Frequently asked questions

Who is the registered provider

The provider of services, referred to in the Health Act 2007 as “the registered provider”, is the person with overall responsibility for the residential service. The registered provider is legally responsible for the designated centre and will be held accountable for any faults with the services.

Who is the person in charge?

The person in charge is distinguished from the registered provider and is sometimes described as the “manager”. The person in charge of the residential service is the person with responsibility for the day-to-day running of the centre. The person needs to be an appropriately skilled member of staff suitable to the responsibilities of the role. The person in charge could be the same individual as the registered provider or another to whom functions have been assigned. The Health Act 2007 (Care and Welfare of Residents in Designated Centres for Older People) Regulations 2009 (as amended) state that the person in charge is a registered nurse with a minimum of three years experience in the area of nursing of older people within the previous six years.

Which application form do I complete?

There are separate forms for new centres applying for first time registration and for existing designated centres. There are other forms that apply to both. Please see our checklist to find out which forms you should complete.

How do I know what organisation type I am?

There are separate application forms for:

Individuals/sole trader
Partnership
Company (limited company or company limited by guarantee)
Unincorporated body
A body established under the Health Acts 1947 to 2008 or a body established under the Health (Corporate Bodies) Act 1961

How do I submit an application?

The application should be filled in electronically and both posted and emailed to the Authority. The signed hard copy of the application should be sent by post to: Registration Office
Health Information and Quality Authority
Social Services Inspectorate
Unit 1301
City Gate
Mahon
Cork
A copy should also be emailed to: registrationapplications@hiqa.ie

Where can I find out more about registration?

For more information, see our registration section or consult our frequently asked questions about registration.

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Inspections

What are the different types of inspections?

There are a number of different types of inspections:
1. Registration related inspections - Every centre receives an inspection visit as part of the registration and re-registration process
2. Scheduled inspections take place during the three-year registration cycle. How often these inspections take place is informed by your level of compliance with the standards and regulations demonstrated on the previous inspection, and any information we receive about your centre in the intervening time.
3. Additional inspections. Other inspections may be:

follow up (to check on specific matters arising from a previous inspection)
additional inspections (following a change in circumstances)
triggered inspections (these arise from a number of events including receipt of a complaint/concern or notification to us of a significant event affecting the safety or well-being of residents)
random inspections (“spot checks” of the service).

What happens on an inspection?

A residential care setting is a person’s home and as inspectors are visitors in that home, they are there to observe the residents’ and staff’s normal routine. Most of the inspection visit will be spent:

meeting with residents and relatives
observing the day-to-day routines and activities
talking to staff about their understanding of the care they deliver
checking premises and equipment to ensure they are safe and promote the wellbeing of residents
reviewing key records and relevant documentation.

Where can I find out more about the Inspection process?

For further information see Inspections or download our guide 'Are you ready for your inspection?'.

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Notifiable events

What is a notifiable event?

Those in charge of a designated centre must ensure that the Authority is formally notified when certain events or incidents take place – these are known as ‘notifiable events’.

What do you need to notify us about?

There are three types of notifications: ‘three day notifications’, ‘three month notifications’ and ‘other notifications’. Three day notifications cover events such as the death of a resident under 70 or an outbreak of any infectious disease. You should tell us about these incidents/ events over the phone as soon as possible and confirm it in writing within 3 working days.

Three month notifications cover events such as accidents or changes to the trading name and we must be informed about these events on a quarterly basis. They are also known as 'quarterly returns' ‘Other notifications’ cover changes in management, absences and changes in the gender of residents you accommodate; the timeframes on these events differ. Our notification section provides a full list of all notifications together with all forms you will need.

What are the submission dates for quarterly returns?

Three month notifications must be submitted to us each year on a quarterly basis. Dates each year for quarterly returns are:

31 January (for incidents that took place in October, November and December)
30 April (for incidents that took place in January, February and March)
31 July (for incidents that took place in April, May and June)
31 October (for incidents that took place in July, August and September).

What happens if I fail to notify you?

Failure to notify the Authority of a notifiable event, or to maintain a record of notifiable events, is in contravention of the regulatory requirements and may constitute an offence.

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