Manage my Service

This form is for organisations who: 

• are registered with the Care Inspectorate as a Care Provider, and

• have an active Service Provider (SP) number. 

If you hold an SP number and you are registered as an organisation, you must complete this form, even if you only operate a single care service.

To ensure your organisation can access Manage my Service at provider level when it launches, we are requesting organisations to nominate between one and ten individuals for provider-level access.    

At least one of these users will need to be assigned the role of Provider Administrator. This is someone who has the highest level of access in the Manage my Service portal.  

You must still assign a Provider Administrator using this form, even if: 

• you currently only operate one active registered care service, or 

• the same person will perform both provider-level and service-level roles. 

You can submit your details using our online provider-level access form: https://surveys.careinspectorate.com/provider-contacts/form 

 To complete the form, you will need to enter your Service Provider (SP) number. You can find this number on your certificate of registration. 

Service-level access gives access to data and processes to manage regulatory activities at service level only. Organisations with this level of access can submit notifications, request variations, upload service staff details, manage service status, view inspection reports, and handle service-specific communications. 

Provider-level access sits above service-level access. It lets users manage provider-level regulatory information and activities, such as creating or withdrawing an application to register a new service. It can also give access to the care services linked to that provider, where this is needed for the user's role.

You are receiving this form because we now need to confirm who at your organisation should have provider-level access to Manage my Service. 

The previous form focused on collecting service-level user details.

Yes. You still need to complete the provider-level form, even if you gave the same user's details on the service-level form. The provider-level form links that person to the registered provider, not just to an individual care service. 

If you do not submit your user details before the deadline, you will not have provider-level access to Manage my Service when it launches. You can still register later, but setting up access may take longer. 

The most efficient and convenient way is to register in advance using the Manage my Service provider-level user details form.

A role type controls what a user can see and do in Manage my Service.

You can assign two different roles using the form: 

• Provider Administrator - at least 1 required

• Provider Support - optional

A Provider Administrator manages the Care Provider’s portal account. They can: 

• update provider details 

• add users and choose their roles 

• view all care services linked to the provider 

• register new care services 

• request change to details 

• message the Care Inspectorate including responding to inspection reports

A Provider Support user helps manage provider information and new service registrations. They can: 

• update provider details 

• create and manage new registration applications 

• add Registration Support users 

• message the Care Inspectorate 

They cannot manage care services directly or submit service-level updates.

You can submit details for between 1 and 10 individuals at this time. 

At least one nominated user must be assigned the role of Provider Administrator.  

After Manage my Service goes live, your Provider Administrators will be able to add and manage more users directly, so this number can be increased later.

It is up to your organisation to decide who to nominate, based on your internal roles, responsibilities, and governance arrangements. 

You must assign at least one staff member the role of Provider Administrator, but you can nominate multiple staff members for this role (up to 10 key individuals in total on this form). 

You can also nominate staff for the Provider Support role if they require access to handle day-to-day tasks and communications but won’t need to manage user details and permissions.

Yes. It is entirely up to each provider and service how they distribute roles. You can choose to have a single Provider Administrator, or you can give all ten of your allocated users administrator rights.

Yes. A user can hold multiple roles depending on their responsibilities across your organisation and individual care services.  

For example, a staff member can be assigned a provider-level role and a service-level role for one or more specific care services. 
 
However, if someone is assigned as a Provider Administrator, they already have complete access to perform all provider-level and service-level functions - including everything a Provider Support can do.

Yes. One person can have access at both the provider- and individual care service-levels where needed. They must still be nominated on the provider-level form to receive provider-level access.

This is a pre launch exercise to help ensure your organisation can access the Manage my Service portal when it launches. As a minimum it is important that we have the details of at least one Provider Administrator. Once the portal has launched, additional users can be added and roles can be updated.

You can use the form more than once to add more users. However, you will not be able to view or edit details you have already submitted. 

If you need to correct a previous submission, please complete the form again with the updated details.

You still need to complete the provider-level form, even if you have already submitted user details for your care service. 

This is because we need to link your account to the registered provider, not just to an individual care service. Please use your Service Provider (SP) number and complete the provider-level form so we can set up the correct access for you.

No. To meet new security standards and enable two-step verification, each user account must have a unique email address. One email address cannot be associated with multiple accounts, and shared email accounts will no longer be supported for logging in. 

However, a single user account can be associated with multiple services and hold hybrid roles (giving you access at both the provider and care service levels where needed).

After providing these contact details, no further action is needed at this stage. 

You will not receive an automatic email notification after submitting this form, and no login details will be created yet. 

You will be notified when Manage my Service goes live and will be asked to follow a simple first-time login journey. You will enter your unique email address, verify your identity, and set your own secure password. 

In the meantime, please continue to use our Electronic Forms (eForms) and Care Inspectorate Digital Portal systems as usual with your existing login details.