Essential Paperwork to cover Malpractice Insurance as a Locum Tenens Provider. COI
There are several types of malpractice insurance policies available to you in healthcare, but the bottom line is that Claims-Made policies are what 99% of locum agencies provide.
With a Claims-Made policy, the "trigger" is the date the claim is filed. The policy must be active both when the care happened and when the lawyer calls. If you cancel a claims-made policy and a claim comes in the next day, you have zero coverage unless you have a "bridge."
If you leave a locums job, do you lose coverage from future claims during the time you worked there?
The short answer is generally no, you do not lose your coverage. The good news is that even if you are no longer "active" on new assignments, a standard locum tenens claims-made policy is structured as a blanket policy, and as long as the agency keeps that policy in force, you remain an "insured person" for any work you performed during the time you were contracted with them. Be sure to review your contract to ensure you are covered.
A bit of record keeping goes a long way.
To be certain you are safe, keep records of a Certificate of Insurance (COI) from every assignment.
To obtain a copy of your Certificate of Insurance (COI) and the specific policy details, you will primarily work through the staffing agency that placed you.
Here is the step-by-step process to secure these for your records.
1. Contact Your Agency's Credentialing Department
The quickest way to get a COI is to contact the Credentialing or Risk Management department of the locum tenens agency.
Request the "COI": Specifically ask for the "Certificate of Insurance" for each facility or date range you worked.
Request the "Face Sheet": Ask for the policy "Declarations Page" (or Face Sheet), which shows the coverage limits (typically $1M/$3M) and the retroactive date.
Ask for "Claims History": If you are applying for a new job or a medical license, you may also need a Claims History Report (or Loss Run). This is a formal letter from the insurer stating whether any claims were filed against you during your tenure.
2. Check Your Agency's Online Portal
Most large agencies (such as CompHealth, LocumTenens.com, or Weatherby) have provider portals.
Log in and look for tabs labeled "Documents," "Compliance," or "Credentialing."
In many cases, the COI is generated automatically once an assignment is confirmed and remains available for download even after the assignment ends.
3. What Information to Verify
When you receive the documents, double-check these three specific items:
Retroactive Date: Ensure this date is on or before your first day of work with that agency.
Policy Type: Verify it says "Claims-Made." * Tail Provisions: Confirm the policy or your contract includes an "Extended Reporting Period" (Tail) that the agency is responsible for paying.
Sample Request Email
If you need to email your recruiter or the credentialing team, you can use this template:
Subject: Request for COI and Claims History - [Your Name]
Body:
Hello [Name],
I am updating my professional records and require copies of my malpractice insurance documentation for my time with [Agency Name].
Could you please provide the following for the period of [Start Date] to [End Date]:
A copy of my Certificate of Insurance (COI).
The Declarations Page showing the policy limits and retroactive date.
A Claims History Report (Loss Run) for my profile.
Please let me know if there is a specific form or portal I should use to access these.
Best regards,
[Your Name]
