[Clinic name]
Controlled document
[Address]
[Registration or licence number]
ORPHF inspection checklist
1The licence
- A clinic licence applied for, or a letter of exemption held and still qualified for.
- The licence displayed in a conspicuous place.
- Renewal diaried 6 weeks before expiry.
- Every change notified within 14 days.
2The Chief Medical Executive
- A CME registered for at least 4 years, serving no more than 3 clinics.
- Qualifications and practising certificates of every doctor checked.
- A staff register and a patient attendance register.
- A Medical Advisory Committee, if you run 4 or more clinics under one CME.
3The Code of Practice
- A written medical records policy, and records holding what the Code lists.
- An up-to-date fee schedule at reception and the cashier.
- Sentinel and serious untoward events reported within 24 hours.
- Drug formulary, sterilising logs, equipment and fire drill records.
4Patients
- A complaints mechanism with a set time frame.
- A notice with the Complaints Committee's contact details.
- Information in Chinese and English.
- Personal data handled under the PDPO.
5What an ORPHF inspector may ask
- Who is your Chief Medical Executive, and how do they manage clinical care? What to show, the CME's registration, and the oversight they actually do.
- Show me a patient's medical record. What to show, a record holding what the Code lists, signed and timed.
- How do you identify patients? What to show, the same identifiers used at every step.
- Where is your fee schedule? What to show, up to date, at reception and the cashier, and matching what patients pay.
- How do you handle a complaint? What to show, the mechanism, the time frame and the notice.
- How would you report a sentinel event? What to show, who reports, to whom, and within 24 hours.
- Who can see patient records? What to show, roles, access controls and an access log.
AAppendix, Mock inspection findings
- A.1Date ______ Led by ______
- A.2Premises checked ______
- A.3Records reviewed ______ Gaps ______
- A.4Fee schedule complete ______
- A.5Actions, owner and date ______