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 straight forward and is usually automatic. For big chain pharmacies, you often don't need to leave an invoice. However, 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.

AVICENNA

Please send a claim form to lyn.kennedy@avicenna.org after your shift. Payment is made within 30 days.

Please note: This form is to be downloaded and not saved online.

BOOTS

Before your shift

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

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.

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

You must be booked in for a shift first before completing the next step.

Setup your payment account here Locum Pharmacist Setup Form - enter the date of your first Boots shift with Locate a Locum, and use info@locatealocum.com as your agency email address.

Once you complete the form, you will get an email to verify the account. Once verified Locate a Locum will be notified to add the PDP and this will then be sent to Boots electronically to get the setup complete. Once complete Boots will provide you with your vendor number.

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

After your shift

CLAIMING FOR PAYMENT

NI, England and Wales:

Please leave an invoice in store - Invoice template

Scotland:

Please complete this claim form for shifts in Scotland, and leave in store with the manager, or deputy if not available - they should be able process this there and then. 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

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

After your shift - Getting Paid

  • Payment will be processed via BACS within 30 days

DAY LEWIS

Before your shift

After your shift - Getting Paid

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.

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

Pharmacists

Before your shift

  • Before applying for Lloyds shifts locums must request registration with Lloyds. They can start this process by emailing info@locatealocum.com
  • 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

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

Dispensers

Please complete Locum Dispenser setup form (Link), and email to @Locum Claims Mailbox (LocumCM@lloydspharmacy.co.uk).

Once received by Lloyds setup will take roughly a week and when setup the Locum will then be provided with an LD number (Locum Dispenser) for accessing the EMTA system.

EMTA is the platform used for dispensers to access things such as their pay, shifts worked ect.

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:

Locums must complete a Locum Information form (only once, or if you have updated address/bank details etc since you last worked), and email to locum.claims@pcthealthcare.com

After your shift:

Please complete / send a Locum Claim Form to locum.claims@pcthealthcare.com

Payments cut off and pay date July - Dec 2020

Month of Claim and cut off (by 5pm on date shown)

Month of Payment and date paid

September 2nd

October 13th

October 4th

November 11th

November 3rd - Year End

December 11th

PILLBOX

Before your shift

After your shift - Getting Paid

  • Invoice/Locum Claim Form required
  • Payments will be made 30 days after you send your invoice.

ROWLANDS

England

Before your shift

Please complete / return the forms below to 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

Once you are booked, please let us know and we 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

Scotland

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

The following accreditations are also required:

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

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

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

WELDRICKS

After your shift - Getting Paid

Complete the invoice and send it to pharmacysupportshared@weldricks.co.uk

Invoices are paid within 30 days

WELL

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

For ANY Well travel expenses etc, please email this form: Expense form to locums@well.co.uk within 6 weeks of the shift, otherwise expenses will not be paid.

England

Before your shift

Locums need to ensure they have completed the following:

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

  • Enhanced DBS (Must be on the DBS update service) - they will ask for your update ID that begins with C
  • Level 2 Safeguarding vulnerable adults and children - MUST be dated within 2 years
  • Dementia Friends
  • Repeat Dispensing
  • Smart Card
  • MUR
  • NMS

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.

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

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.

Did this answer your question?