NSW Minimum Requirements to Apply for a Role: A Complete Guide for Locum Doctors

Introduction to Working as a Locum Doctor in NSW

Before you can start working as a locum doctor in NSW, there is a set of important documentation and compliance checks you must complete. This guide walks you through each requirement, offering tips and resources to help you gather the right documentation and ensure a smooth application process.

Why Documentation is Crucial

NSW Health and locum agencies have strict documentation requirements to protect both patients and staff. Having these documents ready not only speeds up the process but also ensures your credibility and eligibility for locum assignments. Let’s start with the first step: AHPRA registration.

Note: While this is a comprehensive guide, most of the documentation can be acquired and completed relatively quickly.

AHPRA Registration

What is AHPRA?

AHPRA, short for the Australian Health Practitioner Regulation Agency, is the national body that regulates Australia’s health practitioners. To work as a locum doctor in NSW, you must hold valid registration with AHPRA. This ensures that you are legally eligible to practice medicine in Australia and meet all professional and ethical standards required in healthcare.

How to Find Your AHPRA Number

When applying for locum work, one of the first things agencies or hospitals will ask for is your AHPRA number. This unique number is assigned to you upon registration and serves as your official identifier with AHPRA. If you’ve previously registered but can’t find your AHPRA number, you can look it up by visiting the AHPRA website’s public register. Simply enter your name and profession to view your registration details.

Checking for Registration Limitations

It’s important to ensure your AHPRA registration is active and free of any conditions or limitations. At Medlo, we do this every 24 hours to make sure you are covered, though hospitals will also request this information. If there are any restrictions on your registration (such as limitations on the scope of your practice), these must be resolved before you begin working as a locum.

Preparing Your Current CV

Key Information to Include

Your CV is a crucial document that gives hospitals and locum agencies an overview of your skills, experience, and qualifications. When preparing your CV for locum work in NSW, be sure to include:

• Your full name and contact information
• AHPRA registration number
• Detailed work history, including job titles and dates
• Professional qualifications and certifications
• Any specialty training or clinical interests
• Referee details (where applicable)

Formatting Tips

• Keep it clear and concise: Aim for a maximum of 2-3 pages.
• Use bullet points: This makes it easier to scan for key information.
• Highlight relevant experience: Focus on roles that demonstrate your ability to work as a locum, such as emergency medicine or general practice.
• Use consistent formatting: This improves readability and professionalism.

A well-prepared CV helps Medical Workforce Teams have a better idea of the skills you offer.

Criminal Record Statutory Declaration - Australia

What is it?

The Criminal Record Statutory Declaration is a formal, legal document where you declare your criminal history status in Australia. This declaration is required to confirm that you have no disclosable criminal history that might affect your work as a locum doctor.

How to Complete the Declaration

1. Obtain the Form: Medlo will provide you with the statutory declaration form.
2. Fill in Your Details: Provide your full name, address, and details about your criminal history (or declare that you have none).
3. Sign Before an Authorised Witness: This declaration must be signed in front of an authorised witness (like a Justice of the Peace, solicitor, or police officer).

Where to Submit

Once completed and signed, submit the document directly to Medlo. Medlo will review it as part of your onboarding process and ensure it’s filed alongside your other minimum documentation. This step is vital for maintaining safety and compliance standards in the workplace.

Details of National Police Check (NPC)

How to Obtain an NPC

A National Police Check (NPC) is a critical part of the compliance process, verifying your criminal history in Australia. Medlo requires a copy of your current NPC to confirm you meet the eligibility standards for locum work.

You can obtain your NPC through various channels, including:

• Online through the National Crime Check (NCC): Visit the NCC website and complete an online application.
• Accredited agencies: Many state-based services or accredited organizations can also process NPC applications.

Online Application Process

Applying for an NPC online is straightforward:

1. Visit the NCC or accredited agency’s website.
2. Complete the online form with your personal details.
3. Upload your identity documents (usually 100 points of ID).
4. Pay the required fee.
5. Wait for the check to be processed and emailed or mailed to you.

Timeframes and Costs

The cost of an NPC can vary depending on the provider. Generally, expect to pay between $40 and $60. Processing times can also vary, typically ranging from 3 to 15 business days. Once you receive the NPC, upload a copy to Medlo for verification and record-keeping.

