Invoice unpaid? Our step-by-step guide for locum pharmacists and dispensers shows how LocumPoint helps you recover fees, from initial chasing to legal advice for debts large or small.

Get Paid on Time: The Locum's Complete Guide to Recovering Unpaid Fees

As a locum pharmacist or dispenser, your focus should be on patient care, not chasing invoices. Yet, late payments are a frustrating reality that can cause unnecessary stress. At LocumPoint, we believe you deserve to be paid promptly for your professional work.

That's why we've created this definitive guide. It outlines a clear, step-by-step process, starting with how our team can support you directly, and escalating to formal legal action if necessary for any amount owed.

Part 1: Prevention is the Best Medicine

A professional setup from the beginning minimises payment issues down the line.

• Clear Bookings: Ensure your booking confirmation, ideally through a platform like LocumPoint, clearly states your rate and payment terms (e.g., "Payment due within 14 days").

• Prompt Invoicing: Send a clear, professional invoice immediately after your shift. Include a unique invoice number, the payment due date, and your bank details or use clients claim forms/systems.

• Keep Records: Always save copies of booking confirmations and invoices. This documentation is your evidence.

Part 2: Your Step-by-Step Recovery Process

When an invoice goes past its due date, don't worry. Follow this structured process.

Step 1: Let Us Help First - Contact LocumPoint

Before you spend any time chasing, let us do the work for you. As a LocumPoint member, your first step is simple: Contact our support team.

Provide us with the booking and claim details. We have established relationships with pharmacies and can often resolve payment delays quickly and professionally on your behalf. This initial intervention from us is often all that is needed.

Step 2: The Formal Follow-Up (With Our Guidance)

If our initial efforts don't secure payment, or if you booked the shift independently, the next stage is a direct, formal follow-up. We will advise you on this process.

Start with a polite but firm email, often called a "Formal Overdue Notice."

Email Template: Formal Overdue Notice

Subject: URGENT: Overdue Invoice [Your Invoice Number]

Dear [Manager's Name/Accounts Department],

I am writing to inform you that my invoice [Your Invoice Number] for £[Amount], due on [Due Date], is now overdue.

This is for the locum shift I worked on [Date of Shift]. I have attached the invoice again for your immediate attention.

Please could you confirm when full payment will be made?

Sincerely,

[Your Name] [Your GPhC Number]

Step 3: The Letter Before Action (LBA)

If the invoice remains unpaid 14-30 days after the due date, it's time for a "Letter Before Action." This is a final formal warning before you consider legal proceedings. It shows you are serious about recovering your fees.

Crucially, you are legally entitled to add interest and compensation for late payments under The Late Payment of Commercial Debts (Interest) Act 1998. Although, be aware this may sour relations with the client for future.

• Interest: 8% plus the Bank of England base rate.

• Compensation: A one-off fee of £40 for debts up to £999.99, or £70 for debts up to £9,999.99.

LBA Template (Send by email and recorded post)

[Your Name & Address]

[Pharmacy Name & Address]

[Date]

LETTER BEFORE ACTION: OVERDUE INVOICE [Your Invoice Number]

Dear [Pharmacy Owner/Director],

This letter concerns the unpaid invoice [Your Invoice Number] for the sum of £[Invoice Amount], which was due on [Due Date]. The invoice remains outstanding despite previous reminders.

I require full payment of the outstanding sum within 14 days of the date of this letter.

If payment is not received by [Date 14 days from now], I will add statutory interest and a debt recovery fee of [£40/£70] to the total.

Should the full amount not be settled by the deadline, I will commence legal proceedings through the County Court to recover the debt plus costs, without further notice.

I trust this will not be necessary and await your prompt payment.

Sincerely,

[Your Name] [Your GPhC Number]

Step 4: Commencing Legal Action – The Final Resort

If the LBA is ignored, your final option is court action. The path you take depends entirely on the amount you are owed.

For Debts up to £10,000 (Small Claims Court)

• Process: You can make a claim yourself online using the government's Money Claim Online (MCOL) service. It's designed for use without a solicitor.

• Risk: The process is simplified, and you generally cannot be forced to pay the other side's legal fees if you lose. The financial risk is low.

For Debts Over £10,000 (Fast Track Court)

• Process: This is a more complex legal procedure. The court rules are stricter, and the process is not designed for individuals to navigate alone.

• Risk: This is the most critical difference: the losing party is typically ordered to pay the winning party's legal costs. This means the financial risk is significant.

• Action Required: You must engage a solicitor. Do not attempt this alone. A solicitor specializing in debt recovery will manage the entire process, from drafting a formal 'Letter of Claim' that complies with court protocols to representing you. The threat of having to pay your legal fees often convinces the debtor to pay.

The LocumPoint Advantage

Navigating payment disputes is stressful. At LocumPoint, we provide a framework for success. Our platform ensures clear booking records, and our team is your first line of defence in chasing late payments. We're here to support you so you can focus on what you do best.

Frequently Asked Questions (FAQ)

Q: What is the very first thing I should do if my invoice is late? A: If you booked through us, your first step is to contact the LocumPoint support team. We will initiate the follow-up process for you.

Q: When should I consider getting a solicitor? A: It is essential to engage a solicitor if the debt is over £10,000. For smaller, more complex disputes where the pharmacy is claiming you did something wrong, legal advice is also highly recommended.

Q: Can I really charge interest on a late locum invoice? A: Yes. As a self-employed professional providing a service to a business in the UK, you are legally entitled to claim statutory interest and compensation for late payment.

Navigating your finances is a key part of a successful locum career, and so is partnering with the right agency. Find out more about the benefits of working with a dedicated, independent agency like LocumPoint.

More info- a useful guide also here:
https://pharmacistsupport.org/i-need-help-managing-my/work-life/locums-recovering-unpaid-fees/

Disclaimer: This guide provides general information and does not constitute legal advice. For complex cases or debts over £10,000, you should always seek professional legal counsel.