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One of the most critical requirements is the duty to notify CQC of specific events without undue delay. This guidance explains what CQC notifications are, why they matter, and how to fulfil your legal obligations.
Failure to notify CQC when required is a serious breach of registration conditions and can result in enforcement action, conditions being imposed on your registration, prosecution, or even cancellation of registration. This makes understanding your notification obligations absolutely essential for any care provider in England.
hello@caresyncexperts.co.uk.CQC notifications are regulated under several key pieces of legislation:
The Health and Social Care Act 2008 provides the primary legislation enabling CQC regulation
The CQC (Registration) Regulations 2009, specifically Regulation 18, sets out the notification duty
CQC's published guidance on notifications clarifies requirements and processes
Related regulations on safeguarding, deprivation of liberty, and duty of candour supplement notification requirements
Providers must submit notifications for the following categories of events. Understanding which events fall into which category is essential for meeting your obligations.
You must notify CQC of all deaths of service users, whether expected or unexpected, that occur during the course of the regulated activity. This includes natural deaths of individuals with advanced conditions. Notification must occur without delay, typically within one working day. The CQC distinguishes between routine notifications for expected deaths and more urgent reporting for sudden or unexpected deaths, particularly where circumstances are unclear or concerning.
Notification is required when a service user suffers a serious injury. Examples include significant fractures, head injuries, severe burns, or poisoning. The threshold is whether the injury could reasonably affect the person's wellbeing or require hospitalisation. Serious injuries must be notified without delay. Documentation of how the injury occurred and what immediate action was taken is essential.
Any actual or alleged abuse must be notified to CQC. This includes physical abuse, sexual abuse, emotional or psychological abuse, neglect, and financial exploitation. Allegations made by service users, family members, staff, or other agencies must all be reported. Notification is required without delay. Simultaneously, you must follow your safeguarding procedures and usually notify the local safeguarding adults team and police where appropriate.
Notification is required if an event occurs that stops or threatens to stop the regulated activity. Examples include loss of key personnel, loss of utilities (electricity, water, heating), structural damage to premises, or loss of premises entirely. These events are notifiable because they directly impact the provider's ability to deliver safe care
If the registered manager is absent for more than 28 consecutive days, or the registered provider is absent for more than 28 consecutive days (for sole proprietorships), this must be notified. This requirement exists because CQC needs to ensure accountability for the management and operation of services at all times.
Providers must notify CQC when they apply for or receive a Deprivation of Liberty Safeguards (DoLS) authorisation. Given the rights implications of DoLS, CQC needs to be aware of such applications and decisions. For more detail, see our comprehensive guidance on Deprivation of Liberty Safeguards.
If a police incident occurs on premises, or if criminal proceedings are initiated against the provider or any member of staff in connection with the carrying on of the regulated activity, this must be notified. Criminal investigations or prosecutions directly affect public confidence and safety oversight.
If the provider makes a significant change to the statement of purpose that has not been notified to CQC previously, this must be reported. The statement of purpose describes what the service provides and how. Material changes affect CQC's understanding of what is being inspected.
Not sure where to start with CQC registration? Our step-by-step guide walks you through every stage of the process, from application to approval.
CQC notifications are submitted through the CQC online notification portal. Providers access the portal using their registration account credentials. The portal guides you through a series of questions to determine the event type and collect necessary information.
Log in to the CQC notification portal using your registration account details
Select the event type from the dropdown menu
Complete mandatory fields with accurate, detailed information
Attach supporting documentation if required
Review your submission for completeness and accuracy
Submit the notification electronically
CQC provides standardised forms for different notification types. Using the correct form ensures all necessary information is captured and speeds processing.
Notification Type
Form To Use
Timeline
Notification of death form
Without delay (usually within 1 working day)
Notification of serious injury form
Without delay
Notification of abuse form
Without delay
Notification of event form
Without delay
Notification of absence form
Before or within 10 working days
DoLS notification form
Within 3 working days of application
Police incident notification form
Without delay
Statement change notification form
Within 28 days of change
Healthcare and social care providers frequently make errors with CQC notifications. Being aware of these mistakes can help you avoid them.
The most common error is notifying CQC late. Providers delay submission hoping to gather more information or because they underestimate the severity of an event. CQC's expectation is that notification occurs promptly, not after investigation is complete.
