Information for providers using the online forms application

Accessing your account

Username and password details are issued either after submitting an application for a new Legal Entity (if you are not already a provider), or four months before you need to renew your Regulatory Instrument. If you wish to apply earlier than this, please contact HealthCERT directly.

Video tutorials

A series of five short tutorial videos provide instruction on the basic tasks that can be carried out using the online forms. Watch the first video below:

Transcript

Hello, I’m Geoffrey Thompson, from the HealthCERT team in the Ministry of Health. I’m here to talk about the new on-line forms that we have available for providers who are required to be certified under the Health and Disability Services Safety Act 2001.

We’ve had online forms available for some time but we’ve now upgraded and improved them to make them easier to use and better for providers.

We have four forms available, one to register your legal entity with HealthCERT when you first want to make an application; a form for applying for a new certificate for a new place or for a premises that you are purchasing; a form for renewing your certification, when your certification is due to be renewed and forms available for adding a service to an existing certificate or making a change to a premises that you have certified.

To access the new online forms you go to the same page on the Ministry’s website that you’ve always gone to. If you go to the page for certification, you will find a section for providers, and then under that a section for applying for certification.

One new aspect of our online forms that you will notice is that all addresses are now type ahead. You can start typing your address. The system will search our data base and bring up the correct address based on what you have typed in. This applies to both physical and postal addresses.

One of the new things in our new online forms is the ability to add website addresses for your organisation and individual premises. However, when you are entering these, please include the full address. The easiest way to do this is to bring the website up, copy the full address out of the address bar and paste it into the relevant website field.

The new online forms are initially being deployed for HealthCERT applications under the Health and Disability Services Safety Act 2001. However, we do plan to use this system for other applications with the Ministry of Health. For example licences to wholesale and drugs or licenses to operate a pharmacy.

As such we do use some general language in these forms.

A regulatory instrument is a generic term for all certificates, licenses, authorities and the like that can be applied for through the Ministry of Health.

To view the remaining videos, visit the Ministry’s Video tutorials YouTube playlist.

Understanding key terms

Legal Entity: Refers to the legal name and structure of your organisation. This could be a company (under the Companies Act), an incorporated society, a charitable trust, a partnership, or similar.
Regulatory Instrument: A general term for a certificate or licence issued under legislation, specifically under the Health and Disability Services (Safety) Act 2001 in this context.
HPI Number: The Health Practitioner Index number uniquely identifies health professionals in a national database. If you don’t have this number when completing a form, leave the field blank and provide the individual’s details in the fields below.

Application and invoicing processes

When an application is submitted, an invoice is automatically generated. If the application does not proceed, the invoice can be credited. Once a new Legal Entity application is processed, you will receive confirmation via email and be provided with login credentials to apply for a Regulatory Instrument.

Notifications and renewals

The nominated contact person for your organisation will receive an email notification four months before the expiry of any current Regulatory Instrument, prompting them to reapply.

Changes to service or premises

If you add a new service type, an audit will be required to ensure certification for the new service. For changes in bed numbers, whether an audit is needed depends on the scale of the change.

Online forms availability

Currently, the following forms are available through the online application (login required):

Register a new Legal Entity (ie, a registered company, incorporated society or trust that intends providing health or disability services)
Apply for a new regulatory instrument (ie, apply for certification)
Renew a regulatory instrument (ie, apply for re-certification)
Add services or change premises

Other forms are available on the Ministry’s website and do not require login:

Applying to reconfigure and/or increase capacity
Update a Legal Entity
Notify of an incident (Section 31)
Report on an ACC Notification of Harm
Annual service provider declaration
Residential Disability intellectual and/or physical services providers’ surveillance declaration

Updating your Designated Auditing Agency (DAA)

You can update your DAA when applying or reapplying for a Regulatory Instrument. If the change is not related to an application, please email: [email protected].

System requirements

The online forms application is web-based and does not require special software.

Further support

For assistance, contact the Ministry on 0800 113 813. A user guide is also available within the online forms application.