Award of Award of Audits of Recruitment Agencies Suppling Temporary Agency Clinical Roles

Definition of RequirementNHS National Services Scotland requires provision of service to deliver audits for all NHS National Services Scotland Clinical Role Agency frameworks, NP50022 Temporary Medical Locums, NP50522 Allied Health Professionals & Other Clinical Professions &NP51023 Temporary Agency Nursing & Operating Department Practitioners. Bidders are requested to quote by completion of the pricing schedule for the provision of audits or re-audit which will include all expenses, including but not limited to, travel and accommodationThere are 104 UK based suppliers who are participating across the three frameworks; each supplier will be audited once during the framework period which commenced on:NP500-22 Agency Locums – Start Date: 1st November 2022End Date: 31st October 2027NP505-22 Agency AHP – Start Date: 1st June 2022 End Date: 31st May 2027NP510-23 Agency Nurses – Start Date: 9th October 2023End Date: 8th October 2028The number of audits required will be based on each supplier being audited (104), assuming all suppliers meet the minimum criteria for audits. A provision for additional audits is also required, should any supplier fail the threshold of 85% satisfactory performance a re- audit within 6 weeks of the initial audit will be required. It is envisaged that a total of 20 re-audits may be required. The total number of audits to be provided may therefore be up to 124.Suppliers will require to have placed 12 agency workers in any period of 6 months within the relevant framework.To reduce environmental impact, we would request that audits can be conducted remotely if electronic records are available or if not, on site at each supplier’s premises where the agency worker files are held.The audit will be a 1-day audit of 12 agency worker files that have been supplied through the NHS National Services Scotland Agency Frameworks detailed above.The successful bidder will schedule a programme of audits to ensure that all suppliers who meet the minimum criteria have been audited within the duration of the relevant framework.The successful bidder 14 days prior to the audit date will request from the supplier being audited a full list of agency workers supplied to the respective framework agreement from which to select the 12 files for audit. The successful bidder will inform the supplier being audited of the file names for audit 48 hours before the agreed audit date.The successful bidder will be required to discuss audit findings, non-conformances (if any) corrective actions and date for completion with the supplier audited. Recommendations will also be discussed.An Audit report detailing non-conformances and corrective actions must be sent to the supplier audited and NHS National Services Scotland within 5 working days of the audit completion.Following the Audit of 12 files, if any legal critical failure is identified the auditor will immediately escalate to NHS National Services Scotland.The successful bidder will invoice the audited supplier for payment following the completion and submission of the audit final report.NHS National Service Scotland will provide a quarterly update of suppliers who have meet the minimum criteria.Re-audit (Agreed by NHS National Services Scotland)If an agency fails an audit (below threshold 85%) a re-audit will be performed on the same files 6 weeks later. A further maximum of 10 new files, depending on availability of the number of placed agency workers, will also be audited at the re-audit to identify any trends. The successful bidder will inform the supplier being audited of the file names for audit 48 hours before the agreed audit date.A final audit report with new scoring produced for the re-audit and additional files will be sent to the supplier representative and NHS National Services Scotland within 5 working days of the audit completion.The successful bidder will invoice the audited supplier for payment following the completion and submission of the audit final report.Audit CriteriaPVG Disclosure Scotland checkProof of identity verifiedProof of eligibility verified (Right to Work)Registration with Professional and Regulatory Bodies HCPC, GMC & NMC(Original certificate or statement of entry verified & regular ongoing NMC web pin checks evidenced prior to start date and on-going status checks)Immunisation as appropriate for: Patient facing clinical roles(i) Hepatitis B;(ii) Measles;(iii) Mumps;(iv) Rubella;(v) Tuberculosis;(vi) Varicella; andExposure Prone Procedures (if applicable) Hepatitis BExposure Prone Procedures (if applicable) Hepatitis CExposure Prone Procedures (if applicable) HIVFitness to Work Certificate restrictions & follow up recommendations to customersGMC or NMC alerts, notices or investigations with any information provided to the customer prior to start date andapproved/accepted as applicableTemporary Worker contract verified: PAYE, Self Employed, UmbrellaAWR entitlement (parity pay, benefits and day one rights) detailed in contracts or handbook for TemporaryWorker.AWR process in place to include clock, pause, stopAfter 12 weeks working Parity Pay recorded (If applicable)WTR verification of Opt in or out of 48 hr. declaration.Equality, Diversity & Human RightsHandling Violence & Aggression / Conflict ResolutionThe Caldecott Principles / Information GovernanceHealth, Safety and WelfareInfection Prevention (Included MRSA & Clostridium Difficile) Level 1 (every 3 years) or 2 (Annual)Complaints HandlingFire SafetySafeguarding Children Level 1, 2 or 3 (every 3 years)Details evidenced of previous and upcoming appraisals (including annual appraisal)Appraisal /performance check for newly-qualified workers, workers returning to employment or any newly- employed or engaged workersEvidence Authority has been informed that worker has /has not had an annual NHS approved appraisal(including 360-degree feedback)Evidence of Revalidation checks or supportConfirmation of any Professional Indemnity Insurance requirements.Completed application form/registration evidencedInduction at start of each new booking verified.Face to face interview verifiedID Badge VerifiedSupplier Handbook given to Temporary Worker and updates verifiedI.E.L.T.S verified (If applicable)Employment historyReferences verified from official email addressProfessional Qualifications verifiedEnd of placement assessment process in placeTimesheet verifiedInvoice verifiedAgency Complaints Procedure evidencedProof of contract with Occupational Health ProviderSupplier Insurance verified (Employers £5m, Public Liability £5m, and Professional Indemnity £2m)Compliance: Standards of Good Practice documented & embeddedConfidentiality, security checks and Disclaimer to include agreement to accept third party audit evidencedSupplier internal staff training on required processes verifiedSupplier internal audit process in place for supervision and Quality AssurancePricing Schedule for Provision of Audits to NHSSupplier Name:TypeRequirementBid for Cost of provision per audit(including all expenses)Number of audits requiredBid for Total Cost of provision of audits(including all expenses)Audit1 day audit of 12 agency worker files that have been supplied through the NHS National Services Scotland Agency framework Agreements only £104£Re- Audit1 day re-audit will be performed on the same 12 files 6 weeks later. A further maximum of 10 new files will also be audited for worker files that have been supplied through the NHS National Services Scotland Agency Framework Agreements only to identify any trends £ 20 £Bid total cost £

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