Prepare for an RQIA inspection

Use this checklist to verify that your RQIA-registered service is ready for inspection at any time. RQIA conducts both announced and unannounced inspections, so your service should be inspection-ready as a matter of routine, not only when you know an inspection is scheduled.

RQIA inspection process and methodology

RQIA inspection approach including announced and unannounced inspections, frequency by service type and risk rating, publication of inspection reports, follow-up inspections, and quality improvement notices.

RQIA inspects all registered health and social care services in Northern Ireland under its powers in Part III and Part V of the Health and Personal Social Services (Quality, Improvement and Regulation) (Northern Ireland) Order 2003.

Types of inspection:

Announced inspections: The provider is given advance notice of the inspection date. This allows providers to prepare documentation and ensure relevant staff are available.
Unannounced inspections: No advance notice is given. These are designed to observe services as they normally operate and may occur at any time, including evenings and weekends.
Themed inspections: Focus on specific aspects of care across multiple services (for example, medicines management, infection prevention and control, or safeguarding).
Follow-up inspections: Conducted after concerns have been identified to check whether required improvements have been made.

Inspection frequency: The frequency of inspections varies based on the type of service and RQIA's assessment of risk. Higher-risk services and those with a history of concerns are inspected more frequently. RQIA aims to inspect all registered services at least once per year, with many receiving multiple inspections.

What inspectors assess:

Compliance with the relevant service-specific regulations (for example, Nursing Homes Regulations (NI) 2005 or Residential Care Homes Regulations (NI) 2005)
Achievement of the relevant Minimum Care Standards
Quality of care and outcomes for service users
Staffing levels, qualifications, and training
Premises, environment, and equipment
Governance and management arrangements
Complaints and incident management
Safeguarding arrangements

Inspection reports: RQIA publishes inspection reports on its website. Reports are publicly available and include findings, areas for improvement, and any enforcement action taken. Providers are given the opportunity to comment on draft reports before publication.

Quality improvement notices (Article 23): Where an inspection identifies non-compliance, RQIA may issue an improvement notice specifying the improvements required and the deadline for compliance. Failure to comply with an improvement notice is a criminal offence under Article 24 of the 2003 Order.

Legal basis for inspection: Part III (Articles 7-24) and Part V (Articles 35-39) of the HPSS (QIR) (NI) Order 2003
Power of entry: Article 21 - authorised persons may enter and inspect premises at any reasonable time
Announced inspections: Provider given advance notice of inspection date
Unannounced inspections: No advance notice; may occur at any time including evenings and weekends
Minimum inspection frequency: RQIA aims to inspect all registered services at least once per year
Risk-based frequency: Higher-risk services and those with previous concerns inspected more frequently
Inspection reports: Published on the RQIA website; publicly available
Improvement notice (Article 23): Written notice specifying required improvements and deadline
Failure to comply with improvement notice (Article 24): Criminal offence
Notification requirements: Providers must notify RQIA of specified events including deaths, serious injuries, and incidents of abuse (service-specific regulations)

RQIA - Inspections (opens in a new tab)

Registration and governance

Current RQIA registration certificate displayed at the premises
Statement of purpose is up to date and reflects current service provision
Registered manager is in post (or RQIA has been notified of any vacancy)
Organisational chart is current and accessible
Insurance certificates are valid (public liability, employer liability, professional indemnity)
Previous RQIA inspection report requirements have been addressed
Quality improvement plan is documented and being actioned
Annual quality report has been submitted to RQIA on time

Staffing and workforce

All staff have Enhanced AccessNI checks on file
Staff registration with professional bodies is current (NISCC, NMC, GMC, etc.)
Mandatory training records are complete and up to date for all staff
Supervision records are on file for each staff member at required frequency
Annual appraisals have been completed for all staff
Staff rota demonstrates adequate staffing levels for current service users
Induction records are complete for all staff who started within the last 6 months
Whistleblowing policy is in place and staff know how to raise concerns

Care delivery and records

Every service user has an up-to-date care plan reviewed at the required interval
Risk assessments are current and reflect each individual's needs
Care plans include evidence of service user and family involvement
Medication records are accurate with no unexplained gaps
Incident and accident records are maintained and show follow-up actions
Restraint records (where applicable) are documented with justification and review
Mental capacity assessments are documented where relevant

Premises and environment

Fire risk assessment is current and reviewed annually
Fire safety equipment is serviced and tested (extinguishers, alarms, emergency lighting)
Fire drills have been conducted and recorded at the required frequency
Personal Emergency Evacuation Plans (PEEPs) are in place for service users who need them
Premises are clean, well-maintained, and free from hazards
Infection prevention and control measures are in place and audited
Equipment maintenance logs are current
Temperature records are maintained where required (food storage, medicines storage)

Complaints and safeguarding

Complaints procedure is displayed and accessible to service users
Complaints log is maintained with evidence of investigation and outcome
Safeguarding policy is current and staff know the reporting procedure
Safeguarding concerns have been reported to the relevant HSC Trust and RQIA
Deprivation of Liberty safeguards (where applicable) are documented and authorised

RQIA Minimum Care Standards for Northern Ireland

Northern Ireland uses Minimum Care Standards (not CQC Fundamental Standards or Regulations 2014). Separate standards published by the Department of Health NI for each service type under Article 38 of the HPSS (QIR) (NI) Order 2003; RQIA inspects against them.

