Tip #1: Have your paperwork ready
NPA members have access to our Trusted Partner WorkNest who has a range of documents to help members manage key aspects of booking locums. Members can access template agreements for a locum pharmacist and pharmacy technician as well as a template contract letter. Further NPA guidance and resources are available on our Membership hub.
Remember that pharmacies now need to use CEST, a digital tool developed by HMRC to determine employment status of staff. More details on this can be found here.
Advertise the locum posting – detail the dates, timings, locations. Research the most competitive rate in your pharmacy’s area. Think about any benefits – mileage reimbursement or long-term employment or professional development. Create a calendar or spreadsheet to manage your locum bookings.
Tip #2: Have a list of your requirements to discuss with your locum
Making sure the potential locum is aware of the services your pharmacy provides and workload they will be expected to do before any agreement is important. This will allow you to screen the professional before you book them. Consider the following:
Are there any qualifications/ skills you need for the locum to provide evidence for?
What services and workload do you expect the locum to do? Examples include NHS or private services or care home dispensing
Ensure they are aware of your pharmacy workings, for example, whether there is a robot or collection point installed, or if the pharmacy operates a hub and spoke model
Check whether the locum pharmacist will be using their own SOPs if they are acting as the Responsible Pharmacist – if so, ensure you are happy with them and agree this beforehand
Tip #3: Book your locum with confidence
The NPA has a Trusted Partner to support called Locate a locum
Before you finalise the booking:
Check the locum’s GPhC/ PSNI registration details
Confirm whether the locum has their own indemnity insurance (NPA indemnity covers locums who work in your pharmacy)
For locums in England – remind them to bring their own Smartcard; if the locum does not have their own, consider your next options
Ensure all bookings are made in writing – this is prudent for verbal confirmations. The NPA locum agreement can be used. This way if the locum does not turn up or cancels hastily, they may be in breech of contract.
Tip #4: Have everything ready for your locum when they turn up
Making your regular staff aware when a locum will be working will help manage everyone’s expectations. When the locum turns up for the day, appoint someone to show them around the pharmacy. Keep the pharmacy handover book and SOPs available for the locum to read and for the latter, sign. Prepare the CD key handover. The Responsible Pharmacist sign needs to be correctly displayed.
Tip #5: Happy team, happy patients
Having a robust locum process in place will ensure your team work well together to deliver patient-centred care.
Talk to your pharmacy staff on their experience with the locum afterwards. Communicate feedback to the locum as needed. Learning together will build upon positive processes for the future.
