Keep your practice CQC-ready
without the paperwork pile
RotaEasy gives your dental practice 19 pre-built CQC and GDC compliance folders, HTM 01-05 decontamination logs, radiation QA records, an AI assistant that answers staff questions from your own SOPs, and a staff rota — all in one platform.
Sound familiar?
These are the compliance problems every dental practice manager deals with — usually at the worst possible moment.
Folders that nobody updates
Decontamination logs, water testing, radiation QA — critical records that live in a binder and only get checked when something goes wrong or a CQC inspector arrives.
Radiation QC on spreadsheets
IRR17 and IR(ME)R require documented QA programmes. A shared spreadsheet is fragile — one wrong edit and your audit trail has a gap you can't explain to an inspector.
Staff questions slow you down
Nurses and receptionists ask the practice manager the same procedural questions repeatedly. Without a way to direct them to the right SOP, every question lands on your desk.
No early warning system
DBS renewals, HTM 01-05 validation cycles, GDC CPD deadlines, equipment service dates — these arrive faster than you expect when nothing is tracking them.
SOPs staff actually read.
AI that answers from your documents.
Staff sign off SOPs when they clock in — before their shift starts. When they have a question mid-session, the AI assistant answers from your uploaded SOPs, policies and staff handbook. Not generic internet results. Your documents.
Clock-in triggers SOP sign-off automatically
Each SOP has a review frequency. When a staff member clocks in and a reading is due, they're prompted to read and confirm it before they start work. Every confirmation is logged with their name, date and time.
- ✓ Configurable review frequency per SOP — daily, weekly, monthly, annual
- ✓ Staff confirmation logged with name, date and time — automatic audit trail
- ✓ Manager dashboard shows who is overdue and by how long
- ✓ Full exportable record — ready if CQC ask for SOP sign-off evidence
Staff ask the AI. It answers from your SOPs.
Nurses and receptionists have procedural questions mid-session. Instead of interrupting the dentist or the practice manager, they ask the RotaEasy AI assistant. It answers using your uploaded SOPs, staff handbook and policies — not generic internet results.
- ✓ Upload your SOPs, decontamination procedures, policies and staff handbook once
- ✓ Staff ask in plain English — "what's the procedure if a decontamination cycle fails?"
- ✓ Answers cite your specific document and section — honest about what's not covered
- ✓ Reduces procedural interruptions to the dentist and practice manager
- ✓ New starters get up to speed faster — with a record they asked
19 CQC and GDC compliance folders — ready on day one
Every folder maps to a CQC Key Question or GDC Standard. Staff log entries by scanning a QR code — no login required. RAG status shows you at a glance what's current, what's due, and what needs attention.
HTM 01-05 decontamination logs that hold up to scrutiny
HTM 01-05 requires documented evidence of every decontamination cycle — instrument type, autoclave cycle, validation result, and the person responsible. Paper logs get lost. Spreadsheets get edited.
RotaEasy records each cycle with a timestamp and staff name. Entries are immutable once submitted. Staff can submit by scanning a QR code next to the autoclave — no login required.
- ✓ Autoclave cycle logging with pass/fail, cycle number and load description
- ✓ Signed by staff — record locked once submitted
- ✓ Validation and annual service due-date alerts
- ✓ Alert if no decon entries for longer than expected — catches gaps before CQC does
- ✓ Exportable audit trail per time period — available in seconds
| Date | Cycle | Load | Result | Staff |
|---|---|---|---|---|
| 29 Aug | #1041 | Surgical instruments | PASS | D. Patel |
| 29 Aug | #1042 | Handpieces | PASS | D. Patel |
| 28 Aug | #1039 | Surgical instruments | PASS | S. Ahmed |
| 27 Aug | #1036 | Mixed load | RETEST | S. Ahmed |
| 27 Aug | #1037 | Mixed load — retest | PASS | S. Ahmed |
QR codes. Log entries without logging in.
Print a QR code for each compliance log — decontamination cycles, water tests, medical emergency drills, equipment checks — and stick it on the wall next to where the task happens. Staff scan it with their phone camera, fill in the entry, and submit. No app, no login, no friction.
- ✓ One QR code per log, or a master QR for all logs at the site
- ✓ Works on any phone — staff don't need a RotaEasy account
- ✓ Entry logged with timestamp and staff name
- ✓ Automatic alert if a log hasn't had an entry when it should have
- ✓ Print and laminate near each area — from wall to audit trail in one step
✓ 4 entries today
⚠ No entry in 8 days
✓ Last entry: today 09:12
Radiation QA records — IRR17 and IR(ME)R
IRR17 requires a written QA programme. IR(ME)R requires documented quality assurance of every X-ray unit. RotaEasy keeps both sets of records in one folder with automatic due-date tracking and exportable logs.
