Advisory details
| Item | Details |
|---|---|
| VERSION | 1.0 |
| DATE OF PUBLICATION | 5 September 2024 |
| REPLACES | Advisory GP18/03: Physical relocation of a general practice to other premises published 22 August 2018 |
| STATUS | Active |
| COMPLIANCE | Mandatory |
| APPROVED FOR DISTRIBUTION BY | COO |
| REVIEW DUE DATE | 5 September 2026 |
| INFORMATION IN THIS ADVISORY APPLIES TO: |
|
| KEY RELATIONSHIP | Not applicable |
| RESPONSIBLE OFFICER | Margaret Banks Director, National Standards |
| CONTACT DETAILS | Phone: 1800 304 056 Email: AdviceCentre@safetyandquality.gov.au |
| LINKAGES TO OTHER ADVISORIES and/or DOCUMENTATI ON | |
| ATTACHMENTS | |
| NOTES (if applicable) | Nil |
Purpose
To standardise the requirements for assessment of an accredited general practice following the relocation of the general practice’s physical premises, in part or whole.
Issue
Relocating a general practice may create additional safety and quality risks for patients. The degree of risk is dependent on the changes involved with the relocation, such as the:
- Business operation
- Physical size and layout
- Equipment
- Personnel
- Governance arrangements
- Management systems.
It is also affected by the extent and detail of planning prior to relocating, and the degree to which key stakeholders are involved in the change management processes.
There are currently variations in the way approved accrediting agencies approach the relocation assessment of general practices.
Relocation may impact the general practice’s eligibility for Commonwealth funded programs that require accreditation against the Standards, such as:
It is the responsibility of the general practice to be aware of the latest requirements and comply with them to maintain eligibility.
As at 5 September 2024, relocating general practices need to provide Services Australia with a copy of an updated accreditation certificate within 6 months of relocating to maintain access to PIP and WIP – Practice Stream payments.
Requirements
Prior to the relocation assessment
General practices must notify their accrediting agency of their intention to relocate as soon as reasonably possible and comply with the relocation assessment requirements. If the general practice’s relocation has been completed or will be completed with:
- 8 months or less remaining on their accrediting expiry date, their new location may be assessed through their routine assessment
- more than 8 months remaining on their accrediting expiry date, a relocation assessment is warranted.
Relocation assessments must be conducted within 3 months of completing relocation. General practices should consult their accrediting agencies to determine their eligibility for accreditation and the exact timing of their relocation assessment.
Accrediting agencies must assess the new location on site to ensure all additional safety and quality risks created by the relocation are rigorously assessed. Accrediting agencies may seek approval from the Commission to conduct a hybrid assessment in exceptional circumstances as stipulated in Conducting hybrid assessments under the National General Practice Accreditation (NGPA) Scheme.
If required indicators are not met at relocation assessment, then a remediation period of 20 business days may apply. The assessment and submission of a report to the general practice must be completed within 45 business days of the commencement of the relocation assessment.
During the relocation assessment
The relocation assessment must include a review of compliance to the RACGP Standards for general practices indicators as listed in the document below:
If the relocation will also result in changes that may require an out-of-cycle assessment as stipulated in Guidance on out-of-cycle assessment for general practice, it may be aligned with the relocation assessment.
Outcome of the relocation assessment
The accrediting agency will provide an initial report to the general practice within 5 business days of the conclusion of the relocation assessment.
Where all mandatory indicators are ‘met’, the general practice’s accreditation award will remain in place.
Where one or more indicators are ‘not met’, the general practice will have a 20 business day remediation period to address any of the ‘not met’ indicators. At the end of the remediation period, the accrediting agency will conduct a final assessment to determine if all indicators have been ‘met’.
The accrediting agency then has 20 business days to provide the general practice with a final report.
If accreditation is retained, a new accreditation certificate with the latest practice details will be issued to the general practice. The accreditation expiry date will remain unchanged unless the general practice has been routinely assessed for a new accreditation cycle.
If one or more indicator is rated ‘not met’ at the completion of the relocation assessment, the general practice’s accreditation will be withdrawn.
A relocation assessment process flow chart is linked below:
Appeal process
General practices have 20 business days from receiving the final assessment report to submit an appeal. Appeals should be made to the accrediting agency in the first instance. Following the completion of this appeal, practices may appeal to the Commission within 20 business days of receiving the outcome of an appeal to the accrediting agency.
The Commission will only consider appeals where there is evidence that the relevant accrediting agency did not comply with Commission specified policies, processes and/or directions relating to the assessment conducted as detailed in Advisory GP23/02: Request for extensions and appeals.
If the Commission does not determine the general practice’s accreditation should be reinstated, there is no further avenue of appeal.
Costs
All costs of the relocation assessment are the responsibility of the general practice being reassessed.
General practices with concerns about processes for relocating can contact the Commission’s Advice Centre on 1800 304 056 or email AdviceCentre@safetyandquality.gov.au.