We will send an email to the appropriate registered person.
This will include:
- a copy of the draft report
- a link to download a form to provide your response
You must download and use this form to respond. If you are unable to respond using the form, you must tell us why immediately. We will use our discretion to determine whether there are exceptional circumstances.
Please download the appropriate form to submit your response, as set out in the letter with your draft inspection report:
Factual accuracy check form with evidence appendix/tables
When completing the form, provide a brief explanation of the point you are making and make specific reference to any supporting information.
Providers are responsible for making sure that the factual accuracy of the draft report has been checked by the responsible person and that any factual accuracy comments regarding the draft report have been approved and submitted.
What you can correct
You can tell us if we have got any of our facts wrong. Using the form, tell us about:
| Section A: | Typographical or numerical errors or, for example, incorrect job titles. |
| Section B: | Information that has contributed to a judgement, but which you believe is factually inaccurate. You will need to provide supporting evidence. |
| Section C: | Additional information, or information that was omitted, which you think we should consider. For example, you may have further examples of exemplary practice that demonstrate real benefits for people using your service, which may support a rating of outstanding rather than good. |
Any additional information that you supply to support points in sections B and C must relate to the position at the time of the inspection.
If you provide a document to support points, you must specify the page and paragraph number and highlight the relevant part of the document that relates to the point you are making. If this is not clear, the inspector will need to ask you for it and if you do not provide it, we may not consider this document further.
The draft report includes evidence collected on the day of inspection. You can also send us information about action you have taken since the inspection that addresses the concerns we raised with you, or which is included in the draft report. The inspector will consider any further information obtained and determine whether the report should be amended.
Unless there are exceptional circumstances, this new information will not form part of CQC’s decision around final judgements or ratings (where appropriate).
Example of possible outcomes from a factual accuracy check
During an inspection, the inspector asks to see a copy of a safety policy. A senior member of staff tells them there isn’t one. The inspector includes this information in the draft report and it is considered as part of the rating/judgement. CQC also considers the information when deciding whether to take enforcement action against the provider.
Scenario 1:
As part of the factual accuracy check, the provider sends this policy to CQC, stating that it did exist at the time of the inspection and that they do not know why the senior member of staff told the inspector that they didn’t have one. The inspector is satisfied that the document was available at the time of inspection so includes this information in the final report and it is considered as part of the rating/judgement. CQC also considers the information when deciding whether to take enforcement action against the provider.
Scenario 2:
As a result of the factual accuracy check, the provider tells us that they have now implemented a policy. The inspector includes this information in the final report, but does not consider it as part of the rating/judgement. CQC also considers the information when deciding whether to take enforcement action against the provider.
The factual accuracy checking process should not be used to challenge:
- an inspection rating solely because you disagree with it
- how we carried out an inspection – see how to complain about CQC
- enforcement activity that we propose – see how to make a representation about proposed enforcement activity
If you ask CQC for information as part of the factual accuracy checking process, your request should be short, specific and should clearly justify why you need the information to raise a point of factual inaccuracy.
We will not release the inspector’s full notes from an inspection. We will consider requests for extracts of notes about a specific issue where this is reasonably necessary to enable you to understand the basis for a statement in the draft report that you believe is factually inaccurate (that is, if the basis of our statement is not clear from the draft report).
To protect the confidentiality of people reporting concerns to us we will not identify someone who has shared this information with us.
Requesting information from CQC describes the types of information you can ask us for.
Deadline for responding
Once you have received the email with the draft report, you have 10 working days from the date of the email to submit the form with your comments.
Please tell us immediately if you do not wish to submit a response. We will then be able to publish the final report.
We will not extend the 10-day period unless there are exceptional circumstances. If you are unable to respond within 10 working days, you must tell us why immediately in writing. We will use our discretion to determine whether there are exceptional circumstances.