Hiring managers and interview panels across NHS Lanarkshire are being asked to follow updated identity and Right to Work verification requirements for new recruits.
The changes apply to candidates starting employment on or after 1 October 2026 and cover recruitment supported by HR Employment Services and HR Medical & Dental. All required checks must be completed before a candidate starts work, and a start date cannot be confirmed until the necessary checks have been satisfactorily completed.
There are two key responsibilities: inspecting and certifying original identity documents in person, and confirming that the photograph on a Home Office online Right to Work result matches the candidate.
These checks are an important part of welcoming new colleagues to NHS Lanarkshire and making sure the correct documentation is in place before they start.
The key point for hiring managers is that confirming someone’s photograph through an online Right to Work check does not replace the need to inspect their original identity documents in person. Understanding that distinction and planning checks early will help avoid delays.
For candidates using a British or Irish passport, or an Irish passport card, interview panels must inspect the original in person, compare the photograph with the candidate, and take a photocopy or scan. The copy must be certified and sent to the relevant HR team. Current or expired British and Irish passports may be accepted, provided they are genuine and belong to the individual.
Where a candidate does not have a passport, managers should seek HR advice on alternative documentation and any separate identity evidence that may be required.
For candidates using a Home Office share code, HR will continue to complete the online Right to Work check. The hiring manager must then compare the photograph on the result with the candidate and confirm in writing that it is a true likeness, recording their name, job title, verification method and the date of the check.
This photograph comparison can take place in person or through Teams or a video call. However, holding a passport up to a camera does not meet the requirement to physically inspect the original document. Where interviews take place remotely, an in-person identity check must still be completed before employment begins.
Managers should handle all document copies securely. If there are concerns about a document’s authenticity or whether it belongs to the candidate, they should not certify it or challenge the candidate directly, but contact the relevant HR team for advice.
Read the updated Hiring Manager Quick Reference Guide and interview paperwork for full instructions, including how to certify copies. For further support, submit a query through the HR Helpdesk.
