Changes to notifications of deaths of looked after children and deaths of young people in continuing care or receiving aftercare provision

Changes to notifications of deaths of looked after children and deaths of young people in continuing care or receiving aftercare provision

New arrangements for reviewing and learning from the deaths of children and young people came into force on 1 October 2021.   

The establishment of the National hub for reviewing and learning from the deaths of children and young people and recently published national guidance for child protection committees undertaking learning reviews will require changes to the ways in which local authorities review the deaths of looked after children and young people experiencing care.  

More information about these changes can be found here.


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Notification on controlled drugs

Notification on controlled drugs

Providers should notify the Care Inspectorate to any adverse events and concerns involving schedule 2, 3, 4, and 5 controlled drugs used in care settings, when they occur, and while the service user is receiving care in the care service.

Please note, it is a legal requirement for care services to notify the Care Inspectorate of the matters listed in this document. Where the requirement is limited to a specific type of care service, this is detailed in the guidance.

Care services and local authorities must use our eForms system to make these notifications.


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Guide to using the portal

Creating an account

To register for an online account and link your current service information to the portal please read:

To create your online portal account visit: https://portal.careinspectorate.gov.scot/Account/Register

Managing access to your service or provider

You can also grant additional user access to the service information.  For example, a provider may want to allow a service manager access to a service, in order for them to view service information, submit applications and update service details.

Find out how to add a new user with service access

Find out how to add a user with provider access.

If you have access to a service on the eForms system, you can also use this to grant access on the digital portal. Please read our guidance on granting access to a service or provider.

Registering a new care service

You can apply to register a new care service using the digital portal. If you are an individual applicant, please see our guidance for contents of the application form for an individual applicant. If you are an organisation, please see our guidance for contents of the application form for an organisation.

We also have guidance to support you with accepting your conditions and becoming registered, and how to withdraw an application to register a care service.

If you need to add or amend a service managers details while you are in the process of registering a care service, please see our guidance for adding and amending managers details.

You can request advice from our registration team before you submit your application form using the portal. To do this, you must create an application to register a care service and fill in some details first.  If you need support with this please see our guide for requesting advice.

Viewing and changing  your service and provider details

For support with seeing your service details, please read our guides to viewing your service and provider details.

You can apply to change your service details such as change of manager or change the service address. These changes will require Care Inspectorate approval. 

You can also update (without the need for approval) your contact details –  email address and phone numbers and these will be updated on your record immediately.

Please see our guidance for changing service details and changing provider details for support with this.

Apply to become inactive 

You can apply online to become inactive.  Registered services must operate within the legal framework laid out within the Public Services Reform (Scotland) Act 2010, (the “Act”).  We have policy where any service can make an application to stop operating for up to 12 months, without having to cancel their registration.  Where such an application is granted, a service will be referred to as ‘inactive’. 

Reasons for a service to be treated as inactive would be limited to:  

  • refurbishment of premises
  • provider has caring responsibilities for a limited period of time
  • provider maternity leave
  • provider health issues.

There may be, on occasion, other exceptional circumstances, which we may consider on an individual basis. 

If you need help with this form, please read our guide to becoming inactive.

Apply to cancel a service 

Any registered service can voluntarily apply to cancel their registration, giving a minimum of three months’ notice.   

If you want to cancel your registration, you can now complete the application to cancel a care service form through your portal account.  This must be completed  before we can progress with your cancellation.   

If you need help with this form, please read our guide to cancelling a service

Apply to vary conditions of registration

If you need to vary, (add, amend or remove) the conditions of registration of your service, you should in the first instance discuss this with the inspector responsible for your service.  You will now be able to make an application to vary the conditions of your registration on the portal.  Note, you are currently only able to have one application for variation in progress at a time.

Unless otherwise agreed with us, the date the variation is to take effect from must not be less than three months after the date of application.  We can only grant or refuse an application to vary a condition – we cannot change the detail of the variation that you have originally requested.  However, whilst the application is still in progress you can update/amend the application yourself within the portal.  Where you subsequently decide that you no longer wish the variation request to be progressed, for instance, if it is no longer necessary due to a change of circumstances, then you should discuss this with whoever has been dealing with your application.  You must then withdraw the application via the portal, and we will receive automatic notification of this.

If you need help with this form, please read our If you need help with this form, please read our guide to a variation for a premises based service and guide a variation for a non-premises based service.

 


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Portal or eForms?

We have moved a number of our forms from our eForms system to the new portal.  If you are wanting to notify us of a change to your service, the table below will advise what system to use. 

Our eForms system will continue to be used for annual returns and notifications, (the things you are required to tell us about,) as we continue our digital transformation programme.    

If you are require any assistance, please email This email address is being protected from spambots. You need JavaScript enabled to view it. or call 0345 600 9527 Monday to Friday between 09:00 - 16:00 

Current eForm title

Complete on portal

Complete on existing eForm

Absence of a manager for more than 28 days

 

Yes

Accident

 

Yes

Allegation of abuse concerning a service user

 

Yes

Allegation of misconduct by provider or persons employed in the care service

 

Yes

Appointment of liquidators/receivers

 

Yes

Change of a manager

Yes

 

Change of a provider

Yes

 

Change of a service name

Yes

 

Change of committees or associations

Yes

 

Change of contact details

Yes

 

Change of a managers name

Yes

 

Change of ownership/change of officers

Yes

 

Change of a person’s who are partners

Yes

 

Change of premises

Yes

 

Change of a provider’s address

Yes

 

Change of a provider’s name

Yes

 

Change of a service address

Yes

 

Controlled drug medication incident

 

Yes

Death of a service provider

 

Yes

Death of a service user

 

Yes

Equipment breakdown having significant effect on the service

 

Yes

Incident

 

Yes

Increase or decrease in staff WTE by 10% (housing support, nurse agency, support service care at home only)

Yes

 

Injury to service user

 

Yes

Outbreak of infectious disease

 

Yes

Person living on premises becomes 16 years of age (C/M only)

 Yes

Person moves out/in to premises (C/M only)

Yes


 

Planned refurbishment or alteration or extension of premises

 
Yes

Proposed application to cancel the service

Yes

 

Provision of respite care (care home service only)

 

Yes

Unfitness of manager

 

Yes

Unfitness of provider – criminal offences

 

Yes

Unfitness of provider – financial

 

Yes


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Digital portal

Log into your account here: Care Inspectorate digital portal

Over the last couple of years, we have been updating our IT systems and launched our digital portal for care services and providers in early 2021.  Some of the main features of our digital portal include the ability to view your service and provider information, download your registration certificate and make changes to your contact details, all of which are updated instantly, ensuring that we always have the most up to date information about your service.  

You can also apply to make changes to your registration, such as applying for a variation, applying to become inactive or even cancel your registration.  For help using these features, please visit our guide to using the digital portal.

We have also moved a number of our forms from our eForms system to the new portal.  We have produced a table to help you determine which system to use.


Latest improvements to the digital portal

7 November 2023

We have listened to feedback from users and we are pleased to announce we have launched some improvements to the portal.

These changes include: 

  • a designated provider area on the portal where you can manage your provider details.
  • ability to make applications to register new care services on behalf of your provider.  Your provider information will be pre-populated in the application form so you do not need to enter it again.
  • new portal access permissions. User accounts can have access as a provider or as a service. This means the right people have appropriate access and the provider has control over who can access and change information on behalf of the provider or a service.

 We have updated our guide to using the digital portal to support users with the changes.


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