Project Overview
A UK healthcare staffing agency placing 2,800 NHS-registered nurses, doctors, and allied health professionals ...
Technology Stack
Compliance & Standards
The Challenge
A UK healthcare staffing agency placing 2,800 NHS-registered nurses, doctors, and allied health professionals needed to replace three legacy systems (a 2008 CRM, a 2015 timesheet system, and a third-party payroll integration) with a single SaaS platform. The platform needed: IR35 status determination support (healthcare workers are typically inside IR35 when placed with NHS Trusts), DBS check tracking, NMC/GMC registration verification, HMRC PAYE integration, and NHS bank shift management. Budget: £160,000.
Our Approach
Architecture: Next.js frontend, Node.js/Fastify backend, PostgreSQL separate schema per agency tenant (multi-tenant for future SaaS expansion), Stripe for invoice payments, AWS eu-west-2. IR35 Status Management: The platform manages IR35 determination for healthcare workers placed with NHS Trusts. NHS Trusts are medium/large organisations — they are responsible for IR35 determinations. The platform generates Status Determination Statements (SDS) with documented reasoning, stores determination history, and tracks 45-day challenge window compliance. Professional Registration Verification: NMC (Nursing and Midwifery Council) and GMC (General Medical Council) registration verification via their public APIs. DBS certificate tracking with renewal reminders. NHS Enhanced DBS required for all clinical placements. HMRC RTI PAYE Integration: Real Time Information (RTI) PAYE submissions via HMRC APIs for weekly payroll. Starter declarations, leaver notifications, and P60 generation. NHS Bank shift management with automated timesheet-to-payroll reconciliation.
The Results
Single platform launched at 18 weeks, £152,000 — under budget. IR35 SDS generation time: from 2.5 hours (manual) to 8 minutes (automated). DBS lapse rate: 6.2% → 0.8% (automated renewal reminders). HMRC RTI submission errors: reduced from 12/month to 0 in first quarter. Platform expanded to second agency client in month 8.
“Three systems replaced by one that our consultants actually want to use. The IR35 SDS generation alone has saved our compliance team 40 hours per week. The DBS tracking has eliminated lapsed certificates as a risk." — Director of Operations, UK Healthcare Staffing Agency (name withheld)”
Project Details
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