🩺 Chosen A Locum Relief Lifestyle? Here’s How You Do It Well
Stepping into relief work is more than a career choice. It’s a rhythm you build shift by shift. Once you’ve made the decision and prepared your essentials, the real test begins: walking into a clinic you may not know, finding your footing quickly, and delivering care with confidence in an unfamiliar environment. That first day, and every day after, is where preparation turns into practice.
Now the focus is on implementation. How you start your shifts, how you navigate records and handovers, how you communicate with clients and colleagues, and how you keep your schedule and income steady while maintaining balance. Whether you’re a veterinarian, nurse, or technician, the right habits and systems help you do more than just get through the day. They set you up to be remembered, requested, and rebooked…
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Start Strong Every Shift: Your First Ten Minutes
Those first few minutes on site shape the rest of your day. You might not know the team, the workflow, or where anything is kept, but if you establish your footing early you create a sense of calm and confidence that carries through the shift.
Start with people. Introduce yourself to the charge nurse, lead vet, or whoever is running the floor. Ask who the go-to person is for logins, controlled drugs, and general questions. A clear connection at the start saves you from awkward uncertainty later.
Next, orient yourself to the essentials. Locate the crash cart, oxygen, and emergency drugs. Find the radiography area and make sure you understand the safety process. Confirm where sharps are disposed of, how the phones are answered, and which practice management system you’ll be using. These details might seem small, but they are the foundation of safe, efficient work.
Finally, do a quick “clinic map” in your head. Note doors, codes, supply cupboards, laboratory workflows, and the induction or anesthetic machines you may need. Write down the wi-fi password and any critical phone extensions in your notes app. The aim is to get oriented in ten minutes or less so you can start clinical work without hesitation.
Practical step: Create a reusable “first ten minutes” checklist on your phone. Include the key contacts, emergency equipment, logins, and handover points. Use it at every new clinic until the routine becomes second nature.
I always ask for the location of the crash cart before anything else. It not only helps me feel ready but shows the team that I take safety seriously from the start – Alex R., Emergency Veterinarian, Dallas, Texas, USA
Case Flow in a New Clinic: Keeping Medicine Consistent
Every clinic runs a little differently, but your clients and patients expect the same steady standard of care wherever you work. The way to achieve this is to anchor yourself to a simple, written structure that helps you deliver consistently without leaving gaps.
Think in terms of steps you can record rather than remember. From intake to discharge, note what was agreed with the client, what has been completed, and what still needs attention. At the end of a shift, hand these points over clearly so the next person can pick up without searching or guessing. When you keep it written, you reduce the chance of missing something in a busy environment and give colleagues confidence in your work.
Continuity is where relief professionals often stand out. Your shift might be the bridge between yesterday and tomorrow. Clear, concise notes and well-prepared handovers not only protect the patient, they protect you too. Many practices are now using digital scribe apps to capture consults automatically. It is worth asking if a clinic has one in place, or whether they’d welcome you bringing your own. Even if you prefer not to rely on tech, knowing what’s available can lighten your load and keep records more consistent.
Practical step: Use a lightweight template you can copy into any system or notebook. Four prompts are usually enough: agreed plan, actions taken, outstanding items, and next steps. Whether you capture it yourself or with a scribe tool, having it in writing keeps you honest and makes sure nothing slips through.
I used to feel overwhelmed when jumping into an unfamiliar clinic, but once I created a simple structure to record agreements, actions, and next steps, it became much easier to deliver consistent care and hand over with confidence – James L., Small Animal Veterinarian, Bristol, England, UK
Documentation That Protects You
As a relief professional, your records are your safety net. You may only be in the clinic for a single shift, but what you write will often be relied upon long after you leave. A well-documented record speaks on your behalf, shows respect for the clinic’s standards, and protects you if questions arise later.
Start by asking what the clinic expects. Some practices have a detailed template built into their software, while others keep it simple. Clarify whether they want you to use their preferred abbreviations, where to record medications, and how they flag items for follow-up. It is much easier to align with their system at the start than to fix it later.
Controlled substances and sensitive materials carry extra responsibility. If you are asked to prescribe or handle them, make sure you understand how the clinic documents their use and where those records are kept. Do not assume it is the same as the last practice you worked in. Following the house process not only keeps you compliant, it shows the team that you take accountability seriously.
Some practices are starting to use digital dictation or integrated scribe tools within their record systems. These can make documentation faster and more reliable, but they are not universal. If you encounter them, take the opportunity to learn how they work and fit into the clinic’s workflow. Where they are not available, have a simple and consistent way of capturing key details yourself, then transfer them into the official record as soon as possible.
