Tech Tools to Make Locum Life Easier

Working as a locum doctor offers unparalleled flexibility, variety, and autonomy, but it also comes with its own set of logistical challenges. From tracking your hours and managing invoices to keeping a record of clinical cases, staying organised is key to maintaining a smooth workflow.

Fortunately, there are a host of digital tools designed to make locum life simpler and more efficient. In this blog, we highlight some of the best tech tools across three essential categories: timekeeping, expense tracking, and patient-case logging.

1. Timekeeping: Stay on Top of Your Shifts

When you’re moving between different hospitals and clinics, it’s easy to lose track of your hours. Timekeeping apps can help you log shifts accurately which is vital for both payroll and personal time management.

Top Picks:

• Clockify (Free and paid options): A user-friendly time-tracking app that lets you record time by project or shift, generate reports, and even export data for invoicing.
• HoursTracker (iOS/Android): Designed for freelancers and hourly workers, this app allows location-based clock-in/out and offers overtime tracking, perfect for long hospital shifts.
• Google Calendar: While not a dedicated time tracker, many locums find that using colour-coded Google Calendar entries helps visualise weekly workloads and coordinate personal time.

Tip: Choose an app that allows you to back up your data to the cloud so you won’t lose your records when switching devices.

2. Expense Tracking & Invoicing: Master Your Finances

With irregular income and a self-employed status (for many locums), managing expenses is a must, especially come tax season. Digital expense tracking tools help you keep receipts, log deductions, and generate invoices seamlessly.

Top Picks:

• Xero or QuickBooks Self-Employed: Both platforms cater to independent professionals and allow easy expense categorisation, bank reconciliation, and invoice generation. Xero is particularly popular in Ireland and the UK.
• Expensify: Great for snapping and storing receipts on the go. It automatically extracts expense details and compiles monthly reports, saving hours of admin work.
• Revolut Business: Offers multi-currency accounts, budgeting tools, and built-in expense tracking, ideal for locums taking assignments across borders.

Tip: Sync these tools with your business account or credit card for real-time expense logging and categorisation.

3. Patient Case Logging: Build Your Portfolio

Whether you're a junior doctor building experience or a seasoned professional maintaining a clinical log, keeping track of patient cases can support appraisal, revalidation, and professional development.

Top Picks:

• MedAll Logbook (Free): Specifically created for doctors in the UK and Ireland, MedAll lets you log clinical procedures, patient cases, and CPD hours, all while generating appraisal-ready reports.
• Trainee Tracker: Used across NHS trusts, this platform helps doctors in training document progress. Some features are employer-linked but can be used independently in part.
• Google Docs or Notion: For a more flexible option, many locums use secure, cloud-based note systems with custom templates. Just ensure patient data is anonymised to stay GDPR-compliant.

Tip: Always anonymise patient details and use encrypted or password-protected platforms to safeguard sensitive information.

Final Thoughts

Life as a locum doctor is fast-paced and ever-changing. Embracing digital tools tailored to time tracking, finances, and case logging can help you stay in control, save time, and reduce stress. Whether you're just starting out or looking to optimise your current setup, integrating the right tech into your workflow is a smart step toward a smoother locum journey.

Get in touch with our dedicated team as we nurture a community in which locums can flourish and extend exceptional care to their patients. For more information on any of our roles contact a member of our Locum Express team on +353 (0)21 4297901 or email us at info@locumexpress.ie. You can also register online here.