We often get asked about the whole locum process, from booking on to a shift to getting paid. We work with various pharmacies which means that the processes can vary. With this in mind, we thought we would put together a quick guide to give locums a better insight into what is needed before they complete a shift and what is required once the shift has been worked.

For mileage queries, please visit our latest help article on mileage rates for pharmacies: https://help.locatealocum.com/en/articles/4452097-mileage-rates-for-pharmacies-how-it-works

We have broken these processes down by pharmacy in order to make it as clear as possible. Unlike working for an agency, when working as a pharmacist with Locate a Locum, you get paid directly by the pharmacy. Payment following a shift through Locate a Locum is straightforward and is usually automatic. For big chain pharmacies, you often don't need to leave an invoice.

Here is a detailed breakdown of all of our major employer’s procedures below!

AIM RX

Locums must complete this invoice and email it to jeri.buchanan@aimrx.co.uk after their shift. These should be submitted on a monthly basis for payment on the 10th of the following month. The deadline for each month is the 1st of the following month. For example, an invoice submitted on 1st April will be paid on 10th April, an invoice submitted on 2nd April will be paid on 10th May.

To access the locum claim form, CLICK HERE.

ALLIED PHARMACIES

For more information on how to register, CLICK HERE.

For more information on how to create an invoice, CLICK HERE.

From 1st August 2022 locum payments will be made once a month. You will now be paid on the last working day of each month.

You MUST upload your invoices to Locumbay by 25th of each month to ensure payment is made in this month. If 25th falls on a weekend you will need to upload your invoice to Locumbay the working day before.

AVICENNA

Payments will be processed via BACS within 30 days - you do not need to leave an invoice, as long as your bank details are updated on your profile Avicenna can pay you.

**PLEASE NOTE - Any mileage has to be agreed at the time of booking if its not agreed then it will not be paid. If the branch you are working in closes during lunch then this time will not be paid**

ASDA

Before your shift

You must go to a local Asda Pharmacy store and take documents in for verification.

These documents are:

UK/EU Passport

Right to work documents (if applicable)

Enhanced DBS/PVG/Access NI

You may also need to call the store and confirm there is a manager in-store who can verify your documents and confirm if anything additional is needed for the document check.

Once the document check has been completed you will receive login information to the Venloc system they use to add accreditations to your profile.

If you require further information or help with this process please request registration with ASDA by emailing info@locatealocum.com.

**Payments will be processed within 30 days of working your shift**

BOOTS

**PLEASE NOTE - if you are an ex employee with Boots you CANNOT locum for the company until 6 months from your last day of employment **

Before your shift

You must be able to provide DMS (Discharge Medicine Service) - Eng only

You must be registered on the DBS update service - Eng only

You must be able to provide CPCS - Eng only

Your smartcard must have Locum & SCR access - Eng only

Flu Jab accreditation may be required

Store Check in

Full details of store check in can be found here: http://help.locatealocum.com/en/articles/3197454-checking-in-out-with-boots

**YOU WILL NOT BE PAID BY BOOTS UNLESS YOU COMPLETE THE STEP BELOW**

Please register here: https://www.locumatboots.co.uk/l/you-would-like-to-be-considered.aspx - If you can send us a screenshot once you have completed this step. DO NOT APPLY for Boots shifts unless you have completed this step.

After you complete your registration with locum@boots.co.uk you will be sent a link internally from Boots to set up a new vendor account for payment.

You must keep your Locumatboots.co.uk account updated, as it could affect your future Boots applications.

**Your vendor number will be sent straight to you via email from Boots rather than coming through ourselves as we have no involvement in the registration process. If you need/want any updates on your registration status you MUST contact Boots directly on the following email address - sapvendormaintenance@boots.co.uk. Please be patient this can take up to 3 weeks to complete if there are no issues or delays.**

Amend your payment account

Please visit this link if you wish to amend your payment account details (you will require your Boots vendor number) - this step only applies once you have been setup:

Locum Pharmacist Amendment Form

CLAIMING FOR PAYMENT

Please leave an invoice in store - Invoice template

The form MUST be fully and accurately completed.