Beyond clinical notes, there are other documents that safeguard your work as a locum. Having a signed contract in place before you arrive sets clear expectations. Keeping proof of your insurance available, either digitally or on paper, provides reassurance to the clinic. Recording your hours worked, especially any overtime or out-of-hours coverage, makes invoicing easier and avoids disputes later. These may feel like small administrative tasks, but together they form the paper trail that supports your professionalism.
Practical step: Before you start seeing cases, confirm three things: where to write your notes, how to log medication use, and how to flag items for follow-up. At the end of each shift, make sure your hours are recorded and your contract and insurance documents are on file or easily accessible. Covering both sides keeps your professional record complete.
I’ve found that nothing builds credibility faster than leaving a paper trail that any colleague can follow without guesswork. It is the difference between being a visitor and being seen as part of the team – Daniel H., Veterinary Technician, Perth, Australia
Communicate Like a Regular…When You’re Not One
Walking into a clinic as the relief professional means you are both part of the team and an outsider at the same time. How you communicate in those first interactions often determines how the rest of the day feels. A confident but approachable introduction sets the tone and reassures both the staff and the clients that they are in safe hands.
With colleagues, focus on clarity and respect. Ask how they prefer to hand over cases, what the chain of responsibility looks like, and where they want updates recorded. Every clinic has its own rhythm and by asking early you show that you want to fit into their workflow rather than impose your own. Simple habits like repeating back instructions, confirming responsibilities before you start a task, and checking how they prefer to be updated build trust quickly.
With clients, empathy and consistency are key. They may not know you, but they expect the same professionalism as they would from the regular team. Introduce yourself with a short line that explains your role and what you will be doing today. During conversations, avoid jargon and give space for questions. If you need to cover a cost estimate, a recheck plan, or a sensitive topic like euthanasia, keep your words simple and grounded. A calm and clear style reduces uncertainty for owners who are already under stress.
Body language and tone matter as much as words. Smiling when you introduce yourself, making eye contact, and using a calm pace in your voice signal competence and approachability. With team members, standing alongside them during handovers or procedures communicates partnership rather than hierarchy. Small cues like these help colleagues see you as part of the team, even if you are only there for the day.
Handle difficult moments with short, prepared phrases. A cost pushback, a missed communication, or a misaligned expectation can happen in any clinic. Having two or three simple lines ready keeps you calm. For example: “Let’s pause and make sure we are on the same page before moving forward” works well when a client is unsure. For team issues, “What works best here?” shows flexibility while still keeping the conversation constructive.
Practical step: Prepare two introductions you can use anywhere. One is for colleagues and should explain your role and ask how they prefer to work. The other is for clients and should convey warmth, professionalism, and reassurance in a single sentence. Keep a small list of phrases on your phone or in your notebook that you can lean on in tough conversations.
I have found that a simple introduction and a genuine willingness to listen builds more credibility than trying to prove myself with long explanations – Sarah M., Small Animal Veterinarian, Portland, Oregon, USA
Marketing and Networking While You Work
Marketing and networking may sound like things you do outside of shifts, but much of it happens in real time while you are on the job. Every clinic you work in is both a workplace and a potential referral source for future bookings. How you present yourself during the day is often more powerful than any profile or CV you send out.
Think of every shift as a live showcase. When you arrive on time, communicate clearly, and leave thorough records, you are not just doing the work. You are quietly marketing yourself. The clinic sees you as reliable, adaptable, and professional. These impressions matter when they are deciding who to call next time a gap opens up.
Build connections intentionally. Take a few minutes during breaks to talk with colleagues about their roles, their challenges, and their career paths. Small gestures like learning names quickly or thanking support staff go a long way. Over time, these conversations form a network of peers who may recommend you when other clinics ask for relief suggestions.
Ask for feedback and testimonials. At the end of a shift or short block, a simple request such as “Is there anything I could have done differently today?” shows humility and commitment to improvement. If the feedback is positive, ask whether they would be open to providing a short testimonial for your profile or confirming a reference. These small endorsements add credibility that future clinics will notice.
Stay visible outside the clinic walls. Update your professional profiles regularly with the names of clinics you have worked at, your recent availability, and any new skills you have picked up. Share your experiences in locum-focused groups and networks, but keep it professional and positive. Word spreads quickly in veterinary circles, and a consistent online presence reinforces the good impressions you make in person.