Local Rules & RPS records
Store your Local Rules document, record the Radiation Protection Supervisor, and log review dates. Version-controlled — you always know which copy is current.
Equipment QA logs
Log routine QA checks — tube voltage, exposure, image quality — per X-ray unit. Timestamp and staff name on each entry. One log per unit so records stay clean.
Dose reference levels
Record local DRLs per examination type. Supports periodic audit requirements and RPA review.
Referrer & operator records
Maintain the list of entitled referrers and trained operators. Alerts when GDC registration or radiation training records need reviewing.
RPA surveys & servicing
Log annual RPA survey dates and equipment servicing records. Automatic reminders before due dates — so nothing is missed before an inspector asks.
Exportable QA log
Download the full radiation QA log for any date range as a PDF. If an inspector asks for evidence of your QA programme, you can produce it immediately.
Staff rota built for dental teams
Dental practices run on tight staffing — one nurse off and a surgery can't operate safely. RotaEasy handles dentists, dental nurses, hygienists, therapists and receptionists in the same rota view, with GPS clock-in on staff phones and automated missed clock-out alerts.
- ✓ Week view across all staff roles and surgeries
- ✓ GPS clock-in from staff phones — no card readers needed
- ✓ Holiday requests and approval in-platform
- ✓ Automated missed clock-out alerts to managers
- ✓ Timesheets auto-generated from clock records
- ✓ Bradford Factor monitoring for sickness absence trends
- ✓ Payroll-ready hours export
Built around how dental practices actually work
Practice Owner / Principal
See your whole practice's compliance RAG status, rota coverage and outstanding actions on one screen. Know where you stand before a CQC inspector does.
Practice Manager
Automated reminders for DBS renewals, GDC CPD deadlines, equipment services and HTM 01-05 validation dates mean you stop keeping it all in your head. Approve leave and review logs from your phone.
Dental Nurse
Submit decontamination cycles, equipment checks and significant events by scanning a QR code — no login required. Once submitted, records are locked. Ask the AI assistant procedural questions and get answers from your practice's own SOPs.
Compliance Lead / IPC Lead
Every folder has a completion status. Every record has a timestamp and a name. If CQC arrive tomorrow, you know exactly where you stand — and you can export the evidence in seconds.
What practices usually ask
Does RotaEasy cover HTM 01-05 specifically?
Yes. The decontamination folder is built around HTM 01-05 — autoclave cycle logging, validation date tracking, instrument batch records and a locked audit trail. It won't replace your qualified engineer, but it ensures your documentation is in order and gaps are flagged before they become a problem.
How does radiation QA logging work under IRR17 and IR(ME)R?
IRR17 and IR(ME)R records sit in the same Radiation QA folder but are tracked separately. You log routine QA checks per X-ray unit, record your Local Rules and RPS details under IRR17, and maintain referrer and operator records under IR(ME)R. Servicing and RPA survey dates generate automatic reminders before they fall due.
Can staff log compliance entries without a RotaEasy account?
Yes. Print a QR code for each log — decontamination cycles, water checks, emergency drug checks — and stick it where the task happens. Staff scan it with their phone camera, fill in the form, and submit. No app, no login required. The entry is logged with a timestamp and their name.
We already have paper folders — is switching difficult?
No. You can run both during onboarding. Most practices set up their current status in RotaEasy during the first week and start logging new entries digitally from that point. Historical paper records don't need to be transferred — keep them as they are.
Can different staff have different access levels?
Yes. Dental nurses can submit log entries but not approve them. Practice managers can approve records and view all folders. Owners have full access. Access permissions are set per role — so reception staff only see what's relevant to them.
Is patient data stored in RotaEasy?
No. RotaEasy is a staff and compliance platform — it does not hold patient clinical records, appointment data, or any information from your practice management software.
What does the 30-day trial include?
Everything. All 19 compliance folders, the full rota module, GPS clock-in, AI staff assistant, QR log entry, SOP management and radiation QA logging. No feature restrictions and no credit card required to start.
How much does it cost after the trial?
Plans start at £49/month for a single site with up to 20 staff. Full details are on the pricing page. Multi-site practices get a single subscription covering up to 5 sites at £199/month.
Ready to get CQC-ready?
30 days free, all features included, no credit card. All 19 compliance folders ready from day one.
No setup fee · No credit card · Cancel anytime · Built for dental practices in England