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.

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

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

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