CPD Compliance and Audits: What You Need to Know

Staying compliant with CPD requirements is essential for maintaining your professional registration in Namibia. Here’s what you need to know about compliance checks, documentation, and the consequences of non-compliance.

Documentation You Must Maintain

  1. Individual CPD Activity Record (Form CPD 1)
    • This is the official record of all your CPD activities
    • Include: your name, registration number, activity details, CEUs earned, and dates
    • Keep it updated and accurate at all times
  2. Certificates of Attendance (Form CPD 4)
    • Obtain a certificate for every CPD activity you attend
    • Ensure it includes: provider name/number, activity details, CEUs awarded, and your details
    • Keep these for at least two years

The Compliance Check Process

The HPCNA CPD Desk conducts random compliance checks annually, selecting 10% of professionals from each register. If selected:

  • You’ll receive an official notification
  • You must submit your CPD records within 21 working days
  • You can submit your documentation via:
    • A paper copy of the Excel spreadsheet record of their Individual CPD Activity Record
      (submitted by post to the CPD Desk at HPCNA at P/Bag 13387, Windhoek, Namibia)
    • Electronic copy of the record of their Individual CPD Activity Record (Form CPD 1)
      (submitted electronically to the CPD Desk at HPCNA at cpddesk@hpcna.com.na)
    • An electronic copy of the Excel spreadsheet that has been captured and held by
      arrangement between the health professional and a relevant individual or business
      (submitted electronically to the CPD Desk at HPCNA at cpddesk@hpcna.com.na)

Consequences of Non-Compliance

If you fail to meet CPD requirements, the following process applies:

  1. Initial Contact: You’ll receive a letter requesting an explanation for non-compliance, which you must provide within four weeks
  2. Remediation Period: If your explanation is acceptable, you’ll be given three months (January-March) to comply, with evidence due within four weeks after this period
  3. Council Review: If you still don’t comply, your case goes to your relevant Council, which may grant a final additional three-month period
  4. Final Sanctions: If non-compliance continues, the Council may:
    • Refuse to maintain your registration
    • Grant an extension (maximum one year) for good cause
    • Require you to write a Council-determined examination to assess your professional knowledge and skills

Important Note

Health professionals who are non-compliant or fail to submit records when audited will automatically be included in the next audit.

Remember that maintaining your CPD compliance isn’t just about avoiding penalties—it’s about ensuring you stay current in your field and provide the best possible care to your patients.

This blog is based on the Health Professions Councils of Namibia CPD Directives (Revised 2023).

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