Free Compliance Evaluation

About Your Practice

Tell us about your practice so we can personalise your evaluation report and follow up with your results.

Practice Name *

Please enter your practice name

Principal Dentist Full Name *

Please enter the principal dentist's name

Email Address *

Your evaluation report will be sent here within minutes.

Please enter a valid email address

Contact Number *

Please enter a contact number

City / Town *

Please enter your city

Province *

Please select your province

Number of Treatment Rooms *

Please select

Number of Staff (excluding yourself) *

Please select

POPIA & Patient Data Privacy

The Protection of Personal Information Act applies to every practice that holds patient data. Fines for non-compliance can reach R10 million plus criminal prosecution.

1. Has your practice formally appointed an Information Officer (IO) who is responsible for POPIA compliance? *

The IO must be a named, designated person — not just implied. Under POPIA, every organisation processing personal information must have a registered IO.

Yes

Not Sure

Please select an answer

2. Does your practice have a written Privacy Policy that explains how patient data is collected, stored, used and protected? *

This must be a documented policy — not just verbal understanding. It should reference POPIA specifically and be accessible to patients.

Yes

Not Sure

Please select an answer

3. Do patients sign a written consent form before treatment that covers both clinical treatment consent and consent to the use of their personal data? *

POPIA requires documented consent for data processing. Clinical consent alone is insufficient — data consent must be explicitly captured.

Yes

Not Sure

Please select an answer

4. Does your practice have a written Data Breach Response Plan that documents the steps to take if patient data is compromised? *

POPIA requires breach notification to the Information Regulator within a reasonable time. Without a documented plan, a breach becomes a regulatory emergency with no roadmap.

Yes

Not Sure

Please select an answer

5. Has a Deputy Information Officer been appointed to act in the IO's absence? *

POPIA compliance cannot have a single point of failure. A Deputy IO ensures continuity of data governance when the principal is unavailable.

Yes

Not Sure

Please select an answer

HPCSA Professional Compliance

The Health Professions Council of South Africa governs professional conduct, advertising, CPD, and record-keeping. Non-compliance can result in suspension from practice.

6. Is your practice currently registered with the HPCSA and are all annual renewal fees up to date? *

Both the practice registration and the principal dentist's individual registration must be current. Lapsed registration constitutes illegal practice.

Yes

Not Sure

Please select an answer

7. Does your practice have a written Complaints Handling Procedure and a designated person responsible for receiving patient complaints? *

The HPCSA Ethical Rules require practices to have a formal complaints process. An undocumented process leaves the practice exposed at HPCSA hearings.

Yes

Not Sure

Please select an answer

8. Are CPD (Continuing Professional Development) points being formally tracked and logged for all registered practitioners in the practice? *

The HPCSA requires a minimum of 30 CPD points per two-year cycle. Without a formal tracking log, practitioners cannot demonstrate compliance during audits or investigations.

Yes

Not Sure

Please select an answer

9. Does the practice have a written Advertising Compliance Policy that governs all marketing, social media, and patient communications? *

HPCSA Ethical Rule 15 strictly regulates how healthcare professionals may advertise. Non-compliant advertising — including social media posts — is a common source of HPCSA complaints.

Yes

Not Sure

Please select an answer

10. Is there a written Clinical Record-Keeping Policy that defines minimum standards for patient record creation, storage, retention, and access? *

The HPCSA requires patient records to be retained for a minimum of 6 years (longer for minors). Poor record-keeping is one of the most common findings in HPCSA disciplinary hearings.

Yes

Not Sure

Please select an answer

Occupational Health & Safety Act

The OHS Act imposes personal liability on the principal dentist as employer. Non-compliance carries fines of R100,000 and up to 2 years imprisonment for the responsible person.

11. Does your practice have a written Health and Safety Policy signed by the principal dentist as employer? *

Section 7 of the OHS Act requires every employer with more than 5 employees to have a documented H&S policy. Even practices with fewer staff are strongly advised to maintain one.

Yes

Not Sure

Please select an answer

12. Has a Health and Safety Representative been formally appointed in writing? *

The OHS Act requires a designated H&S Representative in any workplace with 20 or more employees, but formal appointment is best practice for all practices and demonstrates due diligence.

Yes

Not Sure

Please select an answer

13. Is there a designated Infection Control Officer and a written Infection Control Policy covering sterilisation, PPE, and clinical hygiene procedures? *

Dental practices have the highest infection exposure of any healthcare setting. A documented infection control policy is required under both the OHS Act and the National Health Act.

Yes

Not Sure

Please select an answer

14. Is there a designated Medical Waste Management Officer and a written policy governing the disposal of clinical and hazardous waste? *

The disposal of sharps, biological waste, and amalgam is regulated under the National Environmental Management: Waste Act. Incorrect disposal is a criminal offence.

