One platform for the entire locums desk.
- Purpose-built for locum tenens, not adapted from perm recruiting
- AI ranks candidates, flags stalls and shortens time-to-fill
- Provider and client portals included, not sold as add-ons
- Encryption everywhere, least-privilege roles and a full audit trail
In the workspace
The whole desk, the moment you sign in
Providers on file, open job orders, credential gaps and AI proposals waiting for review — with Thot Bot answering from your own records and asking before it changes anything.
Modules
Everything the desk touches, in one place
No custom objects to build, no consultants to hire, no handoff spreadsheets between recruiting, credentialing, scheduling and accounting.
Provider system of record
Licenses by state, board certifications, DEA, work history, references, malpractice, rate expectations, travel preferences and document vault — one record, no duplicates.
Clients, facilities and contacts
Facility hierarchies, decision makers, rate agreements, PSAs and coverage history, so the next request starts from what you already negotiated.
Job orders and coverage requests
Locums-native fields: shift types, call coverage, EMR, privileges lead time, credentialing window, and an asymmetric pay-vs-bill rate card per order.
Presentation and name clear
Match, present, track name clears, interviews, offers and confirmations — with fall-off reasons captured so your fill-rate data is real