Seven Checks Before Hiring Locums for Your Practice

A missing clinician can affect far more than one column on the rota. It can mean delayed treatment, pressure on the remaining team, disrupted patient journeys and difficult decisions about whether to reduce appointments. The seven checks before hiring locums below help practice managers secure cover quickly without compromising clinical safety, compliance or the experience patients expect.

Speed matters when a dental nurse calls in sick shortly before opening, or when a hygienist vacancy has left sessions exposed. However, a fast booking should still be a controlled decision. The right locum is not simply available: they are suitably registered, appropriately vetted, clinically capable and ready to work within the way your practice operates.

The seven checks before hiring locums

1. Confirm current GDC registration and scope of practice

Start with the professional register. Every clinician working in a regulated dental role must hold current General Dental Council registration, and their role must match the duties you need covered. A dental nurse, hygienist, therapist and dentist each have defined scopes of practice. Availability alone does not establish suitability.

Check that the individual’s registration is current and that there are no conditions or restrictions that would affect the planned role. For nurses, consider whether the session requires skills such as radiography, sedation support, implant assistance or surgical experience. For hygienists and therapists, clarify the procedures, appointment types and level of support available before confirming the booking.

This check protects the practice and gives the locum a clear, fair understanding of what is expected on arrival.

2. Verify identity, right to work and background checks

Clinical credentials are only one part of safe engagement. Identity verification and a valid right to work in the UK should be established before a clinician begins. A suitable DBS check should also be in place for work involving patients, with the level and currency considered against your practice policy and the nature of the placement.

Where a locum is supplied through an agency, ask how these checks are obtained, recorded and monitored. A specialist dental staffing partner should be able to confirm that core compliance documents have been reviewed rather than leaving a busy practice to assemble evidence during a last-minute staffing gap.

For ongoing placements, it is sensible to retain the necessary confirmation in your own records. The exact documentation required can vary by role and employment arrangement, but the principle is consistent: never treat urgent cover as an exception to safe recruitment practice.

3. Check indemnity and role-specific clinical evidence

A GDC number does not replace professional indemnity. Confirm that the locum holds appropriate indemnity or defence cover for the work they will undertake, particularly where they are providing treatment directly to patients. The cover should be suitable for the clinician’s role, the procedures planned and the setting in which they are working.

For dentists, hygienists and therapists, this may include checking relevant qualifications, recent experience and evidence of competence for treatments central to the booked session. If the practice uses particular systems, materials or protocols, be open about them in advance. A highly capable clinician may still need a short orientation before carrying out unfamiliar workflows.

Dental nurses may also need evidence of qualifications or additional competencies where the role includes radiography, decontamination lead duties or advanced chairside support. Match the evidence to the shift rather than applying a one-size-fits-all checklist.

4. Assess recent, relevant practice experience

The most suitable locum is not always the person with the longest CV. What matters is whether their recent experience fits the needs of your practice. A nurse who is confident in a fast-paced mixed practice may be an excellent fit for a busy urgent-care session, while a private practice may need someone familiar with longer treatment plans, high standards of presentation and detailed patient communication.

Ask practical questions. Have they worked with the software you use, or can they adapt quickly? Are they comfortable with the procedures on the list that day? Have they worked in a similar NHS, mixed or private setting? Can they manage a full book without needing extensive supervision?

This is also where references and work history have value. They help establish reliability, professionalism and the ability to work constructively with an established team. For repeat bookings, keep notes on performance. A known, well-matched locum often provides greater continuity than starting again with a new person each time.

5. Clarify availability, timings and commitment

A booking is only useful if the clinician can arrive prepared and remain available for the agreed shift. Confirm the start and finish times, expected arrival time, practice address, parking or transport considerations, and a contact person for the day. A locum who is technically suitable but unable to arrive before the first patient is not a reliable solution.

Be clear about breaks, anticipated workload and whether the session may overrun. If there is a chance that further dates will be needed, discuss this early, but do not assume ongoing availability. Transparent conversations reduce avoidable cancellations and help the locum make an informed commitment.

For short-notice cover, communication should be particularly direct. Confirm the booking in writing, including the role, date, hours, rate and any essential requirements. A clear confirmation protects both sides and prevents misunderstandings when the practice is under pressure.

6. Prepare the practice for the locum’s arrival

Even an experienced clinician needs enough information to work safely from the first appointment. Send key details before the shift where possible: the practice contact, surgery allocation, software access arrangements, expected duties, emergency procedures and any relevant local protocols. Let the team know who is coming and which role they will cover.

On arrival, provide a focused induction. Show the locum the surgery, staff facilities, fire exits, medical emergency equipment, decontamination processes and how to obtain help during a session. For clinicians treating patients, explain the consent, record-keeping, prescribing and escalation processes used in your practice.

This does not need to be lengthy, especially for a single day. It does need to be purposeful. A ten-minute orientation can prevent delays, protect patient safety and help the locum feel part of the team rather than an outsider trying to find their way between appointments.

7. Agree accountability, payment and feedback

Before the shift begins, ensure everyone understands who is responsible for what. Clarify the clinical lead or point of escalation, expectations around notes and handovers, and the process for raising concerns. If the booking is made through an agency, confirm whether timesheets, invoicing and payment are handled by the agency or directly by the practice.

Pay arrangements should be clear from the outset. State the agreed rate, hours, cancellation terms and any approved additional time. Ambiguity around payment is a common source of frustration and can damage relationships with otherwise excellent locums.

After the placement, take a moment to gather feedback from both the locum and the team. Was the clinician punctual, prepared and suited to the workload? Did they feel welcomed and given sufficient information? Recording these details builds a trusted pool of professionals for future gaps, which is particularly valuable when cover is needed at short notice.

Fast cover should still feel controlled

There will be occasions when a same-day absence leaves little time for detailed discussion. In those moments, prioritise the checks that cannot wait: GDC registration, identity and right to work, DBS status, indemnity, role suitability and confirmed availability. The remaining practical details can be communicated quickly, but they should not be overlooked.

A specialist dental staffing agency can make this process considerably quicker by maintaining a pool of fully vetted, GDC-registered professionals and understanding the realities of a live dental rota. Peace of Mind Dental Staffing supports practices across Birmingham and the West Midlands with reliable 24/7 cover, helping protect patient flow when staffing plans change unexpectedly.

The best time to create your preferred locum process is before the next absence appears. Keep your essential requirements, induction notes and booking contacts ready, so that when you need cover, the decision can be fast, calm and clinically sound.