Yes

Not Sure

Please select an answer

15. Does the practice have a written Emergency Procedures Manual that identifies an emergency assembly point and the nearest emergency medical facility? *

The OHS Act requires documented emergency procedures. Every staff member must know the assembly point and emergency contact numbers. This is routinely checked during Department of Labour inspections.

Yes

Not Sure

Please select an answer

16. Is the practice registered with the Compensation Commissioner (COIDA) to cover staff for occupational injuries and diseases? *

COIDA registration is a legal obligation for all employers in South Africa. Failure to register and pay assessments means the employer bears personal financial liability for any workplace injury claim.

Yes

Not Sure

Please select an answer

17. Has the practice completed a written OHS Risk Assessment that identifies and documents workplace hazards specific to a dental environment? *

The OHS Act requires employers to identify, assess, and mitigate all workplace risks. A dental practice faces unique hazards: chemical exposure, sharps, radiation, biological agents, and ergonomic risks. These must be formally documented.

Yes

Not Sure

Please select an answer

18. Does the practice have a written Sharps Injury Prevention Policy and are needlestick injury procedures known by all clinical staff? *

Needlestick injuries are the highest-risk occupational hazard in a dental setting. Without a documented post-exposure protocol, staff face unnecessary health risk and the practice faces significant liability.

Yes

Not Sure

Please select an answer

Employment Law

The BCEA, LRA, and Employment Equity Act govern every employer-employee relationship. An unfair dismissal CCMA award can reach R1.2 million — equivalent to 12 months of salary for a specialist.

19. Does every member of staff have a signed, written employment contract that complies with the Basic Conditions of Employment Act? *

The BCEA requires written particulars of employment for every employee. A verbal or informal arrangement provides no protection at the CCMA. This is the single most common employment law exposure for small practices.

Yes

Not Sure

Please select an answer

20. Does the practice have a documented Disciplinary Procedure that staff have been made aware of? *

The LRA requires fair disciplinary processes. Without a written procedure that staff have acknowledged, any disciplinary action — however justified — is vulnerable to challenge at the CCMA as procedurally unfair.

Yes

Not Sure

Please select an answer

21. Does the practice have a written Leave Policy covering annual leave, sick leave, and family responsibility leave as required by the BCEA? *

The BCEA sets statutory minimums for all leave types. Without a written policy, disputes over leave entitlement are resolved against the employer by default. This is a frequent CCMA claim category.

Yes

Not Sure

Please select an answer

22. Does the practice have a written Harassment Prevention Policy that defines unacceptable behaviour and provides a reporting mechanism for staff? *

The Employment Equity Act and the Code of Good Practice on the Handling of Sexual Harassment Cases require employers to actively prevent and address harassment. Absence of a policy is itself a finding of non-compliance.

Yes

Not Sure

Please select an answer

23. Is the practice registered with SARS for PAYE and UIF, and are monthly submissions up to date? *

Every employer paying staff above the tax threshold must be registered for PAYE. UIF registration and monthly contributions are compulsory for all employers regardless of salary level. Non-compliance attracts penalties and interest.

Yes

Not Sure

Please select an answer

Radiation Safety & NNR Compliance

The National Nuclear Regulator governs all ionising radiation in dental practices. Non-compliance can result in the suspension of x-ray equipment — shutting the practice down entirely.

24. Does the practice use x-ray equipment (intraoral, panoramic, or CBCT)? *

This determines whether the NNR radiation safety questions apply to your practice. Practices without any x-ray equipment are exempt from NNR requirements.

Yes

No — we do not use x-rays

Please select an answer

25. Is all x-ray equipment currently registered with the National Nuclear Regulator (NNR) and are registration certificates current and on site? *

Every piece of ionising radiation equipment must be individually registered with the NNR. Expired or missing certificates are grounds for immediate equipment suspension — the practice cannot legally take x-rays without them.

Yes

Not Sure

Please select an answer

26. Has a Radiation Protection Officer (RPO) been formally appointed in writing for the practice? *

NNR Regulations require every practice using ionising radiation to appoint a designated Radiation Protection Officer. This person is responsible for radiation safety compliance and is the NNR's point of contact for the practice.

Yes

Not Sure

Please select an answer

27. Does the practice have a written Radiation Protection Policy and documented X-Ray Safety Procedures for staff? *

NNR Regulations require documented radiation safety procedures covering protective equipment, dosimetry, patient shielding, and equipment maintenance schedules. These must be accessible to all staff who operate or work near x-ray equipment.

Yes

Not Sure

Please select an answer

28. Does the practice conduct periodic radiation safety audits and maintain a Radiation Incident Log for recording any incidents or equipment anomalies? *

NNR Regulations require regular safety audits and incident reporting. A practice that cannot demonstrate an audit trail of radiation safety monitoring will fail an NNR inspection.

