Locum Reference Checklist: Everything Doctors Need to Know

30/01/2025

Securing strong and reliable references is a vital part of the process for any doctor considering locum work in Australia. References not only validate your skills and experience but also reflect your professionalism and reliability, making them a key component when applying for locum roles. As a locum doctor, you’ll often need to update your references every 12 months to meet agency and hospital requirements. Here are some tips to help you navigate this process smoothly and ensure your references make a positive impact.

Why Are References Important for Locum Doctors?

References are more than just a formality; they serve as a testament to your clinical skills, work ethic, and professionalism. When applying for locum work, your references provide potential employers or agencies with confidence in your ability to deliver high-quality care. A strong reference can:

Validate your clinical expertise.
Highlight your reliability and adaptability.
Demonstrate your ability to work effectively in a variety of healthcare settings.

Many healthcare facilities in Australia, including hospitals and clinics, require recent references as part of their compliance standards. Agencies like Medlo often request references within the past 12 months to ensure they accurately reflect your current capabilities — however some health boards may even require them to be within 6 months!

What are the Australian Requirements for Locum Doctor References?

Locum doctor policies vary across states, with different health departments setting specific credentialing requirements. While the general expectation is that doctors provide 2 to 3 references, some states may have additional verification processes.

In Australia, locum doctors are typically required to provide professional references as part of the credentialing process to meet healthcare facility standards. Specific requirements can vary, but commonly include:

Number of References: Doctors are usually required to provide at least 2 to 3 professional references, preferably from consultants or supervisors who have directly observed their clinical work. NSW normally require 3!
Recency: References should be from within the last 12 months to ensure they accurately reflect your current competencies.
Content of References: Referees may be required to complete standardised forms assessing your clinical skills, communication abilities, and professionalism.
Selection of Referees: Ideal referees include consultants, senior doctors, or clinical supervisors familiar with your work and performance in a clinical setting. This means that they’ve worked with you for a minimum of three months.

Given that requirements may differ between hospitals, clinics, and locum agencies, it is important to check the specific guidelines of the organisation you are applying to. Keeping updated and relevant references ensures a smooth credentialing process and enhances your locum prospects.

How Does Medlo Simplify the Reference Process?

Medlo simplifies the reference process for doctors by handling all the administrative tasks. Here's how it works:

Provide Referee Details: Doctors simply need to submit the name and email address of their referees.
Digital Request: Medlo sends an online reference request directly to the referee.
Digital Completion: Referees can fill out and sign the reference form electronically.
Verification Call: Medlo follows up with a phone call to the referee to confirm the provided information.
Submission to Agencies/Hospitals: Once completed, Medlo ensures the references are correctly formatted and submitted as required. This streamlined approach allows doctors to focus on their work while we handle the administrative details.

Recruitment agencies are required to validate references by conducting verbal checks with referees to confirm the information provided. This verification step is essential to ensure the accuracy of the reference details and to confirm that the referee genuinely endorses the doctor's skills and experience. It also helps build trust between agencies, hospitals, and locum doctors by preventing potential misrepresentation or outdated information.

Who Should You Ask for References?

Choosing the right referees is crucial. Here are some tips on selecting the best people to vouch for your skills:

1. Recent Colleagues

Aim to include colleagues who have worked with you closely in the last 12 months and have worked with them for a minimum of 3 months. This could be senior doctors, consultants, or team leaders who can speak to your recent performance and adaptability.

2. Supervisors or Line Managers

A direct supervisor or clinical manager is ideal because they can provide insights into your work ethic, leadership skills, and clinical decision-making.

3. Consultants in Your Specialty

If you’re a specialist, include consultants in your field who can comment on your expertise and professionalism.

4. Someone Who Knows Your Work Across Multiple Settings

Referees who can attest to your ability to work in diverse environments (e.g., rural hospitals, urban clinics) add extra value.

Medlo Tip: Always ensure you have a mix of referees who can comment on different aspects of your work, such as clinical skills, teamwork, and bedside manner.

How to Ask for a Reference

Requesting a reference can feel daunting, but most professionals understand its importance and are happy to help. Here’s how to approach it:

1. Ask Early

Don’t wait until the last minute. Give your referee enough time to prepare and provide a thoughtful reference.

2. Be Specific

Clearly communicate what the reference is for and any specific skills or qualities you’d like them to highlight.

3. Make It Easy for Them

Provide details about the role you’re applying for and your recent accomplishments. You might even offer to draft a summary of your work to help them.

4. Obtain Consent

Always get permission before listing someone as a referee. Surprise reference checks can put them in an awkward position.

Medlo Tip: Follow up with a thank-you note or email to show your appreciation—it leaves a positive impression and keeps the relationship strong for future needs.

Keeping References Up to Date

Since references are typically required to be updated every 12 months, here are some strategies to stay on top of this requirement:

Maintain Regular Contact: Keep in touch with potential referees throughout the year, even if it’s just a quick email or message.
Request Feedback After Each Assignment: Use the end of a locum placement as an opportunity to ask for a reference while your work is still fresh in their mind.
Create a Reference Portfolio: Maintain a digital or physical file with reference letters, names, and contact details of referees who have agreed to be contacted.

Common Pitfalls to Avoid

1. Outdated References

Ensure your references are recent and reflect your current skills and experience.

2. Using Only Personal Contacts

Avoid relying solely on friends or colleagues who may not provide a professional perspective.

3. Not Prepping Your Referees

If your referee isn’t informed about the role or doesn’t recall specific details of your work, their reference may lack impact.

How to Leverage References in Your Locum Career

Strong references can open doors to new opportunities, especially in a competitive locum market. To maximise their impact:

Highlight Your References During Applications: Include relevant references when submitting CVs or applications.
Ask for Testimonials: With permission, consider using parts of glowing references in your professional profile or LinkedIn.
Build Long-Term Relationships: A good reference now can lead to opportunities later, so nurture your professional relationships.

Wrapping Up

Securing and maintaining strong references is essential for locum doctors navigating the healthcare landscape in Australia. By choosing the right referees, maintaining regular contact, and avoiding common pitfalls, you can ensure your references reflect your professionalism and expertise. With well-organised and updated references, you’ll be well-positioned to take advantage of new opportunities and grow your locum career.

For more advice and support on locum roles in Australia, get in touch with Medlo today. We’re here to help you every step of the way.