Inspection-Ready Checklist

Inspection-Ready Check List

The following outline checklist has been prepared in association with a consultant to the care sector who works with care companies to help them prepare for, and successfully negotiate regulatory audits.

If you are considering an audit, we can help you make sure that you have made the right preparations. Audits not only ensure compliance with the CQC and other regulators, such as Care Inspectorate Wales and Care Inspectorate Scotland, but also makes sure that your company is being run as effectively as possible. A successful audit can maintain or improve your reputation in the community, help increase confidence in management, and can be used as a “due diligence” review for current or potential investors.

Evidence is the key to passing any inspection. This provides proof that you are following the correct policies and procedures and that you are fully compliant. Digital systems ensure continuous evidence. Click here if you would like hear more about the advantages of going digital.

You can pursue a self-audit or use specialist consultants but in both cases you need to make sure you meet the standards for your next inspection. The questions and information below will help you to achieve a smooth and successful audit. Feel free to contact us using the form provided at any stage.

Quality Assurance

Are the following up to date?

  • Staff and service user surveys
  • Supervision and spot checks
  • Annual staff appraisals
  • Service user quality monitoring checks
  • Service user diary notes

If you have answered “no” to any of these questions and would like further advice click here.

Care and Support Planning

Are the following up to date?

  • Care and support plans are up to date and signed by the service users and registered manager
  • All risk assessments are up to date
  • There is a “One Page Profile” on file
  • Review due dates are recorded on your IT management system
  • Care and support plan matches purchase order/ private contract
  • Are “hoist” services up to date and diarised on your IT management system, where applicable

If you have answered “no” to any of these questions and would like further advice click here.

Service User and Staff Personnel Records

Are the following up to date?

  • Signed private contracts, or copies of local authority purchase orders on file
  • Consent from service user and staff re the use of private data
  • All recruitment checks
    • Right to work in the UK
    • Two references - validated (from current or previous employer)
    • Enhanced DBS check
    • Full work history - with gaps in employment validated
  • Copies of supervision and spot checks on file
  • Staff training records

If you have answered “no” to any of these questions and would like further advice click here.

Health and Safety

Are the following up to date?

  • Are all health & safety risk assessments up to date – including moving and handling risk assessments, (where applicable)

If your answer is “no” and you would like further advice click here.

Staff Training and Development

Are the following up to date?

  • All staff training is up to date
  • All training and updates due, are diarised on IT management system
  • Copies of all staff training and qualifications are on file, including annual staff appraisals
  • Are copies of staff personal development plans on file

If you have answered “no” to any of these questions and would like further advice click here.

Policies and Procedures

Are the following up to date?

  • All policies and procedures have been reviewed within the past 12 months
  • All GDPR policies and procedures are up to date
  • Staff have easy access to all policies and procedures

If you have answered “no” to any of these questions and would like further advice click here.

Complaints

Are the following up to date?

  • All complaints and associated documentation are in a “Complaints folder” with a complaints log
  • All complaints are fully up to date

If you have answered “no” to any of these questions and would like further advice click here.

Safeguarding

Are the following up to date?

  • All staff safeguarding training is up to date
  • All safeguarding concerns and subsequent investigation documentation are in a “Safeguarding folder” with a safeguarding log
  • All safeguarding concerns are fully up to date
  • Local authority and relevant inspectorate have been informed (where applicable?)

If you have answered “no” to any of these questions and would like further advice click here.

Medicine Administration Records

Are the following up to date?

  • All MAR are on file an up to date
  • All errors have been investigated and subsequent actions have been recorded

If you have answered “no” to any of these questions and would like further advice click here.

Evidence

  • Evidence is of the utmost importance for passing any inspection.
  • Evidence provides proof that you are following the correct policies and procedures and that you are fully compliant.
  • Digitisation is encouraged to provide continuous evidence.

Conclusion

  • If you have had to answer “No” to any of the above questions you may need to revisit that action, as it may mean that you are not quite ready for your next inspection.
  • Should you require any assistance with any of the above, we have experienced in-house staff ready to assist, as well as external consultants, supported by the PASSsystem technology, that can support you in your CQC, Care Inspectorate Wales and Care Inspectorate Scotland compliance.

For professional advice, or to find out more about the benefits of going digital, please fill out the form below and someone will be in touch to help.

The PASSsystem has proved completely intuitive to use, even for the least technical care assistant – a revelation.
Care ManagerHomecare ServicesRushmoor and Surrey Heath
My Supervisors no longer spend 65% of their time in the office typing up notes taken at assessment meetings – they do it once with the customer, and get it right from the outset. My Supervisors now spend 90% of their time out in the community – better care, improved support for care workers, and more assessments.
Care SupervisorChichester
We saw the service had made improved use of information through the implementation of The PASSsystem for assessing the quality of the service provided, including the consistency of care provided to individuals. The PASSsystem has the potential to provide the service with a greater range of information which can be utilised for Quality Assurance. This will include outcomes and tasks completed and missed. Operational statistics will include reviews and staff supervision as well as analysis of nutritional and hydration information entered by staff.
InspectorCare Inspectorate
The system reduces the time and cost of setting up care plans for patients going home from hospital by 50%. This has delivered a £20K saving to my bottom line.
Jane PerryOwnerBluebird CareEdinburgh
By listening carefully to the care industry, everyLIFE have developed a solution that greatly helps join up the provision of customer-centred care. They are on a mission to bring the much needed technical answers to the business challenges we are all facing. I very much look forward to seeing the new functionality they have in the next release and beyond.
Simon CarterMelody CareFarnham
I implemented The PASSsystem in three weeks and my customers are already seeing the benefits in quality of care.
Carolyn DaileyOwnerBluebird CareNewmarket and Fenland
It’s easy to use and with the training provided, all staff like the system. Any office implementing it will save a substantial amount of supervisor time.
Kristina BurbridgeBluebird CareWorthing
The whole process from initial enquiry to going live was quick, efficient and easy and the support we received from the team at everyLIFE was second to none. I would recommend PASSsystem to any care company.
Mitchell JohnsonRapid Response Medical GroupCannock
A really important advance for care, The PASSsystem provides care notes and completion notes instantly so we can react immediately to missed medications and other urgent care alerts.
Tracie ScholesChoice CareBlackburn
Easy to use, extensively tested and developed by people that understand care, The PASSsystem is unique and robust at solving the critical challenges faced by the industry.
Kirsty JamesAttentive Care ExpertsBradford

Call to Action

The time to go digital is NOW!

Find out more about The PASSsystem, the real-time living care plan for everyone.

Reassuringly, repeatedly referenced by the CQC and Care Inspectorate, NHS cited and NICE compliant.

Call 0800 689 3068 or simply fill in the form opposite to request a digital brochure, personal demo or a call back and we’ll be in touch shortly.

Please watch this video to find out how owners Gary and Michelle Johnson have transformed their care business by using The PASSsystem.

Now, with the launch of the PASSsystem 20:20 Edition in 2019, you don’t have to settle for reporting when you can have INSIGHT Dashboards that provide you with real-time monitoring of your business. Visit our PASSsystem 20:20 Edition page to find out more. Saving money, creating happiness.

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