Right to Work Check for Care Home Staff: 2026 UK Guide

Most care homes think they've nailed their Right to Work (RTW) checks until they face an audit or inspection. It's the same story: a manager pulls out a file, and it turns out the RTW evidence is missing a critical update or has expired IDs. The consequences? At best, a slap on the wrist; at worst, a compliance breach that risks sponsor licence revocation. We've seen it happen too often, and it's usually because homes rely on outdated methods.

Why Right to Work Checks Are Essential for Care Homes

Right to Work checks are vital for ensuring that all employees in UK care homes are legally permitted to work. Each check must verify the employee's identity and immigration status before employment begins. For care homes, employing workers who lack the legal right to work can lead to severe penalties, including fines of up to £20,000 per illegal worker. This risk underscores the importance of understanding current RTW requirements.

Digital checks using share codes are recommended over manual checks. The Home Office introduced these codes to streamline verification, making it faster and less prone to human error. With a share code, employers verify status through a government portal. It’s free, reduces paperwork, and is more secure than traditional document checks, which can be misread or faked. In contrast, manual checks often miss updates, especially with complex immigration statuses that require timely follow-ups.

Common Mistakes in Right to Work Checks

Care homes frequently make several common mistakes with RTW checks, despite their best efforts. One prevalent error is failing to conduct follow-up checks on time. For those with temporary permissions, such as sponsored workers, checks must be repeated before the expiry of their current leave. Missing this step can lead to unintentional illegal employment.

Another mistake is improper documentation retention. The law requires employers to keep records for two years after the employee leaves. These records must include a copy of the documents inspected or a Positive Verification Notice from the Home Office. Misplacing these records or failing to update them can result in a compliance breach. We've seen care homes tripped up by simple oversights, like not logging a new visa status or failing to document an extension.

Finally, relying on outdated lists of acceptable documents can be a pitfall. The Home Office updates these lists periodically, and not keeping abreast of changes can mean relying on invalid documents.

Manual vs Digital Right to Work Checks

Manual checks involve physically checking and copying original documents. While this method is traditional, it’s rife with potential errors. With manual checks, it's easy to miss a detail, like an expiry date or an incorrect name spelling. Moreover, any genuine-looking forgery can slip through the cracks, putting the care home at risk.

Digital RTW checks provide a more robust solution. By using share codes, care homes access real-time immigration status directly from the Home Office database. This approach eliminates guesswork, ensuring that the information is current and reduces the risk of document fraud. Digital checks are faster, often taking minutes compared to the time-consuming manual process. Plus, they automatically record the verification process, aiding compliance in case of an audit.

How ilmove HR Changes the Equation

ilmove HR simplifies Right to Work checks for care homes, integrating digital verification seamlessly into the workflow. The platform allows managers to enter an employee's share code, instantly verifying their status and automatically storing the results. This not only saves time but also ensures accuracy and compliance.

One powerful feature is its automated reminders for follow-up checks. As visa expiration dates approach, ilmove HR sends alerts, preventing missed deadlines. This proactive approach reduces the risk of inadvertently employing someone without the right to work. Additionally, ilmove HR securely retains all RTW documentation, eliminating the need for cumbersome paper files and reducing the risk of lost or misfiled documents.

By integrating RTW checks with other compliance needs, such as [CQC training records](/blog/mandatory-training-for-care-home-staff-2026-compliance-map), ilmove HR provides a comprehensive solution tailored specifically for care homes. This focus on industry-specific needs sets it apart from generic HR tools, which often lack the depth required for care sector compliance.

How to Ensure Compliance with Right to Work Checks

Ensuring compliance with RTW checks requires a systematic approach. First, implement a clear checklist for each new hire, outlining all necessary documents and processes. Use digital checks wherever possible to verify immigration status, reducing the risk of human error.

Keep abreast of immigration law changes by regularly reviewing Home Office updates. This is crucial for understanding which documents are currently accepted and any new procedures for RTW checks. Training staff on these processes is equally important; they should know how to perform checks correctly and understand the consequences of non-compliance.

Finally, invest in a platform like ilmove HR that automates key aspects of the RTW process. This reduces the burden on staff, ensures compliance, and lets managers focus on more strategic tasks, like improving care quality and [reducing staff turnover](/blog/skilled-worker-visa-salary-thresholds-for-care-homes-in-2026).

See how ilmove HR handles it: https://hr.ilmove.com