How to Register a Dental Practice With CQC: A Step-by-Step Guide
Updated: Sep 3
If you are opening, buying or taking over a dental practice in England, you may need to register with the Care Quality Commission before providing regulated dental treatment.
CQC registration is not simply an administrative formality. You must demonstrate that your proposed dental service will be safe, effective, caring, responsive to patients’ needs and well-led. CQC may reject an application that is incomplete, inconsistent or submitted before the practice is ready.
This guide explains how to register a dental practice with CQC, including the supporting evidence now required specifically for oral health services.
Does a dental practice need to register with CQC?
Most dental practices providing regulated dental care in England must register with CQC.
It is an offence under section 10 of the Health and Social Care Act 2008 to carry on a regulated activity without being registered. You must therefore obtain the correct registration before providing regulated treatment.
The requirement applies to both NHS and private dental services. A new application may be required when:
opening a new dental practice
buying or taking over an existing practice
changing from a sole trader or partnership to a limited company
establishing a dental body corporate
adding a new location
introducing a regulated activity that is not covered by an existing registration
CQC registers the legal provider, not simply the trading name of the practice. Purchasing a dental business does not automatically transfer the seller’s CQC registration to the buyer.
Before applying, read CQC’s scope of registration guidance and establish exactly which legal entity will operate the service.
Step 1: Decide who the registered provider will be
The first important decision is the legal identity of the provider.
The applicant may be:
an individual or sole trader
a partnership
an organisation, such as a limited company
The name on the application must match the legal entity that will actually carry on the regulated activities.
This is particularly important when buying a dental practice. If a new limited company will operate the practice, it will normally be that company that must apply. An existing registration held by the seller, an individual dentist or a different company cannot simply be used by the new provider.
Changing the provider after registration may require a completely new application, so the proposed ownership structure should be settled before you begin.
Step 2: Identify the correct regulated activities
You must apply for every regulated activity that will be carried on by the dental service.
For a typical dental practice, the relevant regulated activities may include:
Treatment of disease, disorder or injury
Surgical procedures
Diagnostic and screening procedures
The correct selection depends on the treatments and diagnostic procedures the practice intends to provide. Not every dental service will necessarily require the same combination.
The regulated activities must be consistent throughout the provider application, registered manager application, oral health additional form and statement of purpose.
Selecting the wrong activities or describing them inconsistently can delay the application or cause it to be rejected.
Step 3: Identify the dental practice location
CQC describes a location as the place at or from which regulated activities are managed or provided.
For most dental providers, the practice premises will be a registered location. If you intend to operate more than one practice, you may need to complete additional location sections and explain how each location will be managed.
CQC expects new providers to be ready to provide their proposed services. You should not submit an application while:
substantial building work remains outstanding
essential dental equipment is unavailable
key staff have not been recruited
necessary policies and procedures are not in place
required safety certificates or permissions are outstanding
The premises should be ready for a possible site visit and suitable for providing safe dental care. CQC may refuse an application if it cannot be satisfied that the premises are appropriate.
Step 4: Appoint a registered manager and nominated individual
Organisations and partnerships normally need a registered manager for each regulated activity.
An individual provider will also require a registered manager if they will not personally be in full-time, day-to-day charge of the regulated activities.
The registered manager shares legal responsibility with the provider for ensuring the service complies with the relevant regulations.
CQC expects a proposed dental registered manager to demonstrate:
suitable dental or healthcare knowledge
relevant management experience
an understanding of the Health and Social Care Act regulations
knowledge of dental governance and patient safety
an ability to manage the needs of the relevant patient groups
an understanding of safeguarding, consent and mental capacity
knowledge of complaints management
an understanding of medicines and medical emergencies
knowledge of infection prevention and control
an ability to identify, assess and manage risks
An organisation must also nominate an individual to supervise the management of the regulated activities on its behalf.
In a smaller dental company, the same person may sometimes act as both the nominated individual and registered manager, provided the legal requirements for both roles are met.
Any required registered manager applications must be submitted with the provider application. CQC states that applications will be returned when the required manager forms are missing.
