Step 4: Receive Inspection Outcome

The Contact Person will receive an email once the practice inspection report is complete.

Outcomes:

• No deficiencies: The Contact Person will receive a confirmation email indicating that the inspector found no deficiencies and that no further action is required. Your next inspection will be completed in the next 3 years.
• Deficiencies identified:
  • With deficiencies: The Contact Person will receive an email prompting them to log in and view the inspection report on the Member Portal, which will outline the deficiencies identified and the actions required to address them. Please note that only the Contact Person will have access to the report.
  • Upload one file (PDF or photo) per deficiency. 

Fee Note:
If deficiencies require an in-person follow-up, an in-person reinspection fee will apply.
If documentation alone is sufficient, a paper reinspection fee will be charged.

Step 5: Deficiency(s) Correction if Applicable

If deficiency(s) were identified in your inspection, the Contact Person will have access to the Inspection Report.

In the Member Portal:

• Go to the “Organization Forms” section.
• Ensure the correct clinic is selected in the top-right corner.
• The status will now read “Returned for Updates.”
• Click “Update” to re-access the inspection form.

Understanding the Deficiency Section:

Each deficiency will appear in a detailed table with the following fields:

• By-law Reference
  Indicates which specific standard or section of the PIPS by-laws the deficiency relates to. If a deficiency is listed, we recommend reviewing the relevant standard for clarity: PIPS By-Law.
  
• Description of Issue
  A brief summary of what the inspector observed and flagged as non-compliant. This outlines how the practice was in violation of the by-law. We recommend reviewing the relevant standard for clarity: PIPS By-Law.
  
• Plan to Correct
  Notes from the inspector on what your practice must do to resolve the issue. Following the outlined plan will bring the practice into compliance with the applicable by-law.
  
• Deficiency Status
  Indicates whether the deficiency is still marked as “Outstanding” or has been marked “Complete”. If marked “Complete”, the required evidence has been accepted (either at the time of inspection or the evidence submitted by the Contact Person) and no further action is needed. If the issue is still “Outstanding”, additional documentation is required to demonstrate that the deficiency has been resolved.
• Clear Type
  Indicates how the deficiency must be resolved:
  • Documentation – Upload proof (e.g. invoice, photo, report)
  • In-person – Requires a follow-up inspection visit

• Proof Required
  Indicates the type of documentation the inspector will accept, such as letters, receipts, reports, or photos.
  Please note: The system only allows ONE file upload per deficiency. All supporting materials must be combined into a single PDF or image before uploading. Multiple files cannot be submitted for the same deficiency.
  
• Comments
  During the paper reinspection, the inspector will also provide feedback on the documentation submitted to address each deficiency. If the submitted documentation is not accepted, the inspector will outline the reasons and specify what additional information or corrections are needed to resolve the issue.
  
• Outstanding Section
  Includes the upload drop box where you will submit your file, along with the due date for that submission.
  • At the bottom:
    • Deficiencies – Upload the required documentation under the “Outstanding” section, as shown below.
    • Due Date – This indicates the deadline for resolving the specific deficiency. If there are multiple deficiencies, each may have a different due date based on the urgency and severity of the issue. Timeframes are assigned according to how quickly each item needs to be addressed to maintain compliance.

Important:
If you have multiple deficiencies due around the same time, aim to upload and submit all available documentation at once. After clicking “Submit”, you will not be able to upload more files until the inspector has reviewed your form. If you’re not ready to submit everything, use “Save for Later” so you can return and finish when you’re ready.

If one deficiency will take longer to resolve, go ahead and submit the completed items first. They can be reviewed and approved based on their own due dates.

Submit or Save for Later:

• Use Submit to send your documents for review.

• Use Save for Later to pause and return before submitting.

Once submitted, your inspection form will go back to the inspector for review.

Step 6: Inspector’s Review of Deficiency Correction

The inspector will review your submission.

You’ll receive an email notifying you that the Inspector has reviewed the submission.

• If all deficiencies are approved, no further action is required.

• If there are outstanding deficiencies, the form will be returned with comments identifying which deficiencies still need attention. For example, one deficiency may be accepted and “complete”, while others may still require additional documentation or clarification before they can be moved to a “complete” status.

Each deficiency is reviewed individually. If an item is marked “Complete”, the inspector has accepted the documentation for that specific issue. Any remaining items will remain “Outstanding” until resolved.

Important: Keep logging into the Member Portal until all deficiencies are marked “Complete” and you receive final confirmation that your inspection is fully closed.

Once accepted, the status will be updated, and no further action is required.

Step 7: Final Confirmation

Once all deficiencies are corrected and approved, a final confirmation email will be sent, completing the inspection process. The practice will be inspected again within 3 years.

Invoices

Where to Find Receipts:

• Go to the “My Invoices” box in your account
• Toggle “My Orgs” and “Include Paid”
• Click the arrow or document icon beside the invoice to view or download your receipt