Locum pharmacists play an essential role in keeping community pharmacies running. When sickness strikes, staff take leave or rotas come under pressure, they help maintain services and ensure continuity of patient care. But filling a gap on the rota with a locum is only the first step. How effectively a locum can work depends on the preparation, information and support provided by the pharmacy.
Many of the frustrations that arise during a shift are avoidable. Missing system access, unclear priorities and incomplete handovers can create unnecessary pressure for locums and permanent teams alike. Addressing these practical issues helps shifts run more smoothly and keeps the focus on patient care.
Where locum shifts can go wrong
The most common friction points rarely stem from a lack of goodwill or professional competence; they usually come down to practical details overlooked when cover is arranged:
- Missing information: Locums arrive without essential access details, such as controlled drug safe keys, standard operating procedures (SOPs) or information about staff working arrangements.
- Unclear expectations: Dispensing workload, booked consultations and service commitments, such as Pharmacy First, haven’t been discussed.
- System access: Expired patient medication record (PMR) logins, NHS Smartcard issues or missing service permissions prevent locums from carrying out key tasks.
- No clear point of escalation: Locums don’t know who to contact about issues such as missing deliveries or clinical concerns.
Individually, these problems might seem minor. But when a pharmacist is working in an unfamiliar environment, they can quickly add up. Time spent tracking down information or resolving access issues is time that could otherwise be spent supporting the team and caring for patients.
How to support locums before, during and after a shift
Good working relationships depend on clear expectations from both sides. Locums need the information and support to work safely in an unfamiliar pharmacy, while regular teams need confidence that priorities are understood and outstanding tasks are handed over properly.
Before the shift: share key details
Good preparation starts before the locum arrives. Where possible, share essential information around 48 hours before a planned booking, or as soon as cover is confirmed for shorter-notice shifts. This gives the locum time to prepare and helps avoid unnecessary delays on arrival.
The initial briefing should provide a realistic picture of the pharmacy, the shift and the expected workload. Include opening hours, shift times, break arrangements, parking and transport options, and any specific entry instructions, such as back-door access or security codes.
Give the locum an indication of typical dispensing volumes and any additional workload, including services. It’s also important to flag anything known that could affect the day, such as staffing absences or known stock shortages.
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Digital access should be confirmed before the shift wherever possible. Check that the locum’s NHS Smartcard is active, unlocked and correctly linked to the pharmacy’s Organisation Data Service code. Let them know which PMR system the branch uses and flag any important local processes. Confirm that they can access the relevant clinical service platforms, such as PharmOutcomes, and that the necessary permissions and service profiles are in place.
The briefing should also clarify which clinical services the pharmacy provides and which the locum is expected to deliver. Where relevant, confirm any service-specific training, assessments, authorisations or documentation the locum needs before delivering them.
Finally, let the locum know where to find the pharmacy’s SOPs and who to contact if they need help with system access or local processes.
Sharing these details in advance helps locums arrive prepared, reduces time spent troubleshooting and gives them a clearer picture of what the shift involves.
During the shift: set clear priorities
Even experienced locums need time to understand how an unfamiliar pharmacy operates. So, where possible, it’s recommended that locums set aside around 10 minutes at the start of the shift to meet the team, understand local routines and establish the day’s priorities.
If the pharmacy owner or regular pharmacist isn’t on site, locums should speak to the most experienced available team member to understand the team’s skill mix and find out where to access key documents such as the pharmacy’s SOPs.
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It’s important to clarify who is responsible for the different tasks within the pharmacy. Locums should also ask about outstanding work from the previous day, so these can be factored into the day’s priorities. The team should agree how the workload will be managed. As pressures change throughout the day, open communication helps everyone adjust.
Locums should also know who to contact if they need support. The pharmacy should provide a named contact and direct phone number where possible. Clear communication throughout the shift helps locums navigate local differences, resolve problems promptly and work effectively with the regular team.
After the shift: complete the handover
The end of a shift is just as important as the start. Without a clear handover, outstanding work can be missed, patient queries may go unresolved and the regular team can be left without the information needed to pick up where the locum finished.
Before leaving, locums should take around five minutes to leave a written update on outstanding actions, making clear what action has already been taken and what still needs to happen.
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It’s also good practice for locums to leave their contact details in case the pharmacy needs to follow up on anything after the shift. They should also make sure the pharmacy is locked up securely, where this is part of their responsibilities, and remember to sign out of the responsible pharmacist log.
The handover gives both sides an opportunity to improve future shifts. Locums can share feedback on what worked well, what caused delays and whether any information or system access was missing. Pharmacy teams can use this feedback to address recurring problems before the next booking, rather than expecting each incoming locum to work around them.
Making locum cover work for everyone
Successful locum cover requires more than just filling a gap in the rota. Locums need to understand local procedures, communicate concerns and ask questions, while pharmacy teams need to provide the information and support that allow them to work safely and effectively.
As community pharmacies take on more clinical services, getting these working relationships right becomes increasingly important. Clear expectations, reliable communication and proper handovers help locums integrate into unfamiliar teams and allow everyone to focus on what matters most: delivering safe, effective care to patients.
Jonathon Clarke is CEO of Locate a Locum.