A well-structured rota is one of the strongest tools for preventing staffing gaps. When your clinic relies on a mix of permanent staff, part-timers, and locums, predictable patterns keep everything running smoothly — and reduce the frantic “Who can work tomorrow?” calls.
1. Start with a 4-week rota pattern
Most practices plan week-to-week, but a 4-week repeating pattern reduces 70–80% of short-notice gaps. Permanent staff know their recurring days, part-timers can slot into fixed blocks, and locums can pre-book weeks in advance.
“A repeating 4-week pattern is the simplest structural change that makes staffing more stable.”
Benefits
- Predictable workforce cover
- Fewer last-minute cancellations
- Better permanent staff planning
- Locums stop being used reactively
Quick win: The 15-minute rota audit
- Identify recurring staff patterns
- Highlight fixed “pinch points”
- Create a predictable baseline rota
- Mark sessions that always need locum cover
2. Protect key clinics first
Not all sessions have the same operational weight. Prioritising your high-impact clinics first creates instant stability.
Examples of priority clinics
- Morning acute clinics
- Same-day access slots
- Long-term condition reviews
- Vaccination clinics
Assign permanent clinicians to these sessions early. This ensures the riskiest clinics are never left uncovered.
3. Use locums proactively, not reactively
Many practices book locums only when a staff member suddenly cannot work. Switching to a proactive model transforms reliability.
Proactive locum strategies
- Pre-book predictable clinics (e.g., every Monday morning)
- Create a 4-week forward plan for locums
- Offer recurring sessions to your favourite clinicians
- Reserve 1 flexible locum per week for emergencies
When locums know they can rely on recurring sessions, you also benefit: a consistent, dependable pool of clinicians who know your practice.
4. Build a “resilience buffer” into the rota
Most practices operate at maximum capacity — which means any absence immediately becomes a crisis. Adding a buffer session each week cushions unavoidable fluctuations.
- 1 floating GP or ANP per week
- 1 protected admin session for emergencies
- 2 locum “standby” sessions per month
5. Shift your mindset from “filling gaps” to “preventing gaps”
The strongest rota systems rely on prevention rather than scrambling for last-minute fixes. When predictable patterns, protected sessions, and proactive locum planning are combined, instability drops dramatically.
You move from:
- Constant firefighting
- Late-night calls and last-minute sourcing
- Cancelled clinics
- Inconsistent patient access
To:
- Predictable coverage
- Happy clinicians
- Better patient flow
- A calm, reliable rota
Final thoughts
Last-minute gaps are rarely caused by a lack of clinicians — they come from a lack of structure. A predictable 4-week rota, protected priority clinics, and proactive locum planning create a system where absences don’t derail the entire day.
Rota planning doesn’t need to feel chaotic. A few small changes build a confident, resilient schedule — and a calmer practice overall.
