Smartcards and ID badges


What is a Smartcard?

NHS Smartcards are similar to chip and PIN bank cards and enable healthcare professionals to access clinical and personal information appropriate to their role.

A user's Smartcard is printed with their name, photograph and unique user identity number (UUID)

Registration Authorities are required to ask applicants for identification which satisfies the government recommended standard 'e-Gif Level 3', providing at least three forms of ID (photo and non-photo), including proof of address.

Individuals are granted access to patient information based on their work and level of involvement in patient care.

This means that for example, a doctor's receptionist may only see the information needed to process an appointment, not the full clinical record. Each time someone accesses a patient's or staff record, it will be recorded and patients can formally request to see this information.

Staff will also continue to be bound by professional codes of conduct, local regulations, the Data Protection Act and the NHS Code of Confidentiality.

A Smartcard used in conjunction with a passcode, known only to the Smartcard holder, gives secure and auditable access to national and local Spine enabled health record systems, such as SystmOne TPP, Electronic Staff Record (ESR) and the NHS e-Referral Service.



Organisations that need to access patient information within the NHS Care Identity Service and other National Programmes set up Registration Authorities to manage this process.

The Registration Authority is responsible for verifying the identity of health care professionals and workers who wish to register to use these services.

Once authorised, individuals are issued an NHS CIS Smartcard by the Registration Authority. 
Individuals use their NHS CIS Smartcard and their Smartcard Passcode each time they log on.

All DCHS staff are issued with a Smartcard in order to access Electronic Staff Record (ESR), TPP SytmOne and any other Smartcard enabled applications used by DCHS.

Advice and Support

 Smartcard Renewal

Smartcards have built in chips that contain certificates. These certificates store the individuals information which, once they have logged in, allows them to access NHS CRS applications such as ESR, TPP SystmOne and Summary Care Records to name but a few. These certificates require a renewal process to be completed on them once every two years and individuals should be notified in advance when their certificates are about to expire. The notification is presented to the individual, on screen, each time they insert their Smartcard into a Smartcard reader and enter their password. This notification starts 90 days prior to expiry.

There are two ways to renew smartcard certificates:-

  • Self-renewal (click here for guidance)
  • Asking a Local Smartcard Administrator (LSA) to perform an 'assist renewal' function for you (click here for a list of LSAs)

Note: If an individual has renewed their own Smartcard Certificates on two separate occasions they must contact the RA Department to have them renewed again. The system will not allow them, or a Smartcard Technician, to renew the certificates.




ID badges

Here's what to do if you need a new ID badge for the reasons listed below.......

  • Change of job title - please provide the job title on your current ID badge, your new job title and DCHS Team & Site you are based.
  • Change of name - please provide your previous name, new name, job title and DCHS Team & Site you are based.
  • Broken ID badge - please provide your name, job title and DCHS Team & Site where you are based.
  • Lost ID badge - please firstly complete a DATIX incident report, then provide your name, job title and DCHS Team & Site where you are based.

If you need a new ID badge for any of the reasons please email your details by clicking here.


All new starters are issued with an ID badge on Trust Induction. However if you have had an Induction waiver or not able to attend Induction for any other reason and require an ID badge please follow the steps below.....

  • Ask your Line Manager to take a passport style photo of you on their work smartphone.
  • The Line Manager then needs to provide a written statement confirming that the photo is a true likeness of you.
  • The Line Manager needs to add your name, job title and DCHS Team & Base of where the ID badge needs sending to.

Once the above steps are completed your Line Manager needs to email the Registration Authority by clicking here.

Digital Asset Management

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