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Step-by-step guide to applying as a new provider

Categories:
  • Organisations we regulate

★ Update ★ On 6 May 2014, we introduced a single application form for new providers of health and adult social care services. If you are using one of our old forms (these were available for individuals, organisations and partnerships separately), you must submit this to us by Monday, 2 June. Any old forms received after this date will be rejected.

If you need to apply for registration as a new provider of care, this page explains what you’ll need to do.

You may need to apply because you’re starting a new service that will be regulated by us (a care home, hospital, dental surgery, GP practice or home care agency, for example) or it may be because of a change in the legal entity running existing services.

If you are a new provider of NHS health care services, you can apply for registration and Monitor's provider licence at the same time. Find out more in Joint licensing and registration.

Before you start...

You should understand that you’ll need to do some preparation before you start to fill out the application.

This can take weeks as you’ll need to organise criminal record checks and references and ensure you’re ready to start providing services.

It takes time for a reason…

Being a provider of care is a serious business and our application process reflects this.

If we agree to register you, you’ll have responsibility for people’s health and wellbeing so it’s important we’re satisfied you’re suitably prepared and will be compliant with the relevant legislation.

We also have to establish that applicants will provide services that are safe, effective, caring, responsive to people’s needs and well led.

For us to be sure about this, we have to ask for a lot of information and we need time to consider and process that information.

The application process…

There will always be some preparation you’ll need to do before you can start your application.

This preparation includes applying for Disclosure and Barring Service (DBS) checks, previously known as CRB checks.

You’ll need to apply for DBS checks through us and there is more information on how further down this page.

How long a DBS check takes depends on the exact nature of an individual check, but you should allow at least four to six weeks for each check.

There’s a checklist of what you’ll need to do below. It’s important that you allow yourself enough time to complete the forms and get the rest of the paperwork together.

Please wait until you have all the paperwork you need before you make your application.

All applications and supporting documents must be submitted at the same time for us to consider your application.

We often receive incomplete sets of forms – they always have to be returned to the sender, unprocessed. Don’t let your application become one of these.

How long will it take to apply?

Filling in the main form could, in some circumstances, take as much as seven or eight hours – a full working day. It’s likely to take at least two hours.

Additionally, as we say above, some of the preparation work may take several weeks. Here are some examples:

What do I need to do? How long will it take?
Write a statement of purpose Two to three hours, but possibly several days to prepare
Carry out DBS (formerly known as CRB) checks) In most cases, four to six weeks each
Make sure business premises are ready It will depend on the kind of premises you're looking for, but possibly several weeks

And there's more...

As well as allowing yourself time to organise supporting paperwork and other parts of your application, there are some other things you need to consider.

You’ll need to know or decide:

  • what sort of legal entity you are – you can register as an individual, a partnership or an organisation
  • which regulated activities you want to provide
  • which ‘locations’ you will need to register (not all premises you own will necessarily qualify as one)
  • who your registered managers will be

You’ll also have to be sure you’ve read and understood our essential standards.

If you're not sure about any of the above, you can find out more on our What is registration? page.

Our step-by-step guide...

To help you get your application right first time, here’s a breakdown of everything you’ll need to do to apply as a new provider.

Before you start to work through the checklist below, we suggest reading the complete guide to the application process in the box above and being very clear about the services you intend to provide as this could affect your DBS applications.

Step 1: Apply for a Disclosure and Barring Service (DBS) check

Most applicants to be healthcare providers will need to supply us with a DBS (formerly CRB) number as part of the process.

As these can take up to (and sometimes more than) four weeks to get, they’re the first thing you should deal with.

You’ll need DBS disclosures for:

  • any named partners of the service provider
  • any individual providing a service
  • the registered manager

Find out more about applying for a DBS check.

Step 2: Write your statement of purpose

A statement of purpose for a business basically describes what you do, where you do it and who you do it for.

You have to include a statement of purpose as part of your application and it must include:

  • your aims and objectives
  • the services you provide
  • the needs your service meets
  • your contact details
  • your service’s legal entity
  • the places where services are provided

You can find full details in the regulations.

Read the regulations in full on our Legislation page.

We've produced guidance to help you draft your own statement of purpose.

Statement of purpose guidance PDF | 218.04 KB

We’ve also produced templates for each of four sections of a suggested layout for your statement. You don’t have to use our template, but it will help make sure you include all the information required by law.

Statement of purpose: part one Word | 46 KB

Statement of purpose: part two Word | 27.5 KB

Statement of purpose: part three Word | 133.5 KB

Statement of purpose: part four Word | 67 KB

Step 3: Organise references

Individual providers need to supply:

  • details of employment history
  • GP name and contact details
  • last employer name and contact details
  • declaration of medical fitness

Partnerships need to supply the same information for all partners.

Organisations do not need to supply this information for their nominated individual.

Step 4: Get your manager to complete their application

Unless you’re an individual provider (sole trader) in day-to-day charge of all your regulated activities, you’ll need to appoint a registered manager.

You must submit your registered manager’s application at the same time as your new provider application. If you don’t include one where it is needed, your application will be returned to you.

We have a separate Step-by-step guide to applying as a registered manager.

Step 5: Complete your application

Once you’ve applied for your DBS, you can complete the provider application. Please don’t submit your form until you've received a green copy of your DBS.

The application form and guidance document are available below.

New provider: Application form DOCX | 236.64 KB

Applying as a new provider: Guidance document PDF | 169.28 KB

If you have more than one location, more than one nominated individual, or more than two partners, you’ll have to fill out an extra section for each additional one.

Additional Section 4: Information about a location Word | 1.33 MB

Additional section for information about a nominated individual Word | 87 KB

Additional section for information about a member of the partnership Word | 320.5 KB

Some partnerships can have an additional partnership as one of its partners. If this is the case for you, you’ll also have to fill in the section below.

Additional section: Member partnership Word | 563.5 KB

One of your ‘additional’ partnerships may have a partner not already listed as part of the ‘main’ partnership. If so, you’ll need to tell us about him or her. You can use the form below to do this.

Additional section: Partner in a member partnership Word | 291 KB

Step 6: Review our checklist before submitting

Before you send us your application, please have a look at our Application checklist. We have to return all incomplete applications.

Step 7: Submit your applications to us

As soon as you've...

  • received your green copy of the DBS disclosure
  • completed your application
  • prepared your statement of purpose
  • ensured your premises are ready

...you’re ready to submit to us.

Submit via email

Please use email to submit forms to us whenever possible. Applications submitted by email will receive an email acknowledgement that they’ve been received.

HSCA_Applications@cqc.org.uk

The maximum size of email we can take is 10mb. If your application comes to more than 10mb, please split it up and label the subject lines in this style:

Oxtown Care Limited new provider application 1/3
Oxtown Care Limited new provider application 2/3
Oxtown Care Limited new provider application 3/3

Post

We prefer submissions by email, but you can send forms by post if you wish. Our address is:

CQC HSCA Registration
Citygate
Gallowgate
Newcastle upon Tyne
NE1 4PA

Sorry, but we’re not able to supply a receipt for submissions by post.

More information: Fees and common errors

Fees

There are no fees for submitting a new provider application to us.

You can work out how much your annual fee will be on our Fees page.

Common errors

We have a list of Common errors providers make in their applications. You might find it useful to check you haven’t made any of them before you send in your application.

Get help with your application

 

Last updated:
16 July 2014