Plan the routine around your site
Limit the shared premises routine to the reception, staff facilities and accessible areas assigned by the practice. The person completing it should understand the access scope and observations expected within their role. Clinical rooms, decontamination, infection prevention and clinical equipment follow the practice’s specialist authorised arrangements and records. Do not ask a general facilities form to approve those processes. Review outstanding premises restrictions before opening and identify a location or shared asset for new findings. Keep patient identities, appointment details and health information out of the operational report. The next facilities owner needs the actual observation, current response and next review point.
Agree the assigned role, due window, expected record and escalation route with the people who do and review the work. Include an honest outcome for work that could not be completed, with a reason and a next action.
What to include in the checklist
These are planning examples. Adapt the questions and timing to your approved procedures and the person’s responsibilities.
| Routine | Work to define | Useful record |
|---|---|---|
| Premises handover | Review outstanding non-clinical facilities actions. | Area and practice lead. |
| Reception preparation | Complete assigned public-area readiness work. | Task and actual outcome. |
| Staff facilities | Record approved non-clinical premises tasks. | Location and exception. |
| Specialist system reference | Refer to required authorised records where relevant. | Approved record and responsible role. |
| Facilities finding | Report accessible premises observations within scope. | Area or shared asset and action. |
| Team continuity | Carry unfinished non-clinical work forward. | Owner and next review. |
Premises completion must not imply clinical readiness
Define the non-clinical scope clearly. Clinical, decontamination and infection-prevention decisions require their authorised procedures and source records.
Give the next shift enough context
A damaged accessible cupboard fitting is reported in staff room DP-01. The team follows the practice’s facilities procedure and uses the location reference only. The practice lead records the temporary arrangement and maintenance owner. The next premises round sees the action without any patient or clinical information.
Identify the area or asset, the observation, the actual result, the immediate action and who was informed. Attach useful evidence where safe and permitted. A photograph supports a finding without establishing its cause.
- Keep the original observation and time.
- Assign a specific next action and agree when it will be reviewed.
- Record the later outcome and authorised verification beside the finding.
Read the guide to writing a useful fault report for a closer look at the evidence record.
Review the work still needing attention
Review recurring reception and staff-facilities findings and whether maintenance actions have a clear next owner. Keep non-clinical routine completion separate from decontamination and clinical equipment records. Check that the location description is sufficient for follow-up without introducing patient information into a shared premises report.
Review completion and outstanding actions together. A missing routine and a completed routine with a failure need different follow-up. The weekly manager review guide explains how to move from the summary to the source record.
For the wider workflow, explore equipment & findings examples and planning and shift handover examples and planning.
Try the routine in CheckControl
Start with an existing routine, add its questions and instructions, and agree the assignment and due window. Staff can record answers and findings on their phones; managers can review the record and follow-up. Use the relevant PDF or Excel export for your authorised review. The public demo uses fictional people, findings and evidence.
Common questions
Should a dental premises routine include patient details?
No patient details are needed for these facilities examples. Use area and shared-asset references and retain patient information in the approved clinical system.
What is the scope of this guide?
Use competent dental, decontamination, infection-prevention and regulatory arrangements. These examples do not assess clinical equipment, treatment readiness or patient information.
Sources and scope
CheckControl wrote these record-design and handover examples. Use your organisation’s approved specialist procedures and the relevant authoritative guidance: HSE: health and social care. Source checked 5 October 2026.
Use competent dental, decontamination, infection-prevention and regulatory arrangements. These examples do not assess clinical equipment, treatment readiness or patient information.