How I Organized my Locums Documents
Credentialing and tax prep are easily some of the most tedious parts of working locums. Between the constant requests for paperwork and the need to track every single travel expense, it's easy to get buried in files. If you're mucking through a messy "Downloads" folder every time someone requests a document, you're wasting your time.
This post outlines how I streamlined my process to keep my professional files separate from my personal life while making sure I'm ready for tax season.
1. The Dedicated User Account
Instead of buying a second laptop for work, I created a guest user account on my MacBook. It's a great way to keep your professional files and bookmarks separate from your personal photos and documents. Also, it’s free. When I log into the Locums account, the desktop is clean, the browser only has work-related bookmarks, and I'm not distracted by personal notifications. It creates a mental and digital boundary between my clinical business and my home life.
2. The Folder Hierarchy
Inside that account, I use a consistent folder structure. This makes it easy to find a specific document in seconds:
Medical Licenses: Copies of every state license I hold.
Personal Documents: My updated CV, passport scan, driver's license, board certification, medical school diploma, and CME certificates.
Malpractice & Coverage: My "Certificate of Insurance" (COI) and evidence of coverage for every assignment.
DEA Certificates: Copies of my federal and state-specific DEA registrations.
Signed Contracts: Every legal agreement I've signed with clinics.
Expense Receipts: Sub-folders for flights, car rentals, meals, rideshares, and any other deductible expense. I sort these by month rather than category.
3. Cloud Redundancy
Local storage isn't enough. I back up the entire "Locums" directory to the cloud. This protects the data if my laptop's lost or damaged during travel. It also lets me access documents without immediate access to my laptop.
Setting all of this up took me less than an hour. It's a small time investment that prevents the administrative side of locums from bleeding into your personal time.
