of Northern Ireland (PSNI) is a mandatory annual requirement for all Pharmacists. 2. Aim 2.1 To ensure that all staff employed as pharmacists in the Northern Health and Social Care Trust, whatever the terms and conditions of their contract of employment, have the appropriate qualifications, are appropriately registered with the PSNI and have paid the required registration fees. 3. Policy Statement 3.1 The Northern Health and Social Care Trust will only employ professionals in the above professions who hold current PSNI registration. 3.2 It is the responsibility of each individual professional to appropriately register with the PSNI and ensure he/she is maintained on the PSNI register with payment of the registration fee every year as required. 3.3 On receipt of the Renewal of Registration reminder from the PSNI every year, each professional must ensure that the renewal fee is paid within the specified time. 3.4 Notice of Renewal of Registration will take place every year, and, if requested by the PSNI, a professional will be required to complete a submission of continuing professional development to demonstrate competency to practice. 3.5 Professional and Operational Managers can at any time access the PSNI Register electronically to confirm live registration for any staff member. 3.6 The Head of Pharmacy and Medicines Management must ensure that each October, all pharmacists with a NHSCT contract of employment are checked and confirmed as appropriately registered with the PSNI. 15

4. Prior to Appointment 4.1 On the first day of employment a valid PSNI Registration Certificate must be produced, photocopied and kept on file. 5. Lapse of Registration 5.1 Should a member of staff s registration be found to have lapsed, they will be required to take annual leave or unpaid leave until re-registered up to a period of 2 weeks. 5.2 If the member of staff has not registered within 2 weeks of discovering the lapse, the Trust s disciplinary procedure will be actioned. He/she will be suspended from duty, without pay, until registration is current. 5.3 Where registration cannot be confirmed or the individual is unable to re-register then that individual s employment will be terminated. Confirmation of PSNI Registration Profession: Team: Staff Name Registration Confirmed (Yes/No) Line Manager s Name: Line Manager s Signature Date: 16

Annex 6 Northern Health and Social Care Trust Procedure for Checking the Registration of Doctors with the General Medical Council (GMC) 1.0 Introduction 1.1 Registration with the General Medical Council (GMC) is a mandatory annual requirement for all doctors. 1.2 This procedure should be read in conjunction with GMC Good Medical Practice. 2.0 Aim 2.1 To ensure that all staff employed as doctors in the Northern Health and Social Care Trust, whatever the terms and conditions of their employment, have the appropriate qualifications, are appropriately registered with the GMC and have paid the registration fees. 3.0 Policy Statement 3.1 The Northern Health and Social Care Trust will only employ doctors who hold current GMC registration. 3.2 It is the responsibility of each individual doctor to appropriately register with the GMC and ensure he/she is maintained on the GMC Register through adherence to Standards of Conduct, Performance and Ethics and Standards of Proficiency for their specific profession. 3.3 It is the responsibility of each individual doctor to ensure he/she renews registration on line each year thereafter with payment of registration fees as required. 3.4 Professional and Operational Managers can at any time access the GMC Register electronically to confirm live registration for any staff member. 4.0 Prior to Appointment 4.1 Following interview and prior to appointment, HR (Resourcing) staff will log onto the GMC website to check for proof of registration. Production of registration certificate alone is not considered sufficient evidence. 4.2 On the first day of appointment, a valid GMC registration certificate must be produced. This will be photocopied and kept on file by the appropriate Medical Administration Assistant. 17

5.0 Maintaining Registration 5.1 It is the responsibility of each individual doctor to ensure he/she renews registration on line each year thereafter with payment of registration fees as required. 5.2 Medical Administration Assistants must have a checking mechanism in place which alerts them as to which doctors in their specialty area are due to re register. 5.3 Medical Administration Assistants will carry out a spot check on line within 2 weeks of the date for registration renewal. A copy of the renewal certificate will be printed and held on file. 6.0 Lapse of Registration 6.1 Should a doctor s registration be found to be lapsed, they will be required to take annual leave or unpaid leave until re-registered up to a period of 2 weeks. 6.2 If the doctor has not registered within 2 weeks of discovering the lapse, the Trust s disciplinary procedure will be actioned. He/she will be suspended from duty, without pay, until registration is current. 6.3 Where registration cannot be confirmed or the individual is unable to re-register then that individual s employment with the Northern Health and Social Care Trust will be terminated. 18