Onboarding Pack for Locum GPs

Introduction

Welcome to [Practice Name]! We are pleased to have you join our team. This guide will help ensure you have everything you need to integrate smoothly into the practice and provide excellent patient care. As a locum GP, we recognize your time with us may be short, so we aim to make your onboarding as efficient and clear as possible.

1. First-Day Essentials

Arriving at the Practice

• Please arrive [X minutes before your first session] to allow time for setup.

• Report to [designated staff member] at [specific location].

• You will be given a tour of the building, including consultation rooms, emergency exits, and key facilities.

Key Introductions

• You will be introduced to:

  • The Business / Deputy Practice Manager

  • Reception and Admin Team

  • Nursing Team & Healthcare Assistants

  • Other GPs and Partners on site

• A "buddy" GP or senior team member will be available for quick clinical or procedural queries throughout your session.

2. IT, Logins & Administrative Setup

To avoid delays, logins for clinical systems should be set up before your first day. Please ensure you have access to:

• EMIS / SystmOne / Vision (or other clinical system) for patient records

• Docman / Pathways for reviewing lab results and referral handling

• NHS Smartcard & Local Passwords for prescriptions and patient records

• Practice Shared Drive & Policies (if needed)

If any login issues arise, contact [IT or admin contact] for urgent resolution.

3. Clinical Workflow & Appointments

Appointment Scheduling

• Clinics are structured as follows:

  • Telephone Consultations

  • Face-to-Face Appointments

  • Online Consultations (if applicable)

• Appointment times: Standard consultations are [X] minutes per patient.

• Admin slots: Time is allocated for referrals, results, and prescription reviews.

Home Visits (If Applicable)

• Home visits are allocated at [time].

• Requests are reviewed by the duty doctor before being assigned.

• If you have safety concerns, notify [Practice Contact] immediately.

4. Prescriptions & Medication Reviews

• Repeat Prescriptions: [Local protocol details]

• Acute Prescriptions: Ensure controlled drug policies are followed.

• High-Risk Medications: Review test results before re-authorizing (e.g., INR for warfarin patients).

Prescription security: Always lock prescription pads away when not in use and ensure digital prescribing is done under your Smartcard login.

5. Key Procedures & Referral Pathways

• Lab Tests: Blood tests are ordered via [system].

• X-rays & Imaging: Requests are made via [platform].

• Mental Health Referrals: Processed through [local service].

• Safeguarding Concerns: Contact [Safeguarding Lead] for urgent cases.

• Emergency Procedures: In case of a medical emergency, follow [practice-specific protocol].

6. Patient Communication & Continuity of Care

• Handover Process: If you are covering multiple days, please document key patient updates in EMIS notes and notify [designated GP] of any outstanding issues.

• Interpreting Services: Use [service] for non-English-speaking patients.

• Dealing with Complex Cases: If additional support is required, escalate to a senior GP or duty doctor.

7. Administrative Responsibilities & Documentation

• Referrals: Dictate or type referrals via [local process].

• Sick Notes & Med 3 Certificates: Processed electronically through EMIS.

• Test Result Reviews: Checked daily and actioned according to local policy.

• EMIS Tasks & Communications: Messages from staff should be actioned during admin slots.

8. Support & Queries

• Quick Questions? Contact [on-duty GP / Practice Manager].

• IT or System Problems? Report issues to [IT contact].

• Admin Support? [Reception/Admin team] can assist with patient record issues.

• Practice Policies? Stored on [shared drive].

9. End-of-Day Checklist

• Complete all outstanding admin work (tasks, referrals, prescriptions).

• Log out of all clinical systems and secure patient records.

• Hand over any urgent follow-ups to the duty GP.

10. Safeguarding Responsibilities

As a locum GP at [Practice Name], it is imperative to be vigilant and proactive in safeguarding the welfare of all patients.This encompasses protecting children, young people, and adults at risk from harm, abuse, or neglect. Safeguarding is an integral part of routine general practice and should be embedded into everyday holistic care. ​https://www.england.nhs.uk/long-read/safeguarding-children-young-people-and-adults-at-risk-in-the-nhs/

Recognising Abuse and Neglect

Abuse and neglect can manifest in various forms, including physical, emotional, sexual, and financial abuse, as well as neglect and acts of omission. It is crucial to be attentive to signs that may indicate a patient is at risk. For comprehensive guidance on recognising these signs, refer to the RCGP safeguarding standards. ​https://www.rcgp.org.uk/learning-resources/safeguarding-standards

Reporting Safeguarding Concerns

If you identify or suspect a safeguarding concern:​

• Immediate Action: If a patient is in immediate danger, take necessary steps to ensure their safety, which may include contacting emergency services.​

• Consultation: Discuss your concerns promptly with the practice's Safeguarding Lead or a senior colleague to determine appropriate actions.​

• Documentation: Accurately document all observations, discussions, and actions taken in the patient's medical records.​

• Referral: Follow [Practice Name]'s safeguarding policy to make timely referrals to local safeguarding authorities or support services.​

Remember, safeguarding policies can vary between practices. Always familiarize yourself with [Practice Name]'s specific procedures and protocols. If in doubt, seek clarification from the Safeguarding Lead or Practice Manager.​

11. Whistleblowing and Raising Concerns

At [Practice Name], we are committed to fostering an environment where all staff feel empowered to raise concerns without fear of retribution. This includes concerns about patient safety, malpractice, or any unethical behavior.​

Your Rights and Protections

As a locum GP, you are legally protected when raising genuine concerns in the public interest. The Public Interest Disclosure Act 1998 safeguards whistleblowers from unfair treatment or job loss. ​

How to Raise a Concern

• Internal Reporting: In the first instance, raise your concern with the Practice Manager or the designated Freedom to Speak Up Guardian. They are responsible for ensuring that concerns are addressed appropriately and confidentially.

• External Reporting: If you feel unable to raise the issue internally or believe it has not been adequately addressed, you can contact external bodies such as the Care Quality Commission (CQC) or the General Medical Council (GMC). ​

Confidentiality and Support

All concerns raised will be handled with the utmost confidentiality. Support is available to you throughout the process, and any form of retaliation against individuals who raise concerns is strictly prohibited.​

Final Reminder

Your vigilance and willingness to speak up are vital in maintaining the highest standards of care and safety for our patients. Always ensure you are familiar with [Practice Name]'s safeguarding and whistleblowing policies, as they may differ from those in other practices. Never hesitate to raise a concern—doing so contributes to a culture of transparency and continuous improvement.​

12. Feedback & Improvement

If you have any suggestions on improving the locum experience, please speak to [Practice Manager] or leave feedback at [contact email].

Thank you for your time with us—we hope you have a smooth and productive session at [Practice Name]!

Disclaimer:

This onboarding pack is provided as a guide to help locum GPs integrate smoothly into our practice. It is intended for informational purposes only and does not constitute legal, HR, or professional medical advice. While we strive to ensure accuracy, it remains the responsibility of both the practice and the locum GP to ensure compliance with all relevant clinical, professional, and regulatory requirements.

The practice has a duty of care to provide a safe working environment, but locum GPs are also responsible for their own professional conduct, patient safety, and adherence to GMC guidelines. If any concerns arise regarding safety, workload, or clinical governance, please escalate them to the Practice Manager or a senior clinician immediately.

For any legal or contractual queries, locum GPs should refer to their agency, indemnity provider, or legal advisor.