Northern Ireland uses Minimum Care Standards to set the expected quality of care in regulated services. These are fundamentally different from the system used in England, where CQC assesses against the Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 ("Fundamental Standards") and the five key questions (safe, effective, caring, responsive, well-led).

The power to publish minimum standards is in Article 38 of the Health and Personal Social Services (Quality, Improvement and Regulation) (Northern Ireland) Order 2003. The Department of Health NI publishes separate standards for each category of regulated service, and RQIA inspects against them.

Minimum Care Standards are published for:

Nursing homes
Residential care homes
Domiciliary care agencies
Day care settings
Children's homes (residential and secure accommodation)
Adult placement agencies
Nursing agencies
Independent healthcare establishments
Dental practices

Typical areas covered by the standards:

Staffing levels, qualifications, and training
Physical environment, premises, and equipment
Care planning and review
Safeguarding and protection
Complaints handling
Record keeping
Governance and management arrangements
Service user involvement and rights

RQIA inspects services against the relevant Minimum Care Standards for their service type. Failure to meet the standards can lead to enforcement action including improvement notices and conditions on registration.

Legal basis: Article 38 of the HPSS (QIR) (NI) Order 2003
Published by: Department of Health (Northern Ireland)
England equivalent: Health and Social Care Act 2008 (Regulated Activities) Regulations 2014 ("Fundamental Standards") - these do NOT apply in NI
Assessment approach: RQIA inspects against service-specific Minimum Care Standards
Supplementary regulations - nursing homes: Nursing Homes Regulations (Northern Ireland) 2005 (SR 2005/160)
Supplementary regulations - residential care homes: Residential Care Homes Regulations (Northern Ireland) 2005 (SR 2005/161)
Registration regulations: The Regulation and Improvement Authority (Registration) Regulations (Northern Ireland) 2005 (SR 2005/99)
Fitness of registered provider: Regulation 7 of the Nursing Homes Regulations (NI) 2005 (SR 2005/160) and the Residential Care Homes Regulations (NI) 2005 (SR 2005/161) - good character, physical and mental fitness
Fitness of registered manager: Regulation 9 of the Nursing Homes Regulations (NI) 2005 (SR 2005/160) and the Residential Care Homes Regulations (NI) 2005 (SR 2005/161) - qualifications, skills and experience

RQIA - What we do (opens in a new tab)

On inspection day

When RQIA inspectors arrive (announced or unannounced), they will typically:

Introduce themselves and show identification
Explain the purpose and scope of the inspection
Request access to documentation and records
Observe care delivery and the premises environment
Speak privately with service users, relatives, and staff
Provide verbal feedback at the end of the inspection

You are legally required to cooperate with RQIA inspectors and provide access to your premises, records, and staff. Obstructing an inspection is a criminal offence.

Legal basis

Primary legislation and key regulations

Health and Personal Social Services (Quality, Improvement and Regulation) (Northern Ireland) Order 2003 Primary 2003 · N. Ireland Nursing Homes Regulations (Northern Ireland) 2005 NI SR 2005 · N. Ireland Residential Care Homes Regulations (Northern Ireland) 2005 NI SR 2005 · N. Ireland The Regulation and Improvement Authority (Registration) Regulations (Northern Ireland) 2005 NI SR 2005 · N. Ireland

Browse UK legislation legislation.gov.uk

Official guidance

RQIA - How we inspect (opens in a new tab)

RQIA's inspection approach and what to expect

www.rqia.org.uk

Department of Health NI - Minimum Care Standards (opens in a new tab)

Standards your service will be assessed against

GOV.UK

RQIA (Northern Ireland) (opens in a new tab)

Prepare for an RQIA inspection

Registration and governance

Staffing and workforce

Care delivery and records

Premises and environment

Complaints and safeguarding

On inspection day

Legal basis

Official guidance

Next steps

Understanding UK GDPR from scratch

Hire your first employee

File your first Self Assessment tax return

Related guides in Risk Assessment

Understanding RQIA: healthcare and social care regulation in Northern Ireland

Meet RQIA Minimum Care Standards

Healthcare regulation across the UK nations

Social care registration and regulators

Register a health or social care service with RQIA