GP locum session management that connects the whole admin workflow

A locum session affects much more than a diary. Its date and organisation identify the work; the agreed fee supports the invoice; expenses and mileage need evidence; pension context affects later administration; and payment feeds earnings and tax records. Re-entering those facts in separate tools creates avoidable contradictions.

airGP centres the workflow on the session. Calendar and session tracking connect with organisation records, invoices, payments, pensions, expenses and tax exports. This is especially useful when you work for practices with different rates and administrative requirements.

Record enough to perform and bill the work confidently: practice and site, date, start and finish context, session type, agreed fee, duties, relevant notes, reimbursable costs, cancellation terms, pension arrangement and the person who confirmed it. Keep material booking correspondence where it can be found later.

Use organisation management to distinguish practices with similar names and retain their relevant administrative details. A consistent organisation record makes invoice recipients and historical earnings easier to review. Do not store unnecessary confidential patient information in a locum admin record.

Before attending, review the booking and practical details. During or immediately after the session, record any agreed extension, cancellation, mileage or expense while the evidence is fresh. A calendar entry saying only “locum” cannot later explain why the invoice total changed.

After completion, check the record before invoicing. If a session was cancelled, preserve the status and apply the agreed commercial terms rather than silently treating it as completed work. Use document management for supporting non-clinical files and keep the audit trail proportionate.

Different organisations may use different accounts contacts, payment terms, pension routes and rate structures. Avoid relying on memory or copying the previous practice's details. Select the intended organisation deliberately and check any reused information before sending an invoice.

The calendar gives a time-based view; organisation records give a customer-based view; invoices and earnings provide financial views. Together they help answer where you worked, what you charged, what remains unpaid and which relationships produce recurring work. Dashboard summaries are useful for spotting patterns, but source records remain the evidence.

Once the completed session is accurate, use it to create the invoice rather than typing the date and rate again. Keep agreed parking or other reimbursable items distinct from your own expense and mileage evidence. Then follow the invoice through email, unpaid status, reminders and bank receipt.

Pension tracking can keep Form A and B, GP SOLO and No Pension records visible alongside the relevant work. airGP supports the administrative record and calculations used in its workflow; it does not decide scheme eligibility or replace PCSE, the relevant NHS body or professional advice.

A weekly review catches practical errors: compare completed work with the calendar, resolve tentative bookings, update changed fees and create due invoices. A monthly review looks across money and reporting: chase appropriate unpaid invoices, reconcile receipts, check expenses and mileage, review pension records and export anything needed by your accountant.

This cadence prevents year-end reconstruction. It also improves MTD readiness because quarterly summaries are being built from maintained records, not a last-minute search through bank statements and email.