Overview
Pharmacies across Great Britain must ensure their entire workforce is legally registered to practice.
Locate a Locum now provides automated daily validation for all permanent employees that are registered with the GPhC. By integrating directly with the GPhC register, the system removes the manual burden of checking registrations and provides real-time alerts for any changes in status.
A) How Employees Add Their Registration Number
The validation process begins with the employee. To enable automated tracking, each Pharmacist and Pharmacy Technician must add their professional number to their profile.
Step-by-step for Employees:
Log in to your Locate a Locum account.
Navigate to Employee Profile (or Account Details).
Locate the field labelled GPhC / Registration No.
Enter your GPhC (e.g., 2XXXXXX)
Click “Save Changes”.
B) Configuring Employer Notifications
Go to the People page and select a user.
Navigate to the Permissions tab.
Check the box: "Should Receive Compliance Notifications?".
Click Save.
Nominated users will now receive email alerts if issues (such as deregistration or new FtP records) are detected during the daily check.
C) What Happens Next?
Once an employee saves their number, Locate a Locum takes over. There is no further manual work required from your team.
Initial Verification: Within 24 hours, the system performs an initial sync with the live registers to confirm the number is valid and currently registered.
Daily Automated Checks: Every night, the system re-verifies every employee. It checks for:
Registration Status: Is the professional still active and registered?
Independent Prescriber (IP) Status: Confirms and updates any IP status.
Superintendent Data: Pulls current Superintendent Pharmacist information.
Fitness to Practise (FtP): Detects if any new issues have been logged or if existing issues have been cleared.
Automated Alerts: If the daily check detects a change (e.g., an employee is deregistered or an FtP issue appears), an instant email is sent to nominated users set up in Step B.
D) What Employers See and Can Do
As an employer, you have full visibility of this data across your entire workforce through two main areas:
1. The Employee Profile (Compliance Section)
You can view the real-time status of any individual staff member:
Go to the People page.
Select an employee and click the Compliance tab.
What’s visible: You will see a verified status badge, their IP status, Superintendent details, and a summary of any FtP issues.
Direct Links: Each profile includes a "Link to Register" which takes you directly to that person’s official record on the GPhC website.
2. Monitoring Progress and Exporting Reports
For regulatory inspections or to identify gaps in your data, you can pull a company-wide report in seconds.
Identify Gaps: Use the export option to quickly see which Pharmacists or Pharmacy Technicians have not yet updated their profiles with a registration number.
Audit Readiness: Navigate to the People page and click the Export button. The resulting file (CSV/Excel) includes:
Full list of employees and registration numbers.
Real-time registration status (Active/Inactive).
Detailed Fitness to Practice (FtP) status.
Independent Prescriber and Superintendent Pharmacist data.
Best Practice for Rollout
To get your team onto the platform quickly, we recommend sending an internal memo asking all registered staff to update their profile by a specific deadline. Once their registration numbers have been entered, your compliance monitoring is effectively on autopilot.
Need more help?
If an employee’s GPhC registration number is not validating correctly, please ensure it matches the format on the official GPhC register or contact our support team.