Yes

Not Sure

Please select an answer

29. Has x-ray shielding in treatment rooms been formally tested and certified by a qualified radiation physicist or NNR-approved assessor? *

Wall and door shielding in x-ray areas must be verified to meet NNR specifications. Many practices have never had shielding formally tested — this is one of the most common NNR compliance failures identified during inspections.

Yes

Not Sure

Please select an answer

Infection Control & Clinical Safety

The OHSC General Practice Inspection Tool specifically inspects infection control, sterilisation, waste management, and clinical safety equipment. These are among the most common inspection failures in dental practices.

30. Does the practice have a documented Decontamination and Sterilisation SOP covering the full instrument reprocessing cycle? *

The OHSC requires a documented sterilisation protocol covering pre-cleaning, ultrasonic cleaning, packaging, autoclave operation, validation, and storage. An autoclave validation log must be maintained and available for inspection.

Yes

Not Sure

Please select an answer

31. Does the practice have an AED (Automated External Defibrillator) that is maintained and inspected monthly, with records available for inspection? *

The OHSC GP Inspection Tool Draft 5 (October 2024) requires an AED with current pads, a cardiac resuscitation board, and a documented monthly inspection log. An AED without inspection records fails this requirement — even if the device is present and functional.

Yes

Not Sure

Please select an answer

32. Does the practice maintain a dedicated medicine refrigerator (no food or beverages) with twice-daily temperature logs available for the past month? *

The OHSC GP Inspection Tool Draft 5 requires a dedicated medicine fridge and twice-daily temperature logs from the preceding month to be available during inspection. This is one of the most frequently failed items — practices either have no dedicated fridge, or have no logs.

Yes

Not Sure

Please select an answer

33. Does the practice have a written contract with a licensed healthcare waste contractor and maintain waste manifests as required by NEMWA? *

The National Environmental Management: Waste Act 59 of 2008 requires all healthcare waste — sharps, biological waste, amalgam, and chemical waste — to be collected by a licensed contractor. The practice must retain a copy of every waste manifest for a minimum of 5 years.

Yes

Not Sure

Please select an answer

34. Does the practice have a documented patient satisfaction survey conducted within the past 12 months, with results displayed in the waiting area? *

The OHSC GP Inspection Tool Draft 5 (October 2024) requires patient satisfaction survey results from the preceding 12 months to be available for inspection and displayed in the waiting area. Without this, the practice fails this domain of the OHSC assessment.

Yes

Not Sure

Please select an answer

Business & Statutory Compliance

CIPC, SARS, B-BBEE, municipal compliance and NHI accreditation readiness. These obligations apply to every practice registered as a company — and most dentists are unaware of several of them.

35. Is the practice's CIPC annual return up to date and has the practice been assessed for deregistration risk? *

All companies registered with CIPC must file annual returns within 30 business days of their anniversary date. Failure to file results in deregistration — the company loses its legal existence and all contracts entered into by the company become void.

Yes

Not Sure

Please select an answer

36. Does the practice have a Certificate of Occupancy, current fire certificate, and electrical Certificate of Compliance for the premises? *

Municipal and local authority compliance requirements include a Certificate of Occupancy confirming the premises are approved for healthcare use, a current fire safety certificate, and an electrical Certificate of Compliance. Many practices operate without one or more of these — which constitutes an illegal occupation of the premises.

Yes

Not Sure

Please select an answer

37. Does the practice hold a current B-BBEE Exempted Micro Enterprise (EME) affidavit or B-BBEE compliance certificate? *

Any practice with an annual turnover below R10 million qualifies as an Exempted Micro Enterprise under the B-BBEE Act and may obtain a sworn EME affidavit from a commissioner of oaths — no audit required. This affidavit is required for NHI contracting and certain medical aid panel applications.

Yes

Not Sure

Please select an answer

38. Has the practice assessed its readiness for OHSC certification as required for NHI accreditation under Section 39 of the NHI Act? *

Under Section 39(2)(b) of the National Health Insurance Act 20 of 2023, private healthcare providers who wish to contract with the NHI Fund must be certified by the OHSC. Without OHSC certification, the practice cannot access NHI patients. Practices that start compliance preparation now will be positioned ahead of the deadline.

Yes

Not Sure

Please select an answer

39. Does the practice have current professional indemnity insurance for the principal dentist and all associate practitioners rendering services at the practice? *

HPCSA Ethical Rule 10 requires practitioners to maintain adequate professional indemnity cover. For practices with associates, each associate's individual PI cover must be verified and documented annually. Without it, a single patient claim could result in personal financial ruin.

Yes

Not Sure

Please select an answer

Patient Safety & Clinical Governance

The OHSC General Practice Inspection Tool evaluates clinical governance, patient safety protocols, incident management, and informed consent. These standards underpin NHI accreditation and HPCSA ethical compliance.

