The Care Inspectorate’s Notification Guidance for Adult Services (March 2025) details the essential records and notifications that adult care services in Scotland are required to maintain and submit. This guidance not only ensures adherence to regulatory standards but also promotes the provision of safe high-quality care.
Summary of key requirements by the Care Inspectorate
Records to maintain
Service users: It is essential to maintain comprehensive records that include personal details, documentation of deaths, protection concerns, incidents and accidents, outbreaks of infectious diseases (including COVID-19), instances of restrictive practices, searches of individuals or their property, errors related to controlled drugs, missed medications and the storage and administration of medication.
Staff and management: Maintain comprehensive records for all staff and volunteers, including details on manager absences that exceed 28 days, staffing arrangements, disciplinary actions and their outcomes, instances of missed care or support, recruitment processes, staff development and training, staff vacancies and absences, as well as evaluations of manager and provider fitness.
Environment and safety: Document planned refurbishments or environmental changes, aims and objectives, quality assurance and improvement activities, complaints and feedback, financial records (including support for individuals’ financial affairs) and insurance/public liability coverage.
Notifications to submit
Services must notify the Care Inspectorate of specific events, including but not limited to:
- Deaths of service users
- Protection concerns
- Serious accidents or incidents
- Outbreaks of infectious diseases(Care Inspectorate)
- Use of restrictive practices(Care Inspectorate)
- Manager absences over 28 days
- Significant changes to the environment(Care Inspectorate)
- Complaints received
- Financial irregularities
Notifications should be submitted promptly through the eForms system or the digital portal.
Failing to notify the Care Inspectorate about required events is a breach of conditions of registration and can lead to formal enforcement action. Consequences may include:
- Serving of an improvement notice, requiring the provider to make specified improvements within a set timescale
- If improvements are not made, the Care Inspectorate may pursue cancellation of the service’s registration, effectively closing the service
- In cases of serious and immediate risk, the Care Inspectorate can apply for emergency cancellation or urgent changes to registration conditions through the courts
- Such breaches may also be considered an offence under relevant legislation
Timely and accurate notifications are essential to demonstrate compliance and ensure the safety and wellbeing of people using the service.
Failing to submit notifications can lead to significant consequences. Utilising robust processes and technology will enhance your evidence base, which is crucial for submissions to the Inspectorate or during inspections.
CareLineLive’s incident and concern reporting feature is designed to provide comprehensive support. From documenting incidents to documenting notifications and capturing lessons learned, everything you need is readily accessible at your fingertips. Generating reports is straightforward, our features are specifically tailored for home care services.
CareLineLive offers a straightforward approach with no unnecessary add-ons or hidden extras, what you see is what you get. For further details on how CareLineLive assists with compliance, please take a look here. Book your free no-obligation demo here.