Payment is generally made within 14 days of the shift, payroll runs every Tuesday, with payslip received on Wednesday and payment on Friday.

For Scotland queries, please see below (any queries regarding the rest of the UK, please contact the branch you worked in, if this cannot resolve your issue contact info@locatealocum.com):

Other expenses including travel time***, parking and public transport will not normally be paid unless previously agreed. All mileage, travel time and parking claims will be validated before processing. A receipt must be submitted for any of these claims or they will not be processed.

In the email you send clearly state in the subject "Invoice confirmation <date of invoiced shift>".

Please send any receipts, authorisation for any extra values / amounts or queries to the following mailbox: PharmacyDeployment.Scot@Boots.co.uk

Invoices will be processed as soon as possible. As per terms and conditions, Boots have twenty (20) working days of receipt of a valid claim to make payment in the first instance. Bank Holidays will also impact the timeline and should be taken into consideration before querying a submitted invoice. Please wait the stated time before querying any outstanding submitted forms. Any queries before this time has passed will not be investigated.

*** If the confirmation email is not provided for any extras the claim will be processed without them and cannot be added at a later date.

For Locums offering the NHS England Pharmacy Influenza Vaccination PGD in a Boots store:

• You must complete the Practitioner declaration on the PGD. You must sign a copy of the PGD at each store where you work

• You must take evidence of training and additional requirements (as detailed on page 5 of the PGD) to each store in which you work, including a copy of your Declaration of Competence

• The evidence must be shown to the Authorising Manager (Store Manager/local Store Manager/Area Manager as per guidelines we give for our Boots pharmacists)

• The Authorising Manager must 'sign you off' as being suitably trained and competent to work under the PGD and this copy of the PGD must be kept in the store.

• You must also leave a copy of your Declaration of Competence 'statement of declaration' in the store and this must be attached to the PGD you have signed.

Once the above has been completed, the locum pharmacist can start vaccinating

CLEAR PHARMACY

Please view payment instructions here - Clear Pharmacy Locum welcome letter

The above letter details the contact email for the relevant areas, please ensure you use the correct one.

You should send the following invoice template / expense template (if expenses were agreed) after each shift.

Payments are made within 14-30 days

COHENS

Before your shift

Pharmacists:

Locum Pharmacists must register for a MyCohens account here: https://www.cohenschemist.co.uk/locums/

Dispensers:

There is no registration form for dispensers. For any locum dispensers please get in touch with our team to get a copy of the invoice template.

After your shift - Getting Paid

  • Payment will be processed via BACS within 30 days

DAYCHEM

Please send an invoice to rjrchem@outlook.com - invoices are paid within 10-11 working days of the month following your shift.

DAY LEWIS

Before your shift

DO NOT COMPLETE/SAVE THE FORM ONLINE AS YOUR INFORMATION WILL BE SAVED, THIS IS A CLOUD BASED FORM. PLEASE DOWNLOAD TO COMPLETE.

After your shift - Getting Paid

  • A Locum Claim form (here) will be required and should be sent to locumco-ordinators@daylewisplc.co.uk asap after your shift, within 24 hours.

  • Payment is processed via BACS on the last working weekday of each month - payment will be received into your account within the first 3-5 working weekdays of the next month.

ENIMED LTD PHARMACY

Please use the following invoice template HERE and send your invoice to PAYROLL@ENIMED.CO.UK

HOLLOWOOD CHEMISTS GROUP

Please download/complete the following claim form here and email to
joanne@hollowood-chemists.co.uk

Please make sure to have your invoices sent before the end of the month, Invoices are sent to finance within the first 10 days of the following month, with payment processed / received a few days after that, usually around the middle of that month.

