HKZ step-by-step plan: from zero to certificate

The HKZ process follows a fixed route: you choose your scheme, map your situation, describe your processes, test your own system and have a certification body audit you. Because HKZ is built on ISO 9001, the route closely resembles that of ISO 9001. The standards are managed by NEN .

On this page we go through the process in seven steps. For each step you read what you do and where care organisations often get stuck. Allow a lead time of 4 to 9 months, depending on your starting point. The full cost picture is on costs and timeline.

The HKZ process in seven steps

1. Choose the right HKZ scheme

HKZ has more than 30 sector-specific schemes. Your first choice is which scheme fits your work. A home care organisation chooses HKZ 144 VVT, and a small practice often chooses HKZ Small Organisations.

Where it goes wrong: organisations start documenting before they have chosen the scheme. Start the other way round.

2. Do a gap analysis

Hold your current way of working up against the requirements of the scheme. What do you already have in order, and what is still missing? Many care organisations already have more than they think: files, incident reports, training records.

A gap analysis stops you from doing things twice or missing important requirements.

3. Describe your processes

Record how you organise the care. Not a big book, but workable descriptions: intake, file keeping, incidents, training. Keep it concrete and recognisable for your staff.

Where it goes wrong: an external consultancy writes a handbook that nobody uses. Make sure your team recognises it.

4. Implement and make it work

A paper system is not enough. You must show that it works in practice. Use it for a few months: report incidents, carry out evaluations, record training.

The auditor wants to see evidence. You build that evidence by actually using the system.

5. Do an internal audit

Test your own system before the external auditor arrives. Go through the requirements and look for the gaps yourself. An internal audit works in the same way as under ISO 9001. For how to plan, record and follow up an internal audit under HKZ, read internal audit for HKZ.

Are you choosing HKZ Small Organisations (up to 10 FTE)? Then ask your certification body what they expect from an internal audit. Kiwa does not mention it on the scheme page.

6. The external audit

An accredited certification body tests your system in two stages. First a document review (stage 1), then a practical test (stage 2). Read what to expect on the audit process.

Does the auditor find nonconformities? Then you get time to resolve them before the certificate is issued.

7. Certificate and maintenance

After a successful audit you receive your HKZ certificate. It is valid for 3 years. Every year the auditor returns for a surveillance audit. After 3 years a recertification follows.

Maintenance means: keep improving, keep reporting incidents and carry out a management review every year.

Unsure about the scheme or the approach? The certification bodies often offer a free orientation meeting. Look at the certification bodies to see your options.

Start in good time. An HKZ process can easily take half a year. Do you want to take part in a care procurement round with a deadline? Work backwards and start well ahead.

Next steps

Costs and timeline → What does it cost and how long does it take?Requirements of the standard → What do you need to arrange?The audit process → Step 6 and 7 in detail HKZ Small Organisations → The lighter route

Sources

Running into something? First look at the frequently asked questions about HKZ.

Need help with HKZ?Tell us where you are stuck. We look at your question and discuss which next step fits. Your request is free and without obligation.

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