Three Identity Documents (minimum) as per Appendix 5

Acceptable Identity Documents

Before Medlo can submit you for a locum job in NSW, you must provide three key identity documents that comply with the NSW Health Identification Checklist for National Police Checks (NPCs). These include:

• One Commencement of Identity Document: Examples include a full Australian birth certificate, current Australian passport, Australian visa, ImmiCard, or similar.
• One Primary Use in the Community Document: Such as a current Australian driver’s license, Australian marriage certificate (issued by a state or territory), or current passport (if not already used as a commencement document).
• Two Secondary Use in the Community Documents: Examples include a Medicare card, bank card, Australian electoral roll enrolment, or tertiary student photo ID.

How to Certify Your Documents

This can be a little bit of a pain, though we clearly outline what you need to do here.

To meet these requirements, you must present the original documents. Photocopies or scanned images are not acceptable, unless they are certified copies by an authorised witness (like a Justice of the Peace or police officer). Medlo will sight these documents to confirm your identity and verify that they match the details on your NPC consent form.

If you have a change of name (like a maiden name), you’ll also need to provide supporting evidence such as a change of name certificate or an Australian marriage certificate. This ensures your identity is consistent across all documentation.

Working with Children Clearance or Application – NSW

Overview of Working with Children Check

In NSW, anyone working or volunteering in roles that involve children must have a Working with Children Check (WWCC). This is a legal requirement designed to ensure the safety of children by screening individuals for relevant criminal offences and professional misconduct.

For locum doctors, holding a valid WWCC is essential when working in settings where you might interact with minors, such as emergency departments, general practice clinics, or rural hospitals.

How to Apply in NSW

Applying for a WWCC is a straightforward process:

1. Apply Online: Go to the NSW Office of the Children’s Guardian website and complete the application form.
2. Provide Proof of Identity: You’ll need to present identification documents in person at a Service NSW Centre to verify your application. You can do this when you travel to your placement if you live out of state.
3. Receive Your Clearance Number: Once approved, you’ll be issued a WWCC number. This number is valid for five years and can be used for multiple employers.

If you’re still waiting to visit the Service NSW Centre, you can provide Medlo with your WWCC application number. Medlo can proceed with submitting your locum application while your clearance is finalised.

Validity and Renewal

A WWCC is valid for five years, but it’s your responsibility to ensure it remains current throughout your locum assignments. If your clearance is due to expire, apply for renewal at least three months before the expiry date to ensure uninterrupted work opportunities with Medlo.

VISA/Australian Citizenship (if applicable)

Evidence of Your Right to Work in Australia

If you’re not an Australian citizen, you’ll need to provide Medlo with documentation that confirms your visa status and your right to work in Australia. This can include:

• A copy of your valid Australian visa
• A copy of your passport that includes your visa details

For Australian citizens, simply provide a copy of your passport or birth certificate as proof of citizenship. Medlo uses this information to confirm that you’re legally entitled to work as a locum doctor in NSW.

Having these documents ready ensures a smooth onboarding process and helps avoid any delays in submitting you for locum roles.

Approval for Secondary Employment (if applicable)

If you’re already employed in another role within the NSW Health system, you’ll need to complete and submit the Approval for Secondary Employment form. This ensures compliance with NSW Health’s employment policies. Medlo can provide you with the form and guide you through the quick process if needed. - We have a full blog post on the process of getting this right here!

Referee Checks

Clinical Skills Assessment (Document 2.2)

As part of the minimum requirements, you’ll need a Referee Check – Clinical Skills Assessment to confirm your ability to practice medicine safely and effectively. Medlo will send a form directly to your nominated referee (a clinical supervisor or colleague familiar with your clinical abilities). This ensures your skills meet the standards required for locum work in NSW.

Professional Behaviour Checks (Documents 2.3 and Supervisor/Dept. Head)

You’ll also need:

• Two Professional Behaviour Checks (Document 2.3): These checks confirm your professionalism, reliability, and teamwork abilities.
• One Professional Behaviour Check from your Supervisor or Department Head: This adds another layer of assurance about your conduct and reliability in a workplace setting.

