Over the last couple of years, we have been updating our IT systems and will soon launch a new digital portal for care services and providers.
The main features of this portal will mean services will be able to:
- Apply to become inactive
- Apply to cancel a service registration
- Apply to change details
- Apply to vary conditions of a registration
- Make changes to email and contact numbers without requiring approval.
Video demonstrations will be available shortly which will provide a step-by-step guide for each of these features.
You should continue to use our eForms system for annual returns and notifications.
You will be able to register to use the new portal through your eForms account once it has been launched. Further guidance will be available soon.
New functions
Apply to become inactive
You will be able to 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.
Apply to cancel a service
Any registered service can voluntarily apply to cancel their registration, giving a minimum of three months’ notice.
If you are a care service, and want to cancel your registration, you will now be able to complete an online application to cancel a care service. This must be completed before we can progress with your cancellation.
Apply to vary conditions of registration
If you need to vary the conditions of your registration, our national registration team can help with any requests you want to make. Our new digital portal will allow you to make these applications to vary the conditions of your registration online.
Once you have submitted an application to vary, we will get in touch with you to discuss. Please note however, this may take a number of weeks.
Unless otherwise agreed with us, the date the addition, variation or removal 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 requested.
Change of details
You will be able to apply online to change some information such as ‘request a change of manager’, ‘relevant individuals’ or ‘change of address’. These changes will require our approval before they are applied.
You will also be able to update your contact details such as email addresses or telephone numbers. These changes do not need our approval and will be applied immediately.
The following guide will show you when to use the new portal and when to use eForms for a particular action.
|
Current eForm title |
Complete on new portal |
Complete on existing eForm |
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Absence of a manager for more than 28 days |
Yes |
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Accident |
Yes |
|
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Allegation of abuse concerning a service user |
Yes |
|
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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 |
|
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Change of a managers name |
Yes |
|
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Change of ownership/change of officers |
Yes |
|
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Change of a person’s who are partners |
Yes |
|
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Change of premises |
Yes |
|
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Change of a provider’s address |
Yes |
|
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Change of a provider’s name |
Yes |
|
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Change of a service address |
Yes |
|
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Controlled drug medication incident |
Yes |
|
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Death of a service provider |
Yes |
|
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Death of a service user |
Yes |
|
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Equipment breakdown having significant effect on the service |
Yes |
|
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Incident |
Yes |
|
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Increase or decrease in staff WTE by 10% (housing support, nurse agency, support service care at home only) |
Yes |
|
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Injury to service user |
Yes |
|
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Outbreak of infectious disease |
Yes |
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Person living on premises becomes 16 years of age |
Yes |
|
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Person moves out/in to premises (CM Adult placement and fostering only) |
Yes |
|
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Planned refurbishment or alteration or extension of premises |
Yes |
|
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Proposed application to cancel the service |
Yes |
|
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Provision of respite care (care home service only) |
Yes |
|
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Unfitness of manager |
Yes |
|
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Unfitness of provider – criminal offences |
Yes |
|
|
Unfitness of provider – financial |
Yes |