CLIENT POLICIES · 5 NOVEMBER 2026
Organisation and location approval evidence checklist
In this document, “Bina”, “the Company”, “we”, “us” and “our” mean Bina Pathways Ltd (company number 16667031).
Operational guidance for clients and Bina Pathways Ltd staff. Applicable statutory duties and the organisation’s signed terms remain in force.
1. Organisation verification
Record the official legal name, company or public-register identity, active status where relevant, trading details, authorised representative and verified professional email domain. The signatory's authority must be checked independently of mailbox access.
2. Insurance and regulatory status
Request relevant insurance schedules and registration information appropriate to the setting; review cover details and dates. Some service types are outside particular regulatory registers, so note the basis rather than falsely claiming a universal registration requirement.
3. Location risk and service profile
Record exact service address, setting, support population, expected roles, working hours, local manager, supervisor, induction arrangements and key foreseeable hazards. Use a location-specific risk checklist for lone working, violence, handling, infection, equipment and emergency response.
4. Staff safety and information
Confirm that staff have a safe reporting point, suitable PPE, welfare facilities, local safeguarding contacts, complaint route and access to relevant care instructions through secure channels. Do not require whole service-user records during registration.
5. Commercial and access controls
Confirm accepted rates, payment and credit terms, signed agreement version, invoice responsibility, locations, separate user identities and site-specific access. A new location must pass its own approval before accepting bookings.
6. Approval decision trail
A reviewer should record evidence inspected, approval date and identity, restrictions, missing or expired documents, corrections and rationale. Incomplete safety-critical information blocks only the affected scope or location until corrected.
7. Ongoing review triggers
Review the organisation and site profile when services, registration, insurance, risks, tasks, supervision or legal details change. Expiry notices and new incidents may require fresh evidence and a temporary booking hold.
Staff identity, attendance and communications — 9 November 2026
Verify the live digital staff ID
Ask the worker to open My staff ID in their own signed-in Bina staff app. Compare the photograph, name, role and BPW number with the booking and use the QR code to open the official Bina verification page. Check the current status and expiry; verify the assignment separately. Screenshots, saved images, a printed card or a caller's name alone are not proof of current clearance. Contact Bina before duties if identity, release, role, card status or booking does not match. Do not ask the worker to email passports or unrestricted recruitment files to solve an ID query. A printed Bina card or local visitor badge can be arranged where your site requires it.
Uniform and local requirements
Tell Bina before confirmation whether the setting requires the Bina uniform, a particular authorised uniform or suitable plain clothing. Give clear infection prevention, footwear, jewellery, hair, nails and PPE requirements for the actual work, and discuss reasonable adjustments with Bina. Provide the local equipment and PPE agreed for the assignment. Uniform and an ID card do not authorise unassessed clinical work, a restrictive intervention or duties outside the worker's competence. Use badges and lanyards safely for the setting.
Arrival and attendance verification
Your site must welcome the worker, check the named assignment and identity, provide local induction and confirm the actual start and finish. Bina's staff app uses the signed-in worker's fresh device location at clock-in and clock-out as supporting attendance evidence. Clock-in is checked against the service's configured arrival radius; the present clock-out boundary is less than 10 miles from the service address. That boundary does not authorise an early departure or attendance away from the agreed service. An app sign-in or a location result alone does not prove identity, all hours worked or satisfactory handover.
Accurate hours and fallback checks
Review the actual start, finish and unpaid break, and confirm the hours or explain a discrepancy through the authorised timesheet process. Do not approve hours merely because they match the scheduled booking, or alter original evidence to conceal an error. Report an incorrect site address, location failure or disputed attendance to Bina promptly. Verify actual attendance with the named site lead; Bina records any authorised override or correction and retains the audit trail. Do not use a worker's account, clock on their behalf or direct them to fabricate location. A technical failure is investigated fairly; confirmed undisputed hours are not simply treated as unpaid.
Updated 9 November 2026 · BP-DIGITAL-OPERATIONS-2026-11-09-v1. Read the current staff identity, attendance and calls guide.