You must notify without delay, then provide updates if additional information emerges.
Submitting an incident using an incorrect form type delays processing and may result in CQC requesting resubmission.
Use the form that corresponds to the actual event type, not the closest match.
Submitting notifications with missing mandatory fields, vague descriptions, or incomplete incident timelines is problematic. CQC will request additional information, which further delays their ability to assess whether regulatory action is needed.
Provide comprehensive details at submission.
Some providers fail to recognise that an event requires notification. This is particularly common with allegations of abuse that appear minor, or incidents that occur at night when managers are not present.
Regulation 18 places responsibility on the provider to recognise notifiable events and report them.
Providers sometimes assume that because they have reported an incident to the local safeguarding adults team or police, they have automatically notified CQC. Notification to safeguarding is separate from CQC notification.
Both obligations must be fulfilled independently.
Failing to maintain a record of what was notified, when, and what reference number was issued makes it impossible to demonstrate compliance
Your internal records must clearly document your notification decisions.
Failure to notify CQC when required is a breach of registration conditions and can result in serious consequences for your organisation and individuals responsible for compliance.
CQC can take enforcement action proportionate to the breach. This may include serving warning notices, conditions notices, or suspension/cancellation of registration.
CQC may place conditions on your registration requiring you to implement specific processes or reporting mechanisms to prevent future failures.
Regulation 18 is a criminal offence. CQC can prosecute registered persons and managers for failure to notify under Section 73 of the Health and Social Care Act 2008. Conviction can result in fines and, in some cases, disqualification from managing health and social care services.
Enforcement action, prosecution, or cancellation of registration is recorded on the CQC register and publicly visible. This damages reputation, trust, and your ability to recruit staff and attract service users.
In serious cases, particularly where there is a pattern of non-notification or where failure to notify has contributed to harm, CQC may cancel your registration entirely, meaning you cannot operate a regulated activity.
Developing robust internal systems and processes ensures you meet your CQC notification obligations consistently and demonstrably.
Document a clear policy setting out which events require CQC notification, who decides whether to notify, who completes the notification, and within what timescale. Ensure all staff understand the procedure and their role within it.
All staff, particularly management and those likely to be first aware of incidents, need training on what constitutes a notifiable event. Annual refresher training ensures compliance. Training should be role-specific, with managers receiving more detailed guidance than frontline staff
Establish incident reporting systems that capture detailed information about events. This creates an audit trail and provides material for decision-making about whether notification is required. Records should include date, time, people involved, description of what happened, immediate actions taken, and whether notification was made.
Create a decision matrix or tool that helps staff determine whether an event is notifiable. This reduces reliance on individual judgment and ensures consistency. The matrix should reference Regulation 18 criteria and provide examples.
Once a notifiable event is identified, ensure the notification is submitted without delay. Establish a process where managers can submit notifications even outside normal office hours. CQC's online portal is available 24/7 for submissions.
Maintain a log of all CQC notifications submitted, including the date submitted, the event type, and the CQC reference number issued. This provides evidence of compliance and helps identify patterns if similar events are occurring.
Use notifications as an opportunity for organisational learning. When notifiable events occur, investigate the root cause and implement improvements to prevent recurrence. CQC is more likely to be satisfied with a provider that demonstrates learning and improvement than one with a pattern of unreported incidents.
Our guide walks you through the recovery process, what inspectors need to see at reinspection, and how to build an evidence portfolio that demonstrates sustained improvement.
Care Sync Experts works with healthcare and social care providers to develop and maintain robust CQC notification compliance systems.
Policy and Procedure Development: We help you develop clear, compliant notification policies tailored to your service type and risk profile.
Staff Training: We deliver comprehensive training to managers and staff on recognising and reporting notifiable events.
Incident Management System Implementation: We assist in establishing or improving incident recording systems to support notification decision-making.
Compliance Auditing: We audit your current notification practices against Regulation 18 requirements and identify gaps.
Regulatory Liaison Support: We help prepare documentation and evidence of your notification processes should CQC wish to inspect this area
Ongoing Support: We provide updates when CQC guidance changes and help integrate new requirements into your procedures.
For support developing your CQC notification compliance, contact Care Sync Experts today.
Access free CQC checklists, templates, and guides to help with registration, inspection preparation, and ongoing compliance.
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