Preparing for a CQC dental inspection is one of the most important responsibilities for any dental practice owner or manager. While the inspection itself might only happen every few years, the level of scrutiny and the consequences of non-compliance can be significant—from reputational damage to enforcement actions.
That’s why having a comprehensive and regularly updated CQC dental inspection checklist is essential for ensuring your practice not only meets the minimum regulatory requirements but demonstrates a culture of quality, safety, and accountability.
At Agilio Software, we understand the demands of running a modern dental practice. Our comprehensive suite of dental compliance solutions are designed specifically for UK dental teams who want to stay organised, informed, and always ready for inspection—whether it’s for team CPD and GDC compliance, expert-led dental compliance outsourcing, or meticulous equipment management and compliance.
In this guide, we’ll cover:
- What a CQC dental inspection involves
- What the inspectors look for
- A comprehensive CQC dental inspection checklist
- Common pitfalls (and how to avoid them)
- How Agilio makes compliance simpler, faster, and more effective
Whether you’re new to compliance or looking to improve your existing systems, this article will give you everything you need to stay on track.
What Is a CQC dental inspection?
The Care Quality Commission (CQC) is the independent regulator for health and social care in England. Every dental practice that provides a regulated activity, whether NHS, private, or mixed, must be registered with the CQC and is subject to regular inspections.
The main purpose of a CQC inspection is to assess whether your dental service is:
- Safe – Are patients protected from harm and avoidable risk?
- Effective – Are treatments based on best practices and clinical evidence?
- Caring – Do staff treat patients with compassion, dignity, and respect?
- Responsive – Is care tailored to individual needs?
- Well-led – Is there clear leadership, governance, and culture?
These are known as the five key questions or five key lines of enquiry (KLOEs). Each area is scored and contributes to the overall judgement on your service.
Inspections can be announced (usually giving two weeks’ notice) or unannounced, especially in response to concerns or complaints. Practices must be ready at all times—not just when a visit is expected. Disgruntled employees or former employees may also trigger unannounced inspections by reporting a practice to the CQC.
Why a CQC dental inspection checklist Is essential
A robust CQC dental inspection checklist does more than help you pass an inspection. It forms the foundation of a culture of continuous compliance within your team.
Here’s what a good checklist helps you do:
- Track required documentation and policies
- Keep up with mandatory audits and risk assessments
- Maintain accurate and accessible staff records
- Demonstrate improvement through feedback and learning
- Promote accountability across the whole team
- Avoid last-minute stress and panic
In short, it helps you move from reactive compliance to proactive management—something the CQC greatly values.
The ultimate CQC dental inspection checklist
The following is a detailed, practical checklist grouped by the five CQC key questions. Each section includes evidence you should be able to show during your inspection.
1. Safe
- Safeguarding policies for both children and vulnerable adults
- Evidence of safeguarding training (to a level appropriate to role) for all staff
- Named safeguarding lead with appropriate training
- Infection prevention and control (IPC) policy and audits
- Decontamination protocols, HTM 01-05 compliance
- Sharps injury policies and procedures
- Legionella risk assessment and water testing logs
- COSHH (Control of Substances Hazardous to Health) assessments
- Emergency drug kits (with weekly checks)
- Fire safety checks and evacuation procedures
- DBS checks (appropriate to role) for clinical and non-clinical staff
- Health and safety risk assessments for premises and equipment
2. Effective
- Up-to-date clinical protocols (e.g., recall intervals, radiography, record keeping)
- Staff induction and training plans
- Records of clinical audits (e.g., infection control, X-ray quality, dental records)
- Evidence-based treatment planning and case notes
- Access to medical histories and allergy checks
- Policies for referrals and specialist care
- Evidence of learning and improvement based on audit results
- Evidence of patient consent being obtained and recorded appropriately
3. Caring
- Patient satisfaction surveys or feedback systems
- Accessible complaint procedures
- Demonstrated adjustments for patients with disabilities
- Respectful and dignified language in patient correspondence
- Private consultation areas for sensitive discussions
- Chaperone policy and procedures
4. Responsive
- Clear appointment systems and emergency slots
- Cultural sensitivity and language support options
- Adjustments for patients with learning difficulties or anxiety
- Flexible opening hours based on patient needs
- Feedback forms and documented actions taken from complaints
- Accessibility audits and improvements
- Complaints log with outcomes and learning points
5. Well-Led
- Clear leadership structure with documented responsibilities
- Business continuity and contingency plans
- Regular staff meetings with agendas and minutes
- Performance reviews and appraisal records
- Staff rotas and absence records
- Evidence of staff involvement in decision-making
- Whistleblowing policy
- Registration certificates (CQC, GDC, indemnity, ICO, waste carriers)
- Professional development and CPD logs
- Centralised policy management system with version control
How to organise your evidence for CQC inspections
It’s not enough to say you’re compliant—you need to demonstrate it. Here’s how:
- Centralise documents – Avoid scattergun filing systems. Use folders or dedicated digital platforms to keep key documents in one place.
- Keep records up to date – Policies should be reviewed regularly, typically annually or when regulations change.
- Track completion – Assign responsibility to ensure audits, training, and policy reviews are carried out.
- Use visual dashboards – Visual tools make it easier to spot gaps and take timely action.
- Back everything up – Cloud-based systems are best for ensuring nothing is lost or forgotten.
Common mistakes that could trigger CQC action
Even diligent practices can fall short. Here are some of the most common (and avoidable) compliance pitfalls:
- Outdated or missing policies
- Failure to complete or act on audits
- Staff unaware of key policies or procedures
- Incomplete training records
- No clear evidence of leadership or governance processes
- Inadequate safeguarding awareness or training
- Complaints handled informally without documentation
- Poor or inconsistent record-keeping
These issues are not just red flags for inspectors; they can put your practice and patients at risk.
Why paper checklists aren’t enough in 2025
While printable checklists have their place, modern dental practices face constantly evolving compliance demands—from new CQC guidance to updates in infection control protocols or data protection regulations.
With a paper-based system, it’s easy to:
- Miss updates
- Lose track of tasks
- Forget document expiry dates
- Duplicate work or lose files
Forward-thinking practices are turning to digital compliance solutions like Agilio to save time and streamline their dental compliance management.
Introducing Agilio: a smarter way to manage dental compliance
Agilio Software’s flagship compliance management solutions are built specifically for dental practices.
They replace guesswork, paperwork, and last-minute panic with smart, structured, and scalable systems for day-to-day compliance.
Key Features:
- Digital dashboard and calendar for full oversight
- Compliance workflows tailored to your practice size and type
- Expert compliance and HR support helpline
- Multi-practice support and scaling for larger groups or DSOs
- Industry-leading CPD and clinical training for your whole team, ensuring they’re always up to date.
- Simplified equipment maintenance and certification tracking with an automated dashboard, reducing downtime and manual effort.
- Outsourcing dental compliance activities to our experts to free up your time.
Whether you run a single practice or manage a group of clinics, Agilio ensures every location operates to the same high standard—day in, day out.
Final Thoughts: Compliance as a Culture
CQC compliance isn’t just a once-every-few-years box to tick—it should be part of your culture. With the right systems in place, your team can feel empowered, your patients better protected, and your practice positioned for long-term success.
A well-structured CQC dental inspection checklist is the foundation—but digital compliance tools like iComply, iManage, iLearn and iService take it to the next level, making compliance easier, faster, and far more reliable.
So, whether your next inspection is weeks away or still a distant possibility, the time to act is now.