Medlo will coordinate all these checks for you by sending the appropriate forms to your referees. We cover both the professional behaviour and clinical skills assessment in every reference form we send out, so you only need to provide us with three referee contacts.

💡 Important Note: Reference checks are often one of the biggest blockers to getting submitted for a locum job. Hospitals and clinics require these to be completed before considering your application, so it’s essential to provide accurate referee details and chase them up promptly. Getting your references in quickly can be the difference between landing a job offer fast and missing out altogether.

Clinical Skills Self-Assessment

The Clinical Skills Self-Assessment is a checklist that covers your proficiency in various core clinical areas. You’ll complete this form and send it to Medlo, who will submit it to the relevant NSW Public Health Organisation as part of your application.

Key Areas Covered

The form asks you to assess your skills in areas such as:

• General Resident Skills: e.g., cannulation, blood gas sampling, catheterisation, suturing
• In-Charge and Supervision Skills
• Basic Paediatrics and Emergency Medicine
• Intensive Care and Internal Medicine
• Surgical and Psychiatry Skills
• Airway and Breathing Skills: e.g., manual ventilation, intubation
• Circulation, Paediatric, and Neonatal Care Skills

For each skill, you’ll indicate whether you have theoretical knowledge only, have observed and can perform, or have performed and can teach.

Why It’s Important

This self-assessment helps Medlo and NSW Health to understand your capabilities and ensures you’re matched to suitable locum roles. Be honest and thorough—it’s not a test, but a way to highlight your skills and experience!

Common Mistakes to Avoid When Gathering Documents

Even small oversights in your documentation can delay your ability to work as a locum doctor. Here are some of the most common mistakes to watch out for:

• Incomplete Forms: Make sure every section of each form is filled out correctly and that you’ve signed wherever required.
• Outdated Documents: Double-check the expiry dates on items like your Working with Children Check, police check, and photo IDs.
• Missing Signatures: Many forms (like statutory declarations and referee checks) require authorised signatures. Without these, your application can’t be processed.
• Incorrect or Inconsistent Names: If you’ve recently changed your name (e.g., marriage), provide all supporting documentation to avoid delays.
• Not Following Medlo’s Process: Medlo has streamlined systems for gathering, verifying, and submitting your documents—so always follow the instructions we provide to keep everything running smoothly.

💡 Important Note: Medlo physically cannot submit you for a locum role unless all of these documents are complete, accurate, and up to date. Hospitals and clinics will not even review your application without this full documentation package in place. Taking the time to double-check everything now ensures you’re ready to hit the ground running as soon as a job opportunity comes up!

Conclusion and Final Checklist

Getting your documents together for locum work in NSW might seem daunting, but Medlo is here to make the process as smooth as possible.

Once you have everything ready and verified, Medlo can quickly submit your application to hospitals and clinics—ensuring you’re ready to start locum work without delay.

Medlo physically cannot submit you for a locum role until every one of these documents is complete, accurate, and on file.

Taking the time to get everything together now will save you significant time later and make sure you’re first in line for new locum opportunities.

💡 Remember: Medlo is here to help at all times with any questions or issues you might have along the way. Don’t hesitate to reach out—your success as a locum doctor is our priority.

FAQs: Locum Doctors Needing Compliance Documentation in NSW

What if I don’t have all the NSW locum compliance documents ready?

If you’re missing any of the required compliance documents for NSW locum work, Medlo cannot submit you for roles. It’s crucial to gather and verify everything upfront to avoid delays.

Can I provide digital copies of my locum compliance documents in NSW?

You’ll typically need to provide original or certified copies of your compliance documents for NSW locum work. However, Medlo can advise you on what’s acceptable as digital scans to get started quickly.

How long does it take to gather compliance documents for NSW locum doctor roles?

The timeframe depends on how quickly you can provide the required compliance documents (like police checks, referee details, and ID verification). Once everything’s submitted, Medlo can start submitting you for locum roles immediately.

Who can help me with compliance document questions for NSW locum roles?

Medlo’s recruitment consultants are here to help! Reach out to your dedicated consultant at any time for questions or issues about your locum compliance documentation.

What if my compliance documents for NSW locum work are in another language?

If any of your compliance documents are not in English, you’ll need a NAATI-accredited translation. This ensures they’re acceptable for locum work.