Turn one-off bookings into repeat work. Send a short thank-you message after a shift that includes a note on what you enjoyed about working with the team. Add a line about your future availability. This makes it easy for the practice manager to think of you the next time they need cover. Consistency here is what builds a reliable base of recurring clinics rather than constantly chasing new ones. Platforms like Veterinary Locumotion can extend this effort even further by keeping your profile current and visible to practices looking for relief cover. It allows your networking and marketing to keep working for you even when you are off shift.
Practical step: After each shift, send a short thank-you email that highlights one thing you valued about working with the team and includes your availability for the next month. Keep a simple tracker of where you have worked and who you connected with so you can follow up at the right time.
I used to think networking meant big events and lots of talking, but most of my repeat work has come from just being reliable and sending a quick thank you after a shift – Michael C., Small Animal Veterinarian, Manchester, England, UK
Make Clinics Want You Back: Reputation and Feedback
Relief work is built on trust. Practices need to know that when you step in, the day will run smoothly and patients will be well cared for. The clinics that ask you back are not only looking at how you write records or follow up with a thank-you. They are weighing the bigger picture — how you carried the workload, supported the team, and kept the schedule moving.
Do the work well and on time. The foundation of your reputation is clinical reliability. Stay on schedule as best you can, flag when things are running behind, and keep cases moving without cutting corners. Teams notice when a relief professional keeps the day flowing instead of creating bottlenecks.
Show leadership where it helps. You may not be in charge of the practice, but there are moments where calm direction makes all the difference. Whether it is stepping in to organise a busy treatment area, guiding a new nurse through a task, or taking the lead in a tricky client conversation, measured leadership shows that you can hold your own in unfamiliar settings.
Work as part of the team. Relief shifts are smoother when you collaborate rather than operate in isolation. Ask where you can support others, share updates proactively, and acknowledge the efforts of colleagues. Simple acts like thanking the reception team for keeping clients informed or checking in with the kennel nurse build goodwill that lasts long after you leave.
Seek and respond to feedback. At the end of a shift, asking if there is anything you could have done differently opens the door to improvement. Acting on suggestions shows that you are adaptable and invested in doing the job well, not just filling hours.
Close the loop. Tidying your workspace, finishing your records, and completing handovers are the basics, but they are also the things that staff appreciate most. Following through signals that you respect the practice and the people who will pick up where you left off.
Practical step: Think of your reputation as a balance of four elements: quality of work, time management, leadership when needed, and teamwork. If you cover each of these consistently, you will stand out as someone clinics want back.
Most of the repeat work I get comes from keeping the day on track and supporting the team. If I can make their jobs easier while I am there, they usually ask me back – Laura P., Small Animal Veterinarian, Vancouver, Canada
Tech That Saves Your Brain: Portable Workflow Stack
One of the biggest shifts when you move into relief work is the mental load. You are not just managing patients and clients, you are juggling schedules, invoices, travel, and follow-ups across multiple clinics. The right tools will not remove the workload entirely, but they can make it lighter and more organised.
In the preparation stage we talked about creating your Operations Toolkit. Now it is about putting those tools to work on the floor. A calendar that syncs across your devices is no longer just a place to block out shifts. It becomes the anchor that tells you where to be and when. A simple task app or notes system is no longer just a setup exercise. It becomes the place where you capture handover points, callback reminders, and travel details as they happen.
Keep your system portable. You cannot rely on each clinic to have the same software, so bring a setup you control. A secure notes app, a password manager, and access to your own calendar give you continuity wherever you are working. The clinic’s tools may change, but yours stay the same.
Balance tech with trust. Not every practice uses digital scribe apps or integrated tools, but when they are available they can be helpful. If not, your own system still gives you a consistent baseline. What matters is that you always have a reliable way to capture key details without relying on memory.
Protect your boundaries. Notifications and reminders are there to support you, not overwhelm you. Keep your workflow simple enough that you actually use it. The aim is not to document everything twice, but to have one clear source of truth you can trust when you are moving quickly.
Practical step: Choose three tools you will commit to every day: one for scheduling, one for capturing notes and tasks, and one for storing important documents securely. Consistency across clinics is what keeps you organised and stops the details from slipping through.
Having one system that I carry from clinic to clinic has saved me countless headaches. It does not matter what software they use, I always know where my notes and reminders are – David S., Small Animal Veterinarian, Melbourne, Australia
Money While You Work: Invoicing, Receivables, and Rate Conversations
Preparation gives you the systems, but implementation is where those systems prove their worth. In locum work, managing money is not only about setting rates and sending invoices. It is about handling those small, real-time situations that can affect your income if you do not manage them well.
