Booking Locums

4.1  Introduction

The purpose of this protocol is to provide a framework which will ensure that all prudent steps are taken prior to the appointment of a locum GP to ensure continued patient welfare and safety, and the compliance with statutory requirements.  It is essential for practices to hold a comprehensive file containing all documentation and checks, to be retained indefinitely.

4.2  Background

The Health and Social Care Act 2001 initiated changes to the NHS (General Medical Services) Regulations including Terms of Service.  From April 2002 specific requirements were imposed on GP practices to ensure the validity of non-principles (including locums) and these requirements are incorporated within the procedures given below, and the checklist at Appendix A should be completed for all non-principle GPs and retained indefinitely within the personal file.  All checks should be complete prior to appointment/starting work.

4.3  Specific Checks

Initial contact with the locum

Ask for (preferably in writing)

• Brief factual CV
• GMC registration and defence registration or certificates
• Details of PCO holding performers list (or equivalent)
• Details of last DBS check
• Hepatitis B status
• Date of recent safeguarding training

On receipt of the written information noted above, check the following:

4.4  General Medical Council

Check registration with the General Medical Council (GMC).  A registration status check is also available on-line at www.gmc-uk.org or is available by telephone enquiry.  Record and print the result.  Obtain a copy of the License to Practise.  Ensure that the GP does not have a restriction in place or that this has been declared.  Where a restriction or interim order is in place print off the full details of the restriction/order and ensure compliance prior to engagement.

4.5  Defence Registration

Check that the documents produced are current and valid.  Where only renewal letters are produced ensure that confirmation of renewal is available, such as a certificate or a receipt.

4.6  Performers List

Check that the locum is included on a Primary Care Organisation (PCO) Medical Performer List.  The locum should be able to provide the name of the PCO and the personal registration number.  Contract the PCO if necessary and confirm that they are registered and that they are free from restrictions.  Check that a DBS check has been performed and is available.

Where a locum provides documentary evidence of their registration then this may be accepted.  Care should be taken as documents presented by locums may be out of date and may not record recent restrictions.

A doctor may only be on one PCO list, but this will enable him/her to work for alternative PCOs or their practices.  Locum doctors should be registered on their ‘local’ list where most of their work is performed.  However, where a doctor moves geographically and ‘forgets’ to transfer, their registration then this is acceptable.

Where a doctor is registered on a PCO list, a separate DBS check is not required. 

4.7  Referees

A minimum of 2 clinical referees are required.  The locum may provide written references.  Although these may be accepted they must not be relied on, and in all circumstances the practice should contact the referee in writing and ask for confirmation and a clinical reference.  The referees should normally be related to the last 2 years clinical posts.

It is also good practice to telephone 2 of the practices at which the locum has worked in addition to the 2 clinical references to determine their suitability.

Where a locum is engaged as a matter of urgency, references may be taken up verbally pending written confirmation.  This should be received within 14 days.

It is good practice to have a written agreement with a self-employed locum.  If the locum is an employee, he/she should be treated in a similar manner to a salaried GP and given a contract of employment.  If the locum is to be employed for a fixed period (e.g. for maternity cover) this must be specified in the contract.

Once the locum has been confirmed to work at the practice, email a copy of this pack to them so that they have an opportunity to read it prior to starting with the practice.

4.8  Use of Locum Agencies

If the practice uses an agency who supplies locum doctors who change on a regular basis, then an undertaking should be obtained from the agency to the effect that only doctors currently included on a PCO Performers List, and who are unrestricted are provided.

All practices are responsible for ensuring that the locums that they use are checked, although it should be the responsibility of the locum agency.  As a practice you still have a duty to ensure that the locum GP that you use is of high quality standard and complies with the appropriate legislation.

Locum agencies should be asked to fax/email over the CV (containing qualifications), indemnity cover, GMC number and registration status for the GP concerned and any other information that can be faxed/emailled to substantiate the locum’s validity”

Once the locum has been confirmed to work at the practice, email a copy of this pack to them so that they have an opportunity to read it prior to starting with the practice.

4.9  Clinical System

In all cases locum GPs are to be provided with their own ‘sign on’ and are not to use a generic or other sign on (e.g. locum).  This is to ensure that the clinical system at all times will show the actual name of the doctor undertaking a consultation.

Practice Lead(s):                   Lilian Sayers

Implementation Date:           December 2019