JARDINES

Please download and complete this claim form - email to m.widdows@jardinesuk.com

**Shifts are paid within the first 2 weeks of the following month**

JHOOTS

Before your shift

  • Locums must ensure their Locate a Locum profile is complete.

After your shift - Getting Paid

  • Jhoots require Locums to complete an Invoice and send it to locum@jhoots.co.uk for payment

  • Payment will be processed via BACS at the end of the month following the shift that was worked - claims must be submitted before the last working day of the month when the shift was worked, otherwise it will be delayed a further month.

LLOYDS

Locum Pharmacists

Before your shift

Before applying for Lloyds shifts locums must confirm they have an approved venloc account, if not we can request details to be sent for you - please request registration with Lloyds by emailing info@locatealocum.com

Document requirements for Venloc are as follows:

Generally they ask that accreditations are from within the last 2 years

Dementia Friends
Flu Jab - where applicable
MUR (Medicine Usage Review) – England and Wales only - this is under review due to upcoming changes ~March 2021
NMS (Needle Medicine Usage Review - England and Wales only
Safeguarding Level 2 - England and Wales only
Sepsis Accreditations - England Only
Infection Prevention and Control criterion (Level 2) - England Only
Antimicrobial Stewardship (AMS) - England Only
Suicide Awareness (Optional) - England Only
Weight Management - England Only
CPPE Risk Management Training - England Only
NESA Accreditation - Wales Only
NADEX Code - Wales Only
NHS Smart Card - England and Wales only
Indemnity Insurance – England/ Wales / Scotland/ Ireland
GPhC Number- England/ Wales/ Scotland
DBS - England & Wales only
PVG - Scotland only
Proof of address dated within the last 3 months (eg bank statement)
Copy of your passport, both the front cover and Photo page
Right to Work (Visa / Biometric residence permit / EU Settled status) if applicable

Once this application is completed, locums should contact Locate a Locum so that we can notify Lloyds that the new locum profile needs to be approved.

Locum Dispensers

Please sign up to Venloc using this link

After your shift - Getting Paid

With Lloyds payment is automatic, locums need to ensure that their Venloc account and Locate a Locum account match to ensure no double bookings or errors.

  • No invoice required

  • Payments will be processed via BACS within 14 days

Payment queries

Depending on the query, Locums can contact either the Helpdesk on 0333 577 2155 or the Lloyds rota team on 0247 6625 205.

If the query is regarding a missing or late payment, please contact the Helpdesk.

If the query is regarding the rate or the amount paid, please contact the rota team.

LOS Pharmacy

Please send an invoice to operations@lospharmacy.co.uk - Los Pharmacy runs payroll twice a month:

  1. End of the first 2 weeks - payment received at the end of the month.

  2. End of the month - with payment received within the first 2 weeks of the next month.

MEDICARE (NI)

Please leave an invoice in store after your shift, payments are generally made within 14-30 days.

MICHAEL FRANKLIN (CHEMISTS) LIMITED

Please email an invoice to anita@mfranklin.co.uk after your shift. Payments should be made within 30days.

MILZPILZ

Please send an invoice to villagepharmacy.fulbourn@nhs.net after your shift.

Payments are made within 30 days.

PAYDENS

Locums must complete the bank details form (only required after your first shift) / claim form and email to charlotte.long@paydens.com

Payments are made within 14-30 days

PCT

Before your shift

  • Please ensure your Locate a Locum profile is updated, including bank details

Getting paid - payments are usually processed within 30 days of shift completion. You do not need to leave an invoice, as long as your bank details are updated on your profile PCT can pay you.

PILLBOX

Before your shift

After your shift - Getting Paid

ROWLANDS

England

Before your shift

In order to complete your registration with Rowland's you will need to complete and return the forms below, and send them to locumdocuments@rowlandspharmacy.co.uk and cc. in info@locatealocum.com.

