Overview
The Far North Queensland Human Research Ethics Committee (FNQ HREC) reviews eligible quality assurance (QA) and quality improvement (QI) activities where the findings are intended to be disseminated outside Queensland Health, for example in a publication, conference presentation or external report.
QA/QI activities are used to evaluate, monitor or improve healthcare services, systems or patient outcomes. We review QA/QI activities undertaken within Cairns and Hinterland Hospital and Health Service (CHHHS), Torres and Cape Hospital and Health Service (TCHHS), and collaborative activities involving Aboriginal and Torres Strait Islander Community Controlled Health Organisations (where applicable).
Eligible QA/QI activities intended for external dissemination are reviewed by the FNQ HREC Chair under the FNQ HREC QA application pathway.
When should you apply?
If you intend or think you may later wish to disseminate, publish or present your findings outside Queensland Health, apply through the FNQ HREC QA application pathway before you start your activity. Written confirmation of exemption from HREC review must be received before the activity commences.
If you disseminate, publish or present your findings outside Queensland Health, you must protect participant confidentiality and comply with privacy requirements. If photographs or videos of patients or staff will be used, appropriate consent and organisational approvals must also be obtained.
Before you begin
To avoid delays, ensure all mandatory submission requirements have been completed before submitting your application. The quality assurance/quality improvement application submission checklist [DOCX 1084.94 KB] outlines the documents and submission requirements needed to prepare a complete application.
Before preparing your application, complete the QA activity review guide (decision tool) [PDF 214.2 KB] to determine whether your activity is eligible for the FNQ HREC QA application pathway. If you answer 'no' or 'unsure' to any statement, or if you are otherwise unsure whether your activity is eligible, contact the FNQ HREC Office before preparing your application.
For further guidance, refer to the NHMRC's Ethical considerations in quality assurance and evaluation activities.
If you have any questions about the QA application pathway or are unsure how to proceed, please contact the FNQ HREC Office.
FNQ HREC Office
Phone: 07 4226 5513
Email: FNQ_HREC@health.qld.gov.au
The application process
Step 1. Prepare your study plan
Develop your QA/QI study plan using the available guidance documents.
- Guide to writing a QA study plan [PDF 347.35 KB]
- QA study plan template [DOCX 57.69 KB]
- CHHHS QA data guide [PDF 151.69 KB] (useful for data management planning).
Guidance on completing the data management and storage section of the study plan is available in the guide to writing a QA study plan and the CHHHS QA data guide listed above. Where applicable, also refer to relevant TCHHS guidance. The QA application submission checklist outlines the HHS-specific submission requirements.
If your activity involves direct engagement with patients or staff (for example, interviews, surveys or identifiable clinical photographs or videos), ensure appropriate participant information and consent processes have been considered during the planning stage. Consider privacy and confidentiality requirements throughout the collection, storage and dissemination of information.
Clinical images and consent
If your activity involves taking or using identifiable clinical images, including photographs or videos, ensure appropriate written consent has been obtained and organisational requirements are met.
For more information, health service staff can view their taking and uploading of clinical images procedure on the Queensland Health intranet.
Step 2. Complete your application forms
Complete the required HHS-specific QA application form(s) below:
If your activity involves both the Cairns and Hinterland and Torres and Cape Hospital and Health Services, complete an application form for each HHS.
Step 3. Prepare your supporting documents
Use the QA application submission checklist [DOCX 1084.94 KB] to ensure all required supporting documents, signatures and HHS-specific requirements have been completed before submitting your application.
If you are a Queensland Health employee and your activity includes an online survey, questionnaire or electronic form, refer to the Queensland Health intranet (QHEPS) for CHHHS-specific guidance on survey development, privacy responsibilities, cultural considerations and good practice.
If your activity involves access to clinical system data, such as confidential patient data from ieMR or another clinical information system, ensure you have contacted the relevant HHS data custodian and obtained evidence of this engagement before submitting your application.
Step 4. Submit your application
All applications must be submitted electronically through Ethical Review Manager (ERM) using the QLD exemption form. Hard copy submissions are not accepted.
After submitting your application in ERM, email FNQ_HREC@health.qld.gov.au to let the FNQ HREC Office know that your application has been submitted. ERM does not automatically notify the FNQ HREC Office of new submissions, and this helps ensure your application is received for review.
Need help with ERM? Contact the ERM Help Desk on 07 3708 5081 or ERMHelpDeskSupport@health.qld.gov.au.
Next steps
The FNQ HREC Office will first check that your application is complete. Incomplete applications may be returned for amendment before review.
Once complete, the FNQ HREC Chair will review your application and determine whether it is eligible for exemption from HREC review. Eligible applications are reviewed by the FNQ HREC Chair outside the full HREC meeting process.
Further information may be requested if required.
Do not commence your activity until written confirmation has been received from the FNQ HREC Office.
If your activity will not be disseminated outside your department, Hospital and Health Service or Queensland Health, a FNQ HREC QA exemption application is generally not required. Local quality assurance activities should instead be managed in accordance with your organisation's local quality improvement governance processes.
Complete your activity
On completion (or discontinuation) of your activity, please complete a final eport and email it to FNQ_HREC@health.qld.gov.au together with any publications, presentations or other dissemination arising from the activity.