It’s not easy for care managers to know when their next CQC inspection will be happening, which makes it tricky to know how to prepare. With some major changes at the CQC, including frequent staff turnover and the complications that have arisen from the new inspection framework, many providers have been left in the dark when it comes to their upcoming inspections. 

Despite this, the pressure is always on for care providers to score highly in their inspections, not only to maintain high standards of care, but also to protect their reputation as a business. Making sure your service operates in compliance with CQC standards not only leads to a good or outstanding rating but also demonstrates the high-quality care that you provide. 

With inspectors evaluating key areas like safety, responsiveness, and leadership, understanding common pitfalls and addressing them proactively is essential. 

The experts at Citation have broken down key areas to focus on, so that you can be confident and ready, regardless of the ongoing challenges at the CQC. 

 1. Prioritise risk assessments 

Risk assessments are fundamental to identifying and mitigating potential threats to safety for people across your business. Unfortunately, many care organisations fail by not updating these assessments regularly or not aligning them with care plans. A proactive approach to risk assessments demonstrates to your inspector that you’re committed to Health & Safety best practices to protect everyone. 

Common Issues Identified by the CQC 

• Insufficient detail included in risk assessments 
• Guidance for mitigating risks not passed on to staff 
• Missed opportunities to reassess or update risks when circumstances change 

How to prepare 

This is an easy win for your business to stay compliant. Carry out thorough risk assessments covering all relevant areas such as the physical environment, medical conditions, and behavioural risks. Make sure that you provide clear, actionable guidance for staff on how to manage any risks identified. 

These risk assessments should be reviewed a minimum of once a year, or when changes occur. This might be when a person’s health condition changes, you get new equipment, or when an accident or near-miss happens. 

It’s equally as important to document these effectively and make them easily accessible to all staff. By turning risk assessments into practical tools for staff, rather than a tick-box exercise, you create a safer environment and demonstrate compliance with CQC standards. 

2. Tighten recruitment processes 

You probably already know that staffing in the care sector can be particularly challenging. With high staff turnover and many workers on zero-hour contracts, making sure everyone has the same high level of quality can be difficult to organise. 

A robust recruitment process will allow you hire staff who are well-qualified, safe, and committed to providing excellent care every time. However, the CQC has flagged recurring issues around incomplete background checks, unreliable references, and poorly filled employment histories. It’s time to balance staffing issues with finding the right fit for the role with the appropriate screening processes.

Common recruitment challenges 

• Background checks (e.g., DBS) not completed before an employee starts 
• Employment histories with gaps that aren’t explained 
• Superficial references or missing evidence about past conduct 

How to prepare 

The best way to combat this is by doing all of the relevant background checks on potential hires before they begin their employment. There’s no excuse for not making sure this takes place, as it’s for the safety of your staff and those you care for. 

In addition to this, make sure you collect full employment histories, including detailed explanations for any gaps, and verify the information provided. Follow up on references by contacting former employers to confirm the reference details. 

An effective recruitment process not only minimises risks to your business but also helps reduce costly staff turnover. 

3. Promote a positive learning culture

Fostering a proactive and open learning culture is essential to ensure safety and continuous improvement. A positive learning environment encourages openness, transparency, and shared responsibility among staff and the leadership team. However, inspectors often highlight gaps where this culture is absent, leading to issues with staff morale and ineffective risk management.

Key issues from inspections

• Staff felt unsupported and discouraged from raising concerns.
• Managers did not consistently promote a compassionate, listening culture.
• Staff lacked confidence that their voices would be heard or that actions would follow their concerns.
• Providers failed to monitor the day-to-day culture effectively, leading to warning signs of a closed culture being overlooked.
• Safety incidents and complaints were not always thoroughly investigated or used as learning opportunities to improve care.

How to prepare

To embed a positive learning culture, leaders must actively promote openness and transparency. Staff should feel confident and supported when raising concerns without fear of blame or reprisal. Ensure there are effective systems in place to assess and monitor the service's culture regularly.

Engage staff in meaningful discussions about challenges and solutions, fostering trust and mutual respect. Investigate safety incidents and complaints thoroughly, using these as opportunities to learn and implement changes that improve care.

By building a learning culture, you can demonstrate your commitment to safety and continuous improvement, which will resonate positively during CQC inspections.

Citation – by your side. 

Want to know more? To further support you in preparing for your next inspection, check out the full guide to care inspections written by our Care Business Manager and former CQC inspector - Mick Feather. 

If you come on board with us, you could benefit from CQC Pro, our special online tool to self-evaluate against recognised CQC standards, care-specific policies and procedure templates, mock inspections and cyber security solutions – as well as 24/7 HR & Employment Law and Health & Safety support. 

If you’d like to chat about how Citation can support you with your compliance journey, just give us a call on 0345 844 1111or click here for a free quote and remember to let us know you’re a ‘WMCA’ member to access preferential rates.