Step 5: Arrange the required DBS checks
Anyone applying as an individual provider, registered partner or registered manager must have an appropriate enhanced Disclosure and Barring Service check before submitting their application.
The DBS certificate must generally be no more than 12 months old.
The required barred-list information depends on whether the dental practice will provide services to:
adults only
children only
adults and children
Dental practices treating patients of all ages will normally require the appropriate adults’ and children’s barred-list information.
Registered healthcare professionals, including professionals registered with the General Dental Council, may use an enhanced DBS certificate that meets CQC’s requirements without it being countersigned by CQC. CQC requires the original paper certificate to be submitted by post in these circumstances.
Applicants who are not registered healthcare professionals will normally need a CQC-countersigned enhanced DBS check.
CQC does not accept a check through the DBS Update Service as a substitute for its registration process.
Read the latest CQC guidance on DBS checks before applying.
Step 6: Prepare the core supporting documents
CQC requires all new provider applicants to submit a core group of supporting documents.
At the time of writing, these include:
building control final certificate, where applicable
complaints policy
consent policy and procedure
equality, diversity and human rights policy
governance and quality assurance policies
infection prevention and control policy
medicines management and prescribing policy
public and employer liability insurance quote or certificate
recruitment policy
safeguarding policy and procedure
statement of purpose
A financial viability statement may also be required, depending on the type of provider and service.
Every supporting document should include:
the name of the applicant business
the name of the person responsible for the document
the date it was created
the date it will be reviewed
Documents must be complete, current and relevant to oral health services. They should also be consistent with the rest of the application.
References to legislation and professional guidance should be up to date and include working links.
Generic policies are a common weakness. For example, an infection prevention and control policy should reflect the equipment, decontamination arrangements and workflows that will actually be used in the dental practice.
A policy copied from another healthcare sector is unlikely to demonstrate that the proposed dental service is ready to operate.
You can check CQC’s current requirements in its new-provider supporting-document guidance.
Step 7: Prepare the oral health supporting documents
CQC has additional registration requirements specifically for oral health services.
As well as the core supporting documents, a dental provider must currently submit:
critical examination and acceptance test reports
fire risk assessment
Health and Safety Executive ionising radiations regulations registration
health and safety risk assessment
legionella risk assessment
LOLER lift safety certificate, if applicable
radiography risk assessment and Local Rules document
You must also complete CQC’s additional form for oral health services.
These documents must relate to the premises, equipment and services included in your application. For example, your Local Rules and radiography risk assessment should correspond with the X-ray equipment installed at the practice.
CQC may ask for further evidence during its assessment. Dental applicants should therefore have the following available, but CQC advises that these should not be submitted unless requested:
practice floor plan
electrical installation certificate
emergency lighting completion certificate
gas safety certificate, where applicable
fit and proper persons policy for directors
medical emergencies and resuscitation policy
serious incident policy and procedures
Inspectors may also request installation, testing or calibration evidence for equipment including:
decontamination equipment
autoclaves
compressors and pressure vessels
amalgam separators and suction units
ventilation or air-reprocessing equipment
Depending on the proposed service, CQC may request documents that are not included in its published list.
The full requirements can be found in CQC’s oral health supporting-document guidance.
Step 8: Write an accurate statement of purpose
Your statement of purpose is a legal document explaining:
who the provider is
the provider’s aims and objectives
what services will be delivered
where the regulated activities will be provided
which patient groups the practice will treat
which regulated activities will be carried on
who will manage each activity and location
For each location, the statement of purpose should include:
its address and contact details
a description of the location
the type of service provided
the needs of the people using the service
the regulated activities provided there
the registered manager responsible for those activities
The information must agree with the application forms.
Common inconsistencies include different business names, addresses, patient age ranges, regulated activities or registered manager responsibilities appearing across different documents.
CQC’s updated statement of purpose guidance should be followed when preparing this document.
Step 9: Complete and check the application forms
Download the latest provider application and oral health forms directly from the CQC website. Do not rely on previously downloaded forms because CQC periodically updates them.
Every mandatory field must be completed.
The application should accurately describe:
the legal provider
directors or partners
the nominated individual
the registered manager
the proposed locations
the regulated activities
the dental service type
the number of dental chairs, where requested
the patient groups the practice will serve
how the service will be safe, effective, caring, responsive and well-led
CQC states that applicants must complete their own applications.
