Online compliance help

We’ve put together some frequently asked questions to help you through the compliance process. If you can’t find the answer you’re looking for, please get in touch and we’ll be happy to help.

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Why are Pulse emailing me when I want to work for Xyla?

Pulse and Xyla are both part of Acacium Group. In order to join the Xyla clinical network, you will need to complete compliance and be paid via Pulse.

What is compliance?

This online compliance portal is your quick and convenient way to getting started with Xyla. The compliance profile includes all the aspects which make up your pre-employment screening, including a virtual interview, proof of identity and right to work, among other elements such as essential training.

We adhere to employment law and legislation rules put in place by the NHS in order to safeguard you, your patients and the service you are working for. As an approved NHS supplier, Pulse abides by all framework regulations.

Why do I need to enter my DOB when I sign up?

We ask for your date of birth in order to verify your identity. Doing this means we can auto-populate the first section of your profile using the information you provided when you first applied to the role.

Is my data safe/secure?

Yes. We have put appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to only those employees, agents, contractors and other third-parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

For further information, please view our privacy policy.

How long will the compliance process take?

The time it takes to complete your compliance profile can vary. If you were to do it in one sitting, we estimate 2 hours 30 minutes in its entirety, and this includes the ICS Academy training module.

What do I need in order to complete my profile?

In order to complete your compliance, we recommend getting documentation ready before you start filling in your profile. By having your documents to hand, you can save time and ensure you’re cleared for work in the shortest possible time. You will need:

• DBS certificate number (if applicable)
• A copy of your DBS certificate (if applicable)
• A copy of your CV
• A copy of your diploma/degree certificate
• Photo ID
• Proof of address documents x 2
• Proof of right to work documents

Why do I have to complete my interview first?

Your digital interview is created to assess your clinical skills so that the Xyla clinical team can get to know you on a professional level. Once you have completed this stage, we can progress with the rest of your compliance and get you cleared to work with patients sooner.

What happens if I fail my interview?

If you fail your interview you will be offered a second attempt. If this is also unsuccessful, we will archive your application. However, the team at Pulse will be in touch if and when a more suitable role becomes available.

Do I have to do a digital interview?

Yes, we carry out all interviews digitally as this saves you both time and expenses, without the need to travel anywhere. Using the virtual HireVue platform, you can practise your answers and record responses anytime, and anywhere, making you feel more relaxed and comfortable.

What device can I do my HireVue interview on?

You can practise and complete your HireVue on a desktop, smartphone or tablet.

Who will see my interview recording?

A member of the Xyla clinical team will review your answers. During this time, this section of your profile will appear as ‘pending’. We encourage you to continue filling in the rest of your profile in the meantime.

How long will the interview take?

The interview typically takes 20 minutes to complete.

What kind of questions will I be asked during my interview?

During your digital interview, you’ll be asked a number of clinical questions which will be evaluated by a qualified member of the Xyla clinical team.

Our interviews are different depending on the clinical role you are applying for, however, in all interviews we will ask you about:

  • Your qualifications
  • Your current or most recent clinical role
  • Your scope of practice and clinical competencies
  • Your understanding of data protection and patient/client confidentiality
What if I can’t find my certificate?

If you cannot find your certificate, please apply for a new DBS via the Join Pulse compliance platform. Alternatively, you can contact our compliance team for further information and guidance.

How long does a DBS application take?

Completing the application should take fewer than 10 minutes.

How much does a new DBS application cost?

A new DBS application costs £50. This is refunded to you after four weeks of working for Xyla.

What is a Pulse declaration?

The Pulse declaration asks you to clarify a few points surrounding police checks, history of convictions that aren’t “protected” against the Rehabilitation of Offenders Act (amended 2013). You will use this declaration to confirm whether you have ever completed an overseas police check, or if there is any history of previous dismissals or investigations at work.

The Pulse declaration also includes information on the Pulse handbook, along with data protection, DBS certification, visas and more, all of which you will need to agree to in order to progress with your registration and compliance.

What do I need to include on my CV?

Your CV must cover 10 years’ employment history, since leaving full-time education. If you have any gaps in your work history, you simply need to account for it.

What if I haven’t got 10 years’ work history?

If you don’t have 10 years’ work experience, please also include your full-time education history.

Why are you emailing my references at this stage?

We seek references at this stage in order to speed up your compliance process and get you working with patients as soon as possible. Once you’ve submitted your references, we’ll keep you informed of our progress and will contact you if any further information is required.

What if I don’t have two references to provide?

Please provide at least one clinical reference along with a character reference.

What if I don’t have a work email address for my referee?

In order to verify your dates of employment, we will need you to provide us with written consent to contact your previous employer via their non-work email address.

What if I haven’t got three years’ employment history?

If you don’t have three years’ employment history, we will request a university reference along with any information about volunteering or other work experience you completed during your studies. We would also require a reference from a non-clinical role.

What if my referee has left the company or works somewhere else now?

We are able to accept your company’s HR department as a referee and verify your employment history this way.

What device can I take the training courses on?

You can complete the Academy training modules on a tablet, laptop/Mac, Android or iPhone.

What are the three training courses?

The courses are:

  • Counter Fraud
  • Safeguarding Adults
  • Information Governance, Data Protection and GDPR
How many times can I attempt a course?

For the current modules, candidates must score at least 80% in the assessment. You get five attempts for each course.

How long after completing a course will I know if I’ve passed or failed?

You will be informed immediately whether you have passed or failed each course.

Is this all the training I will have to do in order to work for Xyla?

No, once you have successfully completed your compliance, you will need to carry out training for your onboarding with Xyla; this is made up of a maximum of three courses depending on your discipline. The courses are also on ICS Academy and will give you all the information you require to get started with us, our policies and processes, systems and more.

What can I use as proof of Professional Indemnity Insurance (PII)?

You can use your Professional Indemnity Insurance certificate or your schedule of insurance.

Why do I need PII?

In order to work for Xyla, you will need Professional Indemnity Insurance. This insurance covers you, as a professional, against claims of professional breach of duty, negligence, omission or malpractice in providing therapy, treatment or advice in the course of your normal duties. You must be covered for at least £1million and this needs to be clearly stated on the document you upload.

What is meant by ’12 week qualification period’?

This relates to Agency Worker Regulations; after 12 weeks in the same job, you are entitled to the same basic pay and working conditions as permanent employees (e.g. annual leave). For more information, please click here.

Why do you need my next of kin details?

We need your next of kin details so that we can contact someone on your behalf in the event of an emergency.

What happens after I complete sections 1-8?

After you complete 1-8, we will unlock a final section. You will receive an email when it’s time to log back in and finish this last part of your compliance profile.

Who will review my profile information?

Your interview will be evaluated by a member of our Xyla clinical team. The remaining profile sections will be reviewed by a member of the compliance team.

How long will it take for my profile to be reviewed?

It will take a maximum of one working day, although we endeavour for this to be sooner.

Are my bank details safe? And who can see them?

Your bank details, along with all other information you provide to us, are safe.

Your dedicated compliance team member will check your bank details and let you know whether our payroll department requires any additional documentation.

Xyla is a trading name of ICS Operations Ltd (Registered No 4793945), Pulse Healthcare Limited (Registered No 3156103), Carehome Selection Limited (Registered No 3091598), Independent Clinical Services Limited (Registered No 4768329) and CHS Healthcare Software Limited (Registered No 11582111)