If the Registered Manager of a CQC-regulated service in England will be absent for 28 days or more, providers must follow the rules on CQC compliance when a registered manager is absent to safeguard service quality and meet regulatory requirements. Failure to notify CQC and make robust interim arrangements can risk your service rating and operational continuity.
Regulatory Requirements: Notifying CQC
Under Regulation 14 of the Care Quality Commission (Registration) Regulations 2009, providers must notify CQC in writing of any planned or unplanned absence from the service for 28 days or more and submit a formal notification form. Providers must also notify CQC when the registered manager returns after such an absence.
Explore CQC guidance and notification forms:
- Absence of registered individual notification form
- Return after absence notification form
- Regulation 14 details
Service Continuity: Preparing for Temporary Leadership
Maintaining the safety, effectiveness, and leadership of your service during a manager’s absence requires a detailed, risk-based action plan. Effective strategies include:
- Designating an interim manager with relevant expertise and CQC “fitness” requirements.
- Assigning responsibilities to a deputy, responsible individual, or senior staff member.
- In larger organisations, deploying a peripatetic or area manager to provide hands-on support.
Your action plan should map operational priorities, leadership handover timelines, and week-by-week duties. Identify tasks suitable for delegation and those that must await the manager’s return. If operational delay is unavoidable, include rationale and mitigation in documentation.
Governance and Risk Management
To ensure compliance with CQC’s “well-led” and “safe” standards during manager absence, integrate robust governance and risk management steps:
- Update business continuity plans and ensure emergency contacts are transferred.
- Communicate interim arrangements to staff and stakeholders.
- Conduct and document risk assessments for leadership transitions and critical operations.
- Monitor the impact on service quality, safeguarding, and compliance indicators.
Practical Checklist for Providers
- Notify CQC in writing at least 28 days in advance (or as soon as possible for unplanned absences).
- Appoint a competent interim manager and update the fit person records.
- Revise business continuity and risk management plans.
- Inform staff, residents/service users, and stakeholders of interim governance.
- Review regulatory compliance weekly and document all actions.
Boosting Quality and Governance
Outstanding providers go further during leadership transitions:
- Schedule regular audits and mock inspections.
- Enable nominated individuals and senior managers to monitor operations.
- Engage service users and families for feedback.
- Document all decisions, especially relating to risk and delegated authority.
Download: Registered Manager Absence Quick Guide
For a printable checklist or downloadable action plan template, contact our team or access our governance toolkit on the Care Quality Support website.
