Healthcare & Social Care Northern Ireland

Prepare for an RQIA inspection

Inspection readiness checklist for RQIA-registered services in Northern Ireland. Covers documentation, staffing records, care plans, premises environment, complaints handling, safeguarding, and what to expect on inspection day.

On this page

Related guides in Risk Assessment

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.

  1. 1

    Current RQIA registration certificate displayed at the premises

  2. 2

    Statement of purpose is up to date and reflects current service provision

  3. 3

    Registered manager is in post (or RQIA has been notified of any vacancy)

  4. 4

    Organisational chart is current and accessible

  5. 5

    Insurance certificates are valid (public liability, employer liability, professional indemnity)

  6. 6

    Previous RQIA inspection report requirements have been addressed

  7. 7

    Quality improvement plan is documented and being actioned

  8. 8

    Annual quality report has been submitted to RQIA on time

  1. 1

    All staff have Enhanced AccessNI checks on file

  2. 2

    Staff registration with professional bodies is current (NISCC, NMC, GMC, etc.)

  3. 3

    Mandatory training records are complete and up to date for all staff

  4. 4

    Supervision records are on file for each staff member at required frequency

  5. 5

    Annual appraisals have been completed for all staff

  6. 6

    Staff rota demonstrates adequate staffing levels for current service users

  7. 7

    Induction records are complete for all staff who started within the last 6 months

  8. 8

    Whistleblowing policy is in place and staff know how to raise concerns

  1. 1

    Every service user has an up-to-date care plan reviewed at the required interval

  2. 2

    Risk assessments are current and reflect each individual's needs

  3. 3

    Care plans include evidence of service user and family involvement

  4. 4

    Medication records are accurate with no unexplained gaps

  5. 5

    Incident and accident records are maintained and show follow-up actions

  6. 6

    Restraint records (where applicable) are documented with justification and review

  7. 7

    Mental capacity assessments are documented where relevant

  1. 1

    Fire risk assessment is current and reviewed annually

  2. 2

    Fire safety equipment is serviced and tested (extinguishers, alarms, emergency lighting)

  3. 3

    Fire drills have been conducted and recorded at the required frequency

  4. 4

    Personal Emergency Evacuation Plans (PEEPs) are in place for service users who need them

  5. 5

    Premises are clean, well-maintained, and free from hazards

  6. 6

    Infection prevention and control measures are in place and audited

  7. 7

    Equipment maintenance logs are current

  8. 8

    Temperature records are maintained where required (food storage, medicines storage)

  1. 1

    Complaints procedure is displayed and accessible to service users

  2. 2

    Complaints log is maintained with evidence of investigation and outcome

  3. 3

    Safeguarding policy is current and staff know the reporting procedure

  4. 4

    Safeguarding concerns have been reported to the relevant HSC Trust and RQIA

  5. 5

    Deprivation of Liberty safeguards (where applicable) are documented and authorised

If you answered no to any registration items

Address registration and governance gaps immediately. Operating without a valid registration certificate, without a registered manager, or without addressing previous RQIA requirements are serious compliance failures that can lead to enforcement action. See the guide to responding to RQIA enforcement action if you have already received a requirement or condition.

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.

Inspection guidance