The following accreditations are also required:

  • MUR

  • NMS

  • Smart card

  • Safeguarding Level 2

  • Dementia Friends

  • Flu (if applicable)

  • SCR

  • MediPAC / PilPouch training - Completed in branch

I will email Rowland's to get you setup, and you will receive details in an email with instructions for completing MediPAC & PilPouch, these are completed in branch during your shift. Once complete, sign the declaration they provide and email it with the certificates to resourceplanning@rowlandspharmacy.co.uk

From Monday 10th May they will no longer be processing claims via the old style claim form, instead they will have a brand new automated system ‘webexpenses’

CLICK HERE for a document to help you.

Scotland

Please complete / return the forms below to info@locatealocum.com

The following accreditations are also required:

  • Smoking Cessation

  • PCR – Pharmacy Care Records (falls in with Pharmacy first, so if you complete the details on the last point below)

  • Yellow Card

  • Pharmacy First Training - this can be completed here: https://learn.nes.nhs.scot/

Once you have completed Pharmacy First, please complete/return the Pharmacy First training declaration to resourceplanning@rowlandspharmacy.co.uk

After your shift - Getting Paid

Please send a Self Employed Claim Form form to locumpayments@rowlandspharmacy.co.uk / statements@rowlandspharmacy.co.uk

**Payment turnaround is 10-14 days, the cut-off for payroll is every Friday, with payment processed the following Tuesday.**

SUPERDRUG

Before your shift

  • Please ensure your Locate a Locum profile is updated, including bank details

  • Level 2 safeguarding vulnerable adults and children is required

  • Locum smartcard is required

After your shift - Getting Paid

  • Superdrugs payments will be processed via BACS within 14 days - you do not need to leave an invoice, as long as your bank details are updated on your profile Superdrug can pay you.

You will receive remittance advice via email on a Tuesday and the payment will reach your account by end of business on the Friday of that week. If any issues with payment please get in touch with Superdrug Operations Team in Head Office 0330 060 3000 select opt 3 then 2 or 3 (whichever is applicable)

SUTTON CHASE (KAMSONS365)

Locums must complete a claim form and email to accounts@suttonchase.co.uk after each shift.

Payments are made within 14-30 days

TESCO

Locums need to register in Autologxy to work at Tesco. To do this they would use the below link to start the process:

https://forms.office.com/r/7GTm2PKXzm

The locum would then be sent details to log in and complete registration using the below link:

https://locumattesco.autologyx.com

On completing registration, Tesco will review the application including the submitted documents. If these meet the requirements, the locum will be approved and be given access to the scheduling tool, Planbition.

**Payments will not be made unless registration has been completed**

What is required for registration with Tesco?

Requirement

Details

GPhC (General

Pharmaceutical Council) Registration

It is a legal requirement for pharmacists practising in Great Britain to be registered with the GPhC. Information required:

• GPhC registration number

• Name of locum as it appears on the GPhC register

DBS (Disclosure Barring Service)/PVG - Scotland (Protecting Vulnerable Adults) Check

An Enhanced DBS/PVG Check is required for all pharmacists as they work in regulated activity with and provide services to vulnerable adults and young children.

Information required:

• 12-digit certificate number

• Date the check was completed

• Upload a copy of the certificate.

Right To Work (RTW)

Information required:

• Upload a copy of UK Passport or

• Upload a copy of Birth Certificate and NI Number or

• Upload a copy of Timebound document e.g. a visa with expiry date

A physical check of the documentation uploaded as proof of RTW will be completed by the employee pharmacist prior to/on first shift. Locums that fail this physical check will be removed from the shift booking system until resolved.

Locum Agreement Form (LAF)

This is the contract between Tesco and the Locum and details the terms and conditions of the engagement.

Information required:

An e-signature from the locum will be required to accept this agreement.

Tesco Man Number

A Man Number is required to make payments to locums for shifts worked at Tesco. Information required:

• Man Number (this can be found on your payslip)

IR35

From April 2021, HMRC are introducing changes to the current IR35 rules which means all large businesses including Tesco will be required to assess the employment status of PSC (Personal Services Company) locum Pharmacists before engaging the locum Pharmacist.

