Why this matters for your practice
Accreditation succeeds or fails on evidence. Assessors do not take a practice's word that it has good systems; they ask to see proof. The single most common reason practices struggle is not that their systems are bad, but that they cannot demonstrate them: the policy exists, but there is no record it is followed. Understanding what counts as evidence, and that much of it accrues over time, is what separates a smooth assessment from a scramble.
This is also where a compliance platform earns its keep, because the work is fundamentally about keeping organised, dated, retrievable records.
What counts as evidence
Good accreditation evidence usually combines:
- Documents: policies, procedures, and registers that exist and are current.
- Records of use: meeting minutes, audit and re-audit results, significant event analyses, training and induction logs, drill and test records, maintenance and calibration logs, and complaint records.
- Outcomes: evidence that issues identified were acted on and closed.
A policy on its own is the weakest form of evidence. A policy plus records showing it is lived is what assessors want.
Why timing matters
Many indicators require evidence over a period, for example regular CQI activity, emergency drills, cold chain monitoring, or recall actions across the year. This evidence cannot be back-dated, so a practice that starts preparing a month before its survey will have unfillable gaps. The practical lesson is to capture evidence continuously as normal work happens.
Organising an evidence pack
- Map evidence to each indicator, especially every mandatory indicator.
- Keep it retrievable, so any item can be produced quickly during the visit.
- Keep it current, retiring superseded versions.
- Note where evidence is time-based, and make sure those records are being captured now.
Common mistakes
- Policies without records of use.
- Leaving time-based evidence late, when it cannot be created retrospectively.
- Disorganised storage, so evidence exists but cannot be found at the survey.
- Not mapping evidence to indicators, leaving gaps unnoticed.
Frequently Asked Questions
What is accreditation evidence?
Accreditation evidence is the documentation a practice uses to prove it meets each indicator of the RACGP Standards. It includes policies and procedures plus records showing those systems are actually used, such as meeting minutes, audit results, training logs, and drill records.
What evidence do I need for RACGP accreditation?
You need evidence mapped to each indicator: current policies and procedures, and records that they are followed, such as CQI activity, significant event analyses, training and induction logs, emergency drill records, cold chain logs, recall actions, and complaint handling. Mandatory indicators must each be evidenced.
Can I prepare accreditation evidence just before the survey?
Not fully. Many indicators require evidence accumulated over time, such as regular quality improvement activity and drill records, which cannot be back-dated. The most reliable approach is to capture evidence continuously as part of normal practice operations.
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