Tip 1 - Understanding the concept, its all in the name...

It is obvious but almost always missed.

To help you frame and give context to all the tasks you need to complete your registration it is important to remember that HIS is a continuous improvement entity.

Information, standards and, therefore, inspector expectations will change over time.

It is your job to understand that it is about 'Continually Improving Healthcare delivery for patients in Scotland' and to support this you need to:

• Continually improve your healthcare delivery to your patients, it's not complicated, it's what you do every day as a healthcare professional. Just think Plan, Do, Study, Act (PDSAs) and you will be on the right track.

How will I know what to change and when?

• It's really simple, actively listen to your patients. The emphasis is on the word 'actively,' meaning asking, listening and maintaining a high level of communication with your patient, building your trust relationship.
• Collect and write down everything a patient likes or dislikes and create a PDSA to do more of what patients like and reduce or eliminate what patients don't like. 
• Recording this process in a simple PDSA document gives you exactly what HIS inspectors want to see. Clear evidence that you are actively listening and to patient feedback and making continuous improvements over time.

What else must I do?

• Keep engaged and up to date with industry best practice:
• suggest, contribute, benchmark, seek and implement HIS improvements and continually amend your aesthetics clinic practice.

Tip 2 - Don't be shy. HIS are there to help you...

We are always apprehensive when contacting someone new, aren't we? Naturally, we worry about what to say, and we associate the word 'Inspector' with negative connotations such as being judged, possible failure, noncompliance, and possible reprimand and punitive measures.

Let me put you at ease. HIS helpline staff and inspectors are very friendly and often have a medical professional background, such as nursing.

They are very keen to help you to understand:

• What you need to know.
• What you need to do
• How to get there

So any questions you have, be confident that HIS staff will be supportive, friendly and keen to answer your queries.

Just phone their Helpline 

0131 623 4342

Tip 3 - Consider your business approach

At this point, you and almost all other medical professionals think... Oh Ohh... business approach? Wait a minute; I don't know anything about business.

Don't worry too much. You will learn and experience how to complete business tasks as you go.

Before applying to register with HIS, a simple decision must be made so that you may fill out the pre-registration form. Will you register as a 'Sole Trader' or a 'Private Limited Company?'

Registering as a sole practitioner is quicker and can be initially cheaper for you to process your financial accounts using a bookkeeper service(approx £600).

But consider liability?

What happens if you carry out an act out-with the scope of your indemnity insurance and you are not covered against a claim?

However rare, this issue could affect you, your property, and your livelihood.

Now introduce a 'Limited Company.' When you register a limited company you create a separate entity from you, almost like a sealed container, to carry out all your business activities inside. A limited company limits your liability to any claim made against you and protects your personal financial life from your business activities.

Although you will need the services of an accountant to register your business (approx £200) and (yearly accounts £800 to £1200),

Here are just some advantages of an LTD company:

• You have Limited Liability
• Can pay much less tax via simple dividend issue.
• You can issue up to £10'000 interest free loan to yourself as the director.
• You will appear more trustworthy and professional to patients and stakeholders.
• You will receive expert financial and business advice and support.
• You can also control how much personal income you gain from the business to avert paying the higher rate income tax of 41%(Scotland, Oct 2022) and instead build up your business capital. If you are a sole trader, you will be automatically subject to a 41% tax on all income above the higher rate threshold. This, more often than not, will be significantly more than the cost of paying for accountancy via LTD company.

Please contact a professional accountant for initial advice and registering your business.

Tip 4 - Take time to understand the process

As you begin registering your business with HIS, knowing where you are going, what stages you need to complete, and in what order is helpful. If you don't, you will find yourself going around in circles!

Here are the stages you need to complete in the correct chronological order.

Tip 5 - Let's get started 

To start your process of registration, you need to fill out a Pre-Registration form.

Available here:

https://www.healthcareimprovementscotland.org/our_work/inspecting_and_regulating_care/independent_healthcare/register_a_new_service.aspx

This form is an initial contact form to present basic details of your service to HIS, such as:

• Your name and contact details
• Your business details
• Services you provide
• Professional groups providing services
• Are you already trading?

Send this to HIS via post or email and you will receive an acknowledgement.

You will then be given an online account with a password on the online HIS digital Portal. This is where you register, upload and save your application progress for your allocated inspector to view and assess your application.

Tip 6  - Gathering information and post to Portal.

Now that you have began the process you now need to provide HIS with all the information they require... and hold on to your hat... it is a lot of information!

And it has to be. It has to be thorough to ensure the validity of clinic owners, managers and staff and to establish their fitness to practice and engage in the running of Independent Healthcare Services(IHS) in Scotland.

And it is at this point, like most practitioners, you will feel lost and overwhelmed with the realisation of the task in hand.

Don't panic, keep your head and plan your steps in a logical manner.

• Read through all your key documents to give you an overview of what HIS deem as key to your application. Available at the bottom of this page here: https://www.healthcareimprovementscotland.org/our_work/inspecting_and_regulating_care/independent_healthcare/register_a_new_service.aspx
• Click and browse through the 'applications' section of the HIS Portal to get a feel for what they are looking for.
• Write down a list of all the information required and in what order, then make a simple checklist.
• Simply work your way through your checklist and tick them off as you go. It's really important that you can see the progress and keep working towards the finish line.

A sub-tip! when beginning to complete your registration form, you only complete Part 1 if you are an individual, i.e. a 'Sole Trader'.

If you have a registered company, the company is 'An applicant who is not an Individual' and you fill out part 2, remember when we said that a limited company is a separate entity from you? Keep in mind that you are not applying for the HIS registration... your company is, and as a director you are just a paid or unpaid employee of the company and with regards to your HIS application, you will be the appointed manager of the service.

Tip 7 - The most important tip of all, make your HIS inspector's job easy.

To enter into the healthcare field as an occupation means one thing, that you care, and it is an intrinsic value we all share as medical professionals. So care for your inspector and put yourself in their shoes. It must be very challenging to coach, mentor and support applicants through their HIS registration process every day.

Take the time to learn what is required and present your information simply and logically.

If you are unsure of any required information, pick up the phone to the helpline and ask their advisers, who will be keen to help.

Prepare as thoroughly as possible before submitting your application, and your inspector will appreciate your dedication and commitment. This will set you off on a sound footing with your inspector for the future.

Looking for more help and guidance on registering with Healthcare Improvement Scotland?

At Sensa Medical Aesthetics Academy we help fellow medical professionals prepare and submit their HIS registration applications.