A consultant can explain the requirements, help prepare draft responses, review evidence and check the application for inconsistencies. However, the applicant remains responsible for ensuring that all information is accurate and for signing the declaration.
Before submission, compare the provider form, manager form, oral health form, statement of purpose and policies. A single inconsistency can result in further questions, delays or rejection at the initial validation stage.
Step 10: Submit the complete application
CQC currently requires new-provider applications to be submitted using its downloadable forms and sent by email.
The submission should include:
the main provider application
the oral health additional form
registered manager forms, where required
additional location or nominated individual sections
the statement of purpose
all required core documents
all required oral health documents
CQC will reject or return incomplete applications.
It may also reject supporting documents that are:
out of date
inaccurate
incomplete
unsuitable for the proposed service
inconsistent with other parts of the application
not relevant to the regulated activities being applied for
What happens after submitting the application?
CQC will first check whether the application is complete and whether the supporting evidence is relevant.
If the application passes these initial checks, the assessment may include:
requests for further information
a fit-person interview
a registered manager interview
a nominated individual discussion
a site visit
You should be prepared to explain how the dental practice will manage:
infection prevention and decontamination
radiography
safeguarding
consent and mental capacity
medicines and prescribing
medical emergencies
complaints
recruitment
clinical governance
patient safety incidents
risks to patients, staff and visitors
learning and continuous improvement
Your answers should be supported by the systems, policies, staff arrangements and physical resources that will actually be in place.
How long does dental CQC registration take?
CQC advises that registration is a rigorous process and may take a few months.
The time required will depend on:
whether the initial application is complete
the quality and relevance of the supporting documents
whether additional information is required
the availability of the applicant and proposed manager
whether CQC decides to carry out a site visit
whether any concerns are identified
CQC expects applicants to agree dates for assessment activities within 28 days of being contacted. If CQC cannot contact you or agree an assessment date, the application may be returned or CQC may propose to refuse it.
You must not begin carrying on regulated activities until CQC has formally confirmed your registration.
Common reasons dental registration applications encounter problems
Some of the most common problems include:
applying under the wrong legal entity
choosing the wrong regulated activities
submitting an outdated application form
failing to include the oral health additional form
missing registered manager forms
missing radiation or premises safety documents
submitting generic policies
using inconsistent provider or location details
applying before the premises are ready
failing to demonstrate how the service will be well-led
providing vague answers that do not refer to supporting evidence
A strong application should present one consistent and credible account of how the dental practice will operate safely.
Getting help with a dental CQC registration application
Dental registration applications require several documents to work together as one coherent account of how the practice will be managed.
Problems often arise when policies are generic, regulated activities are selected incorrectly or information differs between the provider and registered manager applications.
As a former CQC inspector, GDC-registered dental nurse and former dental practice manager, I understand both the regulatory process and the practical realities of running a dental service.
My CQC registration application support can include:
guidance on the appropriate provider structure and regulated activities
support preparing the application form
a tailored standard operating procedure
a review of key supporting documents
consistency checks across the application
registered manager fit-person interview preparation
The applicant remains legally responsible for the application and the accuracy of all information submitted.
Download the Free Dental Practice CQC Registration Checklist
Preparing a dental CQC registration application involves more than completing the main provider form. You must also prepare the correct policies, risk assessments, technical records and oral-health-specific supporting documents.
Download my free Dental Practice CQC Registration Checklist to help you:
confirm the correct provider, locations and regulated activities
identify the core policies and supporting documents required
prepare the additional evidence required for oral health services
check that your registered manager and DBS arrangements are ready
complete a final consistency check before submitting your application
The checklist includes practical tick boxes, space to record evidence and a final sign-off section.
This is an independent resource produced by CQCconsultancy.net. It is not produced, approved or endorsed by the Care Quality Commission. CQC requirements can change, so applicants should always check the latest official guidance before applying.
CQC guidance and application requirements can change. Always check the latest CQC forms and guidance before submitting an application. This article provides general information and does not constitute legal advice.
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