The IT evidence your CQC inspection actually needs

When a CQC inspection is approaching, the clinical side of your practice is usually well prepared. The part that catches teams out is the IT and information-governance evidence sitting quietly behind the scenes. Inspectors increasingly expect to see that patient data is protected by real, documented controls — not just good intentions.

Here is the IT evidence worth having ready before the inspector arrives.

Backups you can prove

A backup is only useful if it works. Inspectors want to know that patient records and clinical images are backed up, that the backups are encrypted, and that you have actually tested a restore.

• Daily, automated backups of your practice-management database
• Off-site or cloud copies stored in the UK
• A dated record of your most recent successful restore test

Access control

You should be able to explain who can access patient data and how that access is controlled.

• Individual user accounts — no shared logins
• Strong passwords and multi-factor authentication where possible
• A process for removing access when a staff member leaves

Security and patching

• Antivirus and endpoint protection across all surgery computers
• A supported, patched operating system — Windows versions that are still receiving security updates
• A firewall protecting your practice network

Policies and DSPT

Inspectors look for written policies, not just working systems. At minimum, keep a current data-security policy, an incident-response process, and — if you deliver NHS care — a completed NHS Data Security and Protection Toolkit submission.

The practices that sail through are not the ones with the most expensive IT. They are the ones who can quickly produce the evidence that their IT does what they say it does.

If your evidence is scattered or out of date, that is exactly the kind of thing we help practices pull together. Book a call and we will walk through your current position.