Changes to a Medical Practice Licence

Changes to a medical practice licence are required when a clinic hires a doctor, relocates, updates equipment or changes its details. A request for changes may also concern the launch of a new specialty — in that case, the legal support will include checking whether an extension of the licence is required.

Prikhodko & Partners provides legal support for changes to medical practice licences for clinics, laboratories and sole proprietors. We review the current data and prepare documents in accordance with the institution’s actual operations.

Which changes must be made to a medical licence?

A medical practice licence covers specific specialties and types of care. Personnel, equipment and places of practice are also relevant. Not every update to this information constitutes an extension.

Changes in medical staff

For example, hiring an additional gynaecologist under an already licensed specialty will usually require the personnel information to be updated. We check the doctor’s education, qualifications and employment documents. If no specialists remain in a particular area after a doctor leaves, we assess whether the relevant services can continue to be provided.

Change of address and opening a new consulting room

Relocating a clinic and changing its registered office are different events. Information on equipment and personnel is prepared for the new place of practice. According to guidance from the Ministry of Health, adding an address for already licensed specialties is formalised by submitting a notification of changes.

For example, during the relocation of a cosmetology clinic, the client was simultaneously adding dermatovenereology, maxillofacial surgery and nursing. We formalised changes relating to the old and new addresses, updated the material and technical information and prepared an extension for the new specialties. The request required two procedures within one legal support project.

How can a new specialty be added to the licence?

If the list of specialties or types of care changes, we prepare an application for an extension of the medical practice licence. This may form part of a broader request to make changes. For example, hiring a cardiologist requires checking whether an extension is needed if cardiology was not previously included in the licensing file.

The purchase of new equipment is assessed together with the planned services: its intended use, the qualifications of staff and the equipment requirements under the Licensing Conditions are important.

What is the deadline for notifying the Ministry of Health about changes?

The notification must be submitted within one month from the date on which the changes occur. Information under Appendix 2 is submitted with it, indicating only the data that have changed. This procedure is provided for by subparagraph 10 of paragraph 13 of the Licensing Conditions, as updated by Resolution of the Cabinet of Ministers of Ukraine No. 148.

This deadline applies to the notification. A new specialty or type of care requires an extension through an application under Appendix 8. Submitting the application itself does not replace the Ministry of Health decision on the extension.

What documents are required to make changes to a medical licence?

To begin work, we ask you to provide:

• the decision granting the licence or its details and the information previously submitted;
• a description of the changes and their dates: hiring a doctor, relocation, change of manager or equipment;
• the relevant personnel documents and documents confirming employees’ education and qualifications;
• documents relating to the premises, accessibility and equipment, depending on the circumstances.

These are materials for legal review. We determine the list of documents to be submitted to the Ministry of Health according to the specific procedure.

What mistakes prevent licensing data from being updated?

• Using an outdated information form or inconsistent addresses in different documents.
• Listing a doctor without checking whether their qualifications correspond specifically to the declared specialty.
• Submitting a personnel notification instead of an extension application for a new area of practice.

What should be done if the deadline for notifying the Ministry of Health has already been missed?

We clarify the changes, prepare the notification and check whether the activities comply with the licensing requirements. Missing the deadline does not automatically terminate the licence. Violations may be identified during inspections, while the consequences depend on their nature and on the grounds established by the Law on Licensing.

Legal support for changes to a medical licence

Prikhodko & Partners helps align licensing information with the development of the healthcare institution. Our legal support includes:

• analysis of the licensing file and selection of the appropriate procedure;
• review of personnel documents, premises and equipment within the scope of the planned changes;
• preparation of a notification or extension application and the relevant information;
• support with submission, addressing comments and checking the outcome.

How do we formalise changes to a medical licence?

1. We clarify the situation. We compare the current licensing data with the planned activities.
2. We review the documents. We agree on the list of necessary clarifications.
3. We prepare the submission. We use the current forms and agree them with the client.
4. We support the review. We monitor registration of the documents and the outcome of the procedure.

Documents may be submitted through the electronic cabinet where the relevant service is available, in person or by post with an inventory of enclosures. We retain proof of submission and a copy of the package for the licensing file.

What does support from Prikhodko & Partners provide?

• Review of all changes within one package: addresses, personnel and specialties.
• An explanation of which documents must be submitted and which should be retained by the healthcare institution.
• Coordination of the launch of a new area of practice with the required licensing actions.

Are you planning to change an address or personnel, or add a new specialty? Submit a request to discuss changes to your medical licence and determine the required scope of legal support.