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Application process for a protected quality assurance activity (PQAA)
This section provides an overview of the process for applying for a PQAA. Additional information is provided in our guidance document. Please read all guidance before applying.
The role of the Ministry
The Ministry of Health is responsible for processing applications for a PQAA. Once an application is submitted it must go through the following steps.
Timeframes
The process to establish a PQAA is dependent on the capacity of various teams at the Ministry and may take up to six months.
Ensuring you read the guidance document before submitting an application will improve the efficiency of your application process. You can also look at current notices on the New Zealand Legislation website.
Completing an application for a PQAA
When completing the application form for a PQAA you will be asked to consider the following:
- the proposed name of the quality assurance activity
- the purpose of the activity
- the methodologies used for the activity including improvement and implementation processes
- what the notice intends to protect
- how it is in the public interest the activity is protected
- nominating responsible person for the activity and how they meet the requirements of a responsible person.
Before completing an application, you should read the guidance document available. This contains helpful prompts and explanations in relation to each question in the form.
Nominating a responsible person for your PQAA
As part of the application for a PQAA you must nominate a responsible person who will be responsible for reporting. Annual reporting is a requirement to maintain a PQAA notice. Specific reporting requirements can be found on this page under Annual reporting and in the guidance document.
It is important that the nominated responsible person is independent from the practitioners whose practice is being assessed. For more information about ensuring independence and nominating a responsible person please read the guidance.
Please note when nominating a responsible person, you will be required to confirm you have completed recent criminal convictions check for the person. You can find information on how to request this check at Criminal record check on the Ministry of Justice website.
Submitting an application for a PQAA
Completed applications and inquiries related to submitting an application should be sent to [email protected].
Replacing a responsible person
It is important all PQAA notices have a nominated responsible person. This section outlines the process for replacing a responsible person when required.
When a responsible person needs replacement
An application to replace a responsible person should be submitted when the current responsible person is no longer in their role for reasons such as, resignation, death, or the revocation by the Director-General.
Timeframe
It is important that you apply for a change of responsible person as soon as you are aware of the anticipated change. A replacement responsible person must be appointed within 31 working days of the current responsible persons end date otherwise, the activity will not be protected.
Submitting an application for replacement
To replace a responsible person please read the guidance document and complete the application form.
Please note when nominating a responsible person, you will be required to confirm you have completed recent criminal convictions check for the person within the last three years. You can find information on how to request this check at Criminal record check on the Ministry of Justice website.
Completed applications and inquiries related to submitting an application should be sent to [email protected].
Annual reporting for PQAA notice holders
This section outlines the reporting requirements for PQAA notice holders. Failure to meet annual reporting requirements may result in the PQAA notice being revoked.
Responsibility for annual reporting
It is the responsibility of the responsible person to meet reporting requirements including the submission of an annual report. Providers/organisations should support their responsible person to meet reporting requirements by providing sufficient information to produce a report.
Annual report due date
The annual report must be submitted no later than two months after the anniversary date of the PQAA notice issuance date. To find out when your annual report is due, please contact the secretariat at [email protected].
Purpose of the annual report
The purpose of the annual report is to satisfy the Minister of Health that the PQAA continues to be in the public interest and is effective in achieving its goals.
The annual report will be assessed internally to ensure reporting requirements have been met. You will be notified of the outcome of your annual report and if any amendments are required.
Submitting an annual report
Please use the reporting template provided and report on activities separately.
The following information should be provided in your annual report:
- any problems or issues that have been identified as a result of the activity
- what action has been taken to resolve or address the identified issues/problems
- what recommendations have been made as a result of the activity
- how will these recommendations be implemented and monitored
- how will improvements be monitored.
Further information as to what should be included in your annual report can be found in the guidance document. We recommend you read this before submitting your report.
Completed annual reports and inquiries related to reporting and any other queries related to Quality Assurance Activities should be sent to [email protected].
