Changes to your registration

If registered with HIW then you must tell us in writing before certain changes take place.  These are:

• Changes to the Statement of purpose and Patients’ guide/Patient information leaflet
• Changes of registered person/s (RM)
• Absence of registered person
• Changes to the organisation
• Changes to the responsible individual/s (RI)
• Changes to the services provided (treatment, equipment, age range)
• Change of contact details (email/phone)
• Change of name for RM / RI
• Registered person/s being convicted of a criminal offence
• Appointment of liquidators
• Death of a registered person

Forms for some of the above are available below.  If no form is available please email hiw.registration@gov.wales providing details of the change and we will confirm what action you need to take before the change can become effective.

How to cancel a registration with us

If you wish to cancel your registration with HIW you will need to send us a completed application to cancel registration form.

How to make changes to or vary your registration with us

If you wish to make changes to your registration you will need to send us a completed application to vary or remove an existing condition of registration form as well as any supporting documentation to include an updated Statement of purpose and Patients’ guide / Patient information leaflet via Objective Connect - If you need an account set up please email hiw.registration@gov.wales to request.

Our process for assessing applications to vary or remove and existing condition of registration is similar to how we assess new applications to register with us. Where significant changes are applied for, we will need to visit the service as part of our assessment.  Once we assess the application we will confirm the next steps and issue an invoice by email for the fee payable.

Responsible Individual (RI) changes

If the Responsible Individual (RI) for your service is changing or has changed you will need to complete and submit a change of Responsible Individual information form as well as an updated Statement of purpose and Patients’ guide / Patient information leaflet via Objective Connect - If you need an account set up please email hiw.registration@gov.wales to request.

Guidance on the process is available.

Registered Manager (RM) changes

If the Registered Manager (RM) for your service is changing or has changed the new manager will need to submit a complete application which consists of:

• Fully completed application to register as the new manager of a service already registered form
• Update Statement of purpose
• Updated Patients’ guide / Patient information leaflet
• 2 personal references
• Copy of birth certificate
• Enhanced DBS certificate, issued within the last three years (carried out by HIW if you are applying to manage an independent healthcare setting).  If you require a DBS application pack we will post this to you once we receive your application to register. Information and guidance on DBS checks.
• Medical reference (not applicable to those applying to manage a private dental practice)

Our process for assessing applications to register managers of services already registered with us will involve us conducting a ‘fit-person’ interview.  We will contact you to arrange this and provide further information once we have accepted your application.

Guidance on the RM process is available.

The law

Regulations 9 and 12 of The Private Dentistry (Wales) Regulations 2017 and regulations 10 and 13 The Independent Health Care (Wales) Regulations 2011 describe who can be a Responsible Individual (RI) and the requirements of the role.

Regulations 11 and 12 of The Private Dentistry (Wales) Regulations 2017  and regulations 12 and 13 of The Independent Health Care (Wales) Regulations 2011 describe the requirements of the role of a manager.

Regulation 7 (b), 10(2), 26, 27, 28, 29 and 30 of The Private Dentistry (Wales) Regulations 2017 state that the registered person of a private dental practice must tell us in writing when changes happen.

Regulations 8(b), 11(2), 11(3), 14, 32, 33, 34 and 35 of The Independent Health Care (Wales) Regulations 2011 state that the registered person of an independent hospital, independent clinic or independent medical agency must tell us in writing when changes happen.