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Best practices for managing your pharmacist replacements in Quebec

Contributed by Michel Kassar

Best Practices to Book Relief Pharmacists: How to Secure the Right Support for Your Pharmacy Across Québec pharmacies rely on replacement pharmacists to maintain continuity of care and operational stability. But securing the right pharmacist —reliably, quickly and at a fair cost—requires a clear strategy.

Here are the key best practices for pharmacy owners and managers, whether you book internally, through an agency, or via an online platform.

Plan Ahead and Forecast Your Needs

Even before choosing how to book, pharmacies benefit from a structured approach to when and why they need replacements.

  • Identify predictable needs : vacations, holidays, maternity leaves, seasonal peaks, inventory periods.
  • Flag highrisk periods : weekends, evenings, or days with reduced staff.
  • Maintain a shared replacement calendar : to avoid lastminute scrambling.

Proactive planning is the foundation of successful relief staffing.

Booking Relief Pharmacists Yourself

Some pharmacies prefer direct management of replacements. It offers control — but requires time and organization.

Best practices

  • Build a pool of trusted relief pharmacists
  • Standardize your outreach with clear details (dates, expectations, workload, software,
    rate).
  • Confirm everything in writing
  • Track performance, availability and preferred shifts.
ProsCons
  • Direct relationship
  • No intermediary fees
  • Full control
  • Time intensive
  • Limited candidate pool
  • Higher risk of lastminute
    cancellations

DIY works best for pharmacies with predictable needs and strong local networks.

Working With a Relief Agency

Agencies — like PharmaPlan — remain a popular option for pharmacies seeking reduced administrative burden and quick solutions.

Best practices when using a platform
  • Choose a reputable agency with transparent policies.
  • Communicate expectations clearly (software, operational information, culture, special requirements).
  • Ask about backup plans for cancellations.
  • Review charges and billing terms.
ProsCons
  • Large pool of vetted pharmacists
  • Less administrative work
  • Higher reliability for urgent needs
  • Higher cost
  • Less control over assignment
  • Strong reliability for urgent needs

Agencies are ideal for pharmacies with frequent or unpredictable replacement needs.

Using an Online Platform

Digital platforms —like PharmaGap— are transforming relief staffing with transparency, speed, and autonomy.

Best practices when using a platform
  • Complete your pharmacy profile to attract more applicants.
  • Post shifts early for a larger the pool of candidates.
  • Provide clear shift details (expectations, parking, or special requirements).
  • Respond quickly to applicants.
  • Use builtin tools: ratings, messaging, reminders, shift history.
Pros Cons
  • Transparent rates and profiles
  • Access to a large, diverse pool of pharmacists
  • Faster booking and automation
  • Lower cost than agencies
  • Requires minimal onboarding
  • Some prefer human intermediaries
Online platforms are perfect for pharmacies seeking flexibility, autonomy, and costeffective solutions.

Combine Methods for Maximum Reliability

The strongest pharmacies use a hybrid approach:

  • DIY recurring, predictable needs.
  • Agencies for urgent or complex situations.
  • Online platforms for day-to-day flexibility.


This layered approach ensures continuity even during unexpected absences.

Make Your Pharmacy Attractive For Relief Pharmacists

The human element matters.

  • Provide a smooth onboarding (tour, access, expectations).
  • Offer competitive rates.
  • Show appreciation.
  • Ask for feedback to improve your processes.


A respected and supported pharmacist is more likely to return.

Conclusion

Booking relief pharmacists doesn’t have to be stressful. With the right mix of planning, communication, and tools — whether internal, agencybased, or digital — pharmacies can secure reliable support, maintain service quality, and protect team wellbeing.

Pharmacies that plan-ahead, communicate clearly, and diversify their booking methods consistently achieve the best results.
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