40. Does the practice maintain a documented Clinical Incident Register recording all adverse events, near misses, and unintended clinical outcomes? *

The OHSC General Practice Inspection Tool specifically requires evidence of a clinical incident register. Failure to maintain one is an automatic inspection failure and can constitute negligence in civil claims.

Yes

Not Sure

Please select an answer

41. Does the practice have a formal, documented Patient Complaint and Compliment procedure with a designated person responsible for resolution? *

NHA Section 6 and HPCSA Guidelines require practices to have a complaints procedure in place. Unresolved complaints without a documented process are the leading trigger for HPCSA disciplinary referrals.

Yes

Not Sure

Please select an answer

42. Does the practice use documented Informed Consent forms for all invasive and irreversible procedures, including extractions, implants, and sedation? *

NHA Section 6 requires valid informed consent before any treatment. The consent form must describe the procedure, risks, alternatives, and consequences of refusal. Verbal consent alone is insufficient and will fail an OHSC inspection.

Yes

Not Sure

Please select an answer

43. Is there a documented procedure for identifying, reporting, and investigating Adverse Patient Events, including a root cause analysis process? *

OHSC accreditation standards require a formal adverse event management policy. Without documented root cause analysis, a single serious incident can result in enforcement notice, practice suspension, and personal liability for the principal practitioner.

Yes

Not Sure

Please select an answer

44. Is the practice equipped with functional emergency equipment — including oxygen supply, automated external defibrillator (AED), and an up-to-date emergency drug kit — with documented monthly checks? *

OHSC inspectors physically verify emergency equipment. An expired emergency drug kit or non-functional AED results in automatic enforcement action. All checks must be logged with dates and responsible staff member signatures.

Yes

Not Sure

Please select an answer

45. Are all clinical staff current in Basic Life Support (BLS) certification, and does the practice have a written Medical Emergency Response Plan covering cardiac arrest, anaphylaxis, and syncope? *

HPCSA Guidelines and OHSC standards require BLS competency for all clinicians. BLS certificates must be current (typically renewed every 2 years). The emergency response plan must be posted visibly in every treatment room.

Yes

Not Sure

Please select an answer

46. Does the practice have a documented Clinical Governance Framework outlining quality assurance, clinical audit, and governance responsibilities, reviewed at least annually? *

Clinical governance is a core NHI accreditation requirement under the OHSC standards. A framework that is not reviewed annually is treated by inspectors as non-existent — it must include evidence of actual review meetings and any corrective actions taken.

Yes

Not Sure

Please select an answer

47. Is there a documented Medication Management Protocol covering drug storage, expiry checks, controlled substance handling, and allergy management? *

Undocumented medication practices are a frequent OHSC and South African Pharmacy Council finding. Controlled substances require a locked storage register with dispensing records. A single expired drug found during inspection can result in immediate enforcement notice.

Yes

Not Sure

Please select an answer

48. Does the practice track and document Clinical Quality Indicators — such as treatment complication rates, referral rates, and patient outcome measures — on a regular basis? *

OHSC accreditation requires evidence of ongoing clinical quality measurement. Practices seeking NHI contracting must demonstrate measurable quality outcomes. Without documented indicators, the practice cannot demonstrate improvement over time to regulators.

Yes

Not Sure

Please select an answer

49. Are patients formally informed of their rights under the National Health Act Section 6 — including the right to information, the right to refuse treatment, and the right to complain — before commencement of treatment? *

NHA Section 6 is a statutory obligation. Patient rights must be communicated in writing in a language the patient understands. OHSC inspectors look for evidence of a patient rights notice displayed in the waiting area and included in new-patient documentation.

Yes

Not Sure

Please select an answer

50. Does the practice conduct and document a comprehensive Medical History Review for every new patient and update it at each subsequent visit, screening for allergies, current medications, and relevant systemic conditions? *

A documented medical history review is a fundamental HPCSA ethical obligation and core OHSC inspection criterion. Failure to identify contraindications through proper history-taking is the most common basis for negligence claims against dental practitioners in South Africa.

Yes

Not Sure

Please select an answer

Your Evaluation Is On Its Way

Your personalised compliance report has been generated and sent to . Check your inbox — it should arrive within the next few minutes.

Right now — Check your email for your personalised compliance evaluation report showing your score across all 8 modules.

Within 1 business day — A SentinelHC consultant will contact you to complete a free 30-minute Operational Verification Call worth an additional 25 points on your compliance score.

No obligation — Your evaluation is completely free. The report is yours to keep regardless of whether you proceed with SentinelHC.

How Compliant IsYour Practice?

Your Evaluation Is On Its Way

How Compliant Is
Your Practice?