Invoice cleanly and consistently. Have a template ready that includes all the essentials: your details, the clinic’s details, dates worked, hours or sessions covered, and the agreed rate. Know how to send it. Most practices prefer email. Confirm who it should go to, and if it is a larger practice or a group, always copy in your main contact so they can follow up internally if needed. Sending a clear and professional invoice within twenty-four hours of finishing a block makes it easier for practices to process payment quickly.
Track what is owed. A receivables list is your safety net. Whether you use a spreadsheet, an accounting app, or a notes system, keep a simple log of what has been invoiced, what has been paid, and what is still outstanding. This way you do not lose track of a payment in the middle of a busy month.
Handle extra hours with care. Relief shifts can run over, especially in emergency or after-hours work. If you are asked to stay later than booked, confirm politely whether that will be billed as additional time. Having a calm, pre-prepared phrase helps. Something like, “Happy to help cover, shall I add the extra time to the invoice?” keeps the conversation professional and avoids awkwardness later.
Follow up without stress. If payment is late, follow up weekly until it is resolved. Do not feel embarrassed to ask. You have provided a professional service and payment is expected. Keep your tone factual and polite. Most delays are administrative, not personal, and clinics will respect that you are organised and consistent.
Keep personal and business separate. Use a dedicated bank account for your relief work if possible. This makes tracking your income clearer and helps you plan for taxes and savings without mixing in personal spending.
Practical step: After every shift, record your hours and any additional time worked. Once a week, update your receivables log. This rhythm keeps you on top of payments and prevents end-of-month surprises.
I used to leave invoicing until the end of the month and always felt behind. Once I started sending invoices right after a shift and following up weekly, payments came faster and I stopped feeling awkward about asking – Tom B., Emergency Veterinarian, Chicago, Illinois, USA
Managing Your Schedule Without Burnout
Relief work gives you control over when and where you work, but that freedom can quickly disappear if you overschedule yourself. When clinics are asking you back, it is tempting to say yes to everything. The danger is that you end up exhausted, unreliable, and questioning why you chose this path in the first place. Managing your schedule is about protecting your energy so you can keep doing good work for the long term.
Plan your month with balance in mind. Look ahead and spread out your workload so it is sustainable. Anchor your diary with the shifts you know you will take, then consider how much extra capacity you realistically have beyond that. Make sure to block out rest days as firmly as you would a booking.
Build in real time off. It is not enough to rely on gaps between shifts for recovery. Schedule at least one long weekend each month for rest and personal time, and treat it as non-negotiable. Once a year, set aside a proper vacation period and lock it into your calendar before you start filling in other bookings. Protecting these breaks keeps your work enjoyable and prevents fatigue from building up unnoticed.
Communicate your boundaries. If you can only safely work a certain number of consecutive days or overnight shifts, be clear about it. Most practices would rather know your limits than risk you being overtired. Setting boundaries early protects both you and the clinic.
Track your workload honestly. It is easy to underestimate how many hours you are actually working once you include travel, prep, and follow-ups. Use a simple tracker that records hours booked, hours worked, and any overtime. Seeing the numbers clearly helps you decide what to accept next and when to say no.
Use the tools you prepared. In Article 2 we talked about financial planning and travel readiness. This is where those preparations support your schedule management. Your calendar, notes, and invoicing tools should give you a clear picture of not only where you are meant to be, but also how much capacity you really have left.
Practical step: At the start of each month, choose one long weekend to keep free and block it in your calendar. Protecting this time gives you space to recharge and makes it easier to sustain productivity across the rest of your schedule.
I used to think I could just rest on the days clinics didn’t book me, but that never really worked out. Now I mark out time off in advance and I’m a lot less drained by the end of the month – Hannah W., Small Animal Veterinarian, Sydney, Australia
Closing Thoughts…
Relief work starts with a decision, then preparation, and finally the day-to-day reality of putting it all into practice. By now you have seen the full picture: the questions to ask before making the leap, the systems to set up before your first shift, and the habits that help you succeed once you are on the floor. Each stage matters, but it is how they connect that turns relief work from a stop-gap into a sustainable career choice.
The clinics that value you most are not looking for perfection. They are looking for someone who can arrive prepared, fit into the team, keep patients and clients cared for, and close out the day with clarity. When you combine thoughtful preparation with consistent implementation, you build the kind of reputation that leads to repeat bookings and a healthier work-life balance. Platforms like Veterinary Locumotion can help keep those opportunities flowing, but it is your professionalism and consistency that make clinics want you back. Relief work has its challenges, but with structure and intention it can give you the freedom to shape your veterinary career around the life you want.
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