TL;DR:

Recruiting in care homes isn’t just about filling shifts – it’s a safeguarding and compliance issue. CQC Regulation 19 requires rigorous checks, and poor hiring practices are a key reason for failed inspections. JMS One’s Applicant Tracking System is built for social care, automating checks, collecting documents, and preventing risky shortcuts. Homes using JMS One have cut time-to-hire by up to 40% and reduced admin by over 60%. It’s safer, smarter recruitment, fully tailored to how your care home operates.

If you run or manage a care home, you already know that recruiting staff isn’t just about getting someone in to cover a shift. It’s about safety, compliance, and building a team you can rely on.

At JMS One, we’ve spoken to care home managers who’ve spent hours chasing references, uploading ID documents, or re-checking spreadsheets to make sure someone is actually safe to start work. One missed step, and it’s a safeguarding risk, or worse, a failed inspection.

Let’s be honest, recruiting in social care is hard. But with the right tools, it doesn’t have to be.

Why CQC Regulation 19 Matters

Regulation 19, known as Fit and Proper Persons Employed, requires all providers to make sure their staff are suitable for the roles they’re employed to do. That includes:

• Verifying identity and right to work
• Collecting full employment history with references
• Performing DBS checks
• Confirming qualifications and skills
• Keeping clear, up-to-date records

The CQC has been clear that poor recruitment practices are a common reason for enforcement actions. In fact, in the CQC State of Care 2022/23 report, recruitment and staffing were repeatedly highlighted as one of the biggest challenges across adult social care – with 17% of all adult social care locations rated ‘requires improvement’ or ‘inadequate’ in the well-led category, often due to gaps in oversight and record keeping. [CQC Report 2022/23]

How JMS One Supports Safer, Smarter Hiring

JMS One’s Applicant Tracking System (ATS) was built specifically for care providers. It doesn’t just help you fill roles faster, it helps you recruit safely, in line with Regulation 19.

Here’s how it works:

✅ Everything in One Place

From job adverts to onboarding, every step is managed inside the system. No more juggling emails, folders, or spreadsheets.

✅ Automated Document Collection

The system automatically prompts candidates to upload essential documents: right to work, DBS, references, training certificates, and more. You choose which documents are required, so it fits your internal process.

✅ Built-In Safeguarding Steps

You can’t move a candidate to ‘employed’ unless all required fields are complete. That means nothing gets missed, no shortcuts, no risks.

✅ Fully Customisable Workflows

Whether you’re a single-site home or part of a group, the recruitment workflow can be tailored to reflect how you work. Interview stages, approval chains, onboarding steps, all configurable.

✅ Linked to Rotas and Training

Once hired, the candidate’s data flows directly into the rota, training, and compliance modules, meaning you only input information once. No duplication, no risk of error.

The Real-World Impact

We’ve seen homes cut time-to-hire by up to 40%, and reduce admin time spent on recruitment by over 60%, just by using JMS One’s ATS. One of our customers said:

“Before JMS One, recruitment was a nightmare. I’d have to chase references by hand, and we once had a new starter begin without a completed DBS, totally accidental, but a huge compliance risk. Now the system flags anything that’s missing, and I can see everything at a glance.” – Registered Manager, 45-bed care home

Recruitment Isn’t Just an HR Issue, It’s a Safeguarding One

Hiring someone who isn’t properly vetted can put residents at serious risk, and put your registration on the line. JMS One helps reduce that risk, while also making recruitment less stressful and more efficient for your team.

Whether you're recruiting two carers a month or building a whole team, our platform gives you the structure and visibility you need to do it right.

Want to See It in Action?

We’d love to show you how JMS One can support your recruitment process and help you meet CQC expectations without the stress.