Reporting for licensees

As a licensee for a day hospital or private hospital in Queensland you are expected to report to us about:

  • reportable events
  • clinical indicators
  • accreditation
  • fire compliance
  • temporary changes to your clinical services
  • patient information - Queensland Hospital Admitted Patient Data Collection (QHAPDC)
  • critical incidents
  • Root Cause Analysis (RCA) report.

Reports

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The application forms are formatted as interactive PDFs. Please open the forms in Internet Explorer or Firefox. Find help online or contact us at Private_Health@health.qld.gov.au if you have trouble downloading or completing these forms or call (07) 3708 5325 for a plain PDF version of the form.

Reportable events

Tell us about any reportable events at your hospital within 2 business days of the event. Reportable events are those events which result in death or likely permanent harm which was not reasonably expected as an outcome of healthcare. You can find the full list on the reportable events report. You can submit these via email to Private_Health@health.qld.gov.au.

Download the Reportable events report (PDF 197 kB) template.

Clinical indicators

Submit your clinical indicators after the 31 December and 30 June each year. The clinical indicators identify aspects of providing health services which may require closer monitoring.

You are required to report your indicators within 35 days of the end of each period. You can submit these via email to Private_Health@health.qld.gov.au.

Download the Clinical indicator report (XLSX 16 kB).

Accreditation

Provide us with a copy of your report on the outcomes of an accreditation assessment within 35 days of receiving it from your accrediting agency.

Send us a copy of your accreditation certificate or award when you receive it. This certificate includes the accreditation expiry date.

If you change your accrediting agency, you need to notify us within 21 days of the change.

You can provide accreditation information via email to Private_Health@health.qld.gov.au.

Fire compliance

Every 3 years, you must provide us a report to show you have complied with the legal requirements around fire compliance.

Contact your local Queensland Fire and Emergency Service (QFES) well before your current compliance certification expires to ensure your inspection can be conducted, and any necessary remedial action undertaken, prior to your current certification expiring.

You can provide fire compliance information via email to Private_Health@health.qld.gov.au.

Patient information - Queensland Hospital Admitted Patient Data Collection (QHAPDC)

Submit demographic and clinical information on all patients that have separated (discharged, died, transferred or statistically separated) from your hospital each month within 35 days of the end of that month. Find out more about the collection of QHAPDC reports - Queensland Hospital Admitted Patient Data Collection (QHAPDC) – Licensed Private Health Facilities factsheet (PDF 492 kB)

Authorised mental health services - critical incidents notification

If your hospital is an authorised mental health service, you are also required to notify us and the Chief Psychiatrist of any critical incidents.  The full list of eligible critical incidents is provided on the notification of critical incidents form.

For more information about the notification of Critical Incidents, see the Policy: Notification to the Chief Psychiatrist of critical incidents and significant non-compliance with the Mental Health Act 2016 (PDF 260 kB).

Download the Notification of critical incidents form (PDF 1132 kB) and return it to mha2016@health.qld.gov.au and private_health@health.qld.gov.au.

RCA

If a reportable event occurred at a private hospital or day hospital and an RCA was commissioned, then you are required to submit a copy of the completed RCA to the Chief Health Officer as soon as practicable. You can submit these via email to Private_Health@health.qld.gov.au.

Legislation

These reports are required by the:

  • Private Health Facilities Act 1999, Section 144
  • Private Health Facilities Regulation 2016, Section 7(2)(a)
  • Fire and Emergency Services Act 1990, Part 9A
  • Building Fire Safety Regulation 2008
  • Mental Health Act 2016, Section 305(2)(l)
  • Hospital and Health Boards Act 2011.

Private Health Regulation Unit

Contact the Private Health Regulation Unit with any queries you may have regarding licensing:

Phone: (07) 3708 5325
Email: private_health@health.qld.gov.au

Last updated: 5 February 2024