DHB - District Health Boards
Unsure what standards apply to you?
We're happy to help talk you through it.
Required: For all District Health Boards (DHBs) regulation requires Certification to the Health and Disability Service Standard NZS8134. The Ministry of Health (MOH) award the Certification and make decisions about the length of Certification including surveillance requirements. This is currently three years with a surveillance audit at the mid point.
Choice: Additionally, to stretch your organisation and focus on improvement, the EQuiP Accreditation can be useful. The period of Accreditation would align with the MoH Certification timeframes. Note: these can be completed together as a dual event.
To view the general audit process please click here
To view the EQuiP accreditation process please click here
Frequently asked questions
How do I engage DAA Group as my auditing agency and arrange for the certification audit?
We will make it easy for you! The first step is to fill in the 'Request for Proposal' form or to call us on 0508246776. We can send you information with the benefits of selecting DAA Group as your auditing agency. Once we have your information, we will send you a proposal of our costs and breakdown of our services. Then, once you have agreed for us to be your auditing agency, we will begin working with you to find an audit date that will suit you and the auditor/assessor team.
Can you help us prepare/improve our policy and procedure documents?
In the interests of remaining independent, we are not able to assist you to develop or prepare procedure documents. However, we will give feedback following our review of your documents as part of the audit preparation. This will help you improve your documents.
We can also conduct a gap analysis if you are preparing for certification as an Allied Health provider, which will assist you to know where your gaps are prior to your audit.
We may be able to also provide you with the contact details of consultants who can assist you with your documentation improvement process.
How much will an audit cost?
That depends on a number of things, the most important being how big and complex your service is. Our costs are always based on how many auditors/assessors are required and how long the work will take. We want the process to be of value to you, so it's important to have adequate time for the audit. We want to provide you with an audit process you can trust.
Be aware that the cost includes planning and preparation, the off-site document review (if required), on site audit and reporting, and the final preparation for your certification.
Are there extra costs for the surveillance audit, or has this already been covered?
Yes, the costs of the surveillance audit are already covered in the proposal and/or the services agreement.
How does a surveillance audit differ from a Certification audit?
A surveillance audit involves a subset of the standards plus the areas requiring improvement. The audit is for one day only and the lead auditor and technical expert are both onsite. There is no document review required prior to this audit.
Are all our staff involved in the audit?
We are very aware that this is your process, and we are always mindful of being a guest in your service. Having said that, there are many rules (rightly) set by the Ministry of Health about how audits must be conducted and so we must follow these rules to meet your needs and ours. An important part of the audit is talking to people, and this includes staff. We generally talk with staff in groups, that way it's less scary for them, but sometimes we need to talk with people individually. We assure you this is always done sensitively and with respect. It works best when we can talk with staff who undertake the work.
What documents do the auditors require?
Prior to the onsite audit, your organisation is required to complete a self-assessment and send us your policy and procedure documentation along with organisational information. The lead auditor will undertake a document review and analysis of the self-assessment approximately 6 weeks prior to the onsite audit. You will receive feedback following this review.
What happens onsite during an audit?
We will provide you with an itinerary prior to the audit. The audit commences with an opening meeting, where the auditor(s) will introduce themselves and discuss how the day will unfold plus explain the methodologies that will be used to gather information. The auditors are flexible and will make changes if required on the day. They will answer any questions you may have. The DAA Group are cognisant of the need for your organisation to run smoothly and will always work around whatever is happening on the day. At the end of the audit a closing meeting will be held to give feedback on the audit findings. Everything discussed at this meeting will have already been raised with you during the audit and discussed in detail. You will be presented in writing any corrective actions that have arisen from the audit.
What happens after the audit?
A report is written and peer reviewed prior to your organisation receiving a copy of the draft audit report. You receive this draft to enable you to check if the report is factually correct. You will have a month following the audit to prepare an action plan advising how you will correct any areas requiring improvement. The lead auditor will explain this part of the process at the closing meeting. The report and action plan is then submitted to the Certifying body to endorse the certification. Once this endorsement is given we commence preparation of the certificate.