Information required:

• PSC Name through which you provide services to Tesco

• PSC registration number

THE HUB PHARMACY

Locums must complete a claim form and email to finance@thehubpharmacy.com after each shift.

Payments are made within 14-30 days

TOUCHWOOD PHARMACY

Locums must complete a claim form online in order to get paid after each shift.

WELDRICKS

Payments will be processed via BACS within 30 days - you do not need to leave an invoice, as long as your bank details are updated on your Locate a Locum profile Weldricks can pay you.

WELL

WELL PHARMACY WILL NOT PAY YOU UNTIL ALL OF YOUR REGISTRATION FORMS AND SUPPORTING DOCUMENTS HAVE BEEN RECEIVED

Well accreditation and forms should be sent to info@locatealocum.com

England

Before your shift

Please complete and sign by hand the 4 forms below, then please see Accreditations required:

Accreditations required:

  • Enhanced DBS (Must be on the DBS update service)

  • DBS update service screenshot - this must show the renewal date of your update service subscription

  • Level 2 Safeguarding vulnerable adults and children - MUST be dated within 2 years

  • Dementia Friends

  • Repeat Dispensing

  • Smart Card

  • MUR

  • NMS

  • ​Flu jab where applicable

Northern Ireland & Scotland

Before your shift

Locums need to ensure they have completed the following (Completed by hand):

Locums also need to send/upload the following (Completed by hand):

  • MUR (For Northern Ireland)

  • Smoking cessation (Scotland)

Wales

Before your shift

Locums need to ensure they have completed the following (Completed by hand):

After your shift - Getting Paid

  • No invoice required

  • Payment processed via BACS within 14 days

  • All your relevant documentation needs to be with Well for payment to occur within this timeframe.

All Locums must also download the following APPS:

Quinyx - this is to complete your registration, alongside the relevant forms and accreditations below.

Webexpenses - this is to record any expenses after you have worked a shift.

Please contact Locums@well.co.uk for more information on the details required for the apps.

WELL - Technicians and Dispensers

Before your shift

Locums need to ensure they have completed the following (Completed by hand):

  • GDPR Declaration Form

  • Locum Contract

  • New starter form Tech and Disp

  • CV that is up-to-date, with any gaps explained. Well will not accept registration/bookings if working with a rival company, these will be rejected.

  • 2 x References – these must be written references, sourced by you and they must be from your most recent roles. Preferably from 2 different employers.

  • DISP only: PA (NVQ2) Certificate – If not combined, then a copy of the Medicines Counter Assistant or Healthcare Counter Assistant certificate must also be provided.A breakdown of modules covered / completed must also be provided.

  • TECH only: PT (NVQ3) CertificateA breakdown of modules covered / completed must also be provided.

  • TECH only: Valid and current GPHC registration

  • TECH only: Current and Valid police clearance for the region you wish to work in:England/Wales - Enhanced DBS - Must be recent if not on the update serviceScotland - PVG Membership is preferredNorthern Ireland - Enhanced Access NI

WHITEROSE PHARMACY (ROSEMEAD)

Please complete and return the following template to ganatrat@hotmail.com - this must be done between the 23rd - 29th of each month, you must include all dates between 1st - 31st if scheduled to work.

INDEPENDENTS AND/OR PHARMACIES NOT ON THIS LIST

Before your shift

  • It's good practice to call the pharmacy you're booked in to before your shift to make sure their insn't anything you need.

After your shift - Getting Paid

  • Leave an invoice in store or you can email Locate a Locum with invoice details

From time to time pharmacy managers and employers may also add additional payment instructions in the ‘Additional Information’ section of the shift. We have also created a handy invoice template for locums to use. Making sure you have a consistent invoice template can help you keep track of all your finances.

Whilst Locate a Locum does not pay you directly we do all we can to ensure a smooth process for all our locums If you are having any issues at all please contact us on 020 7859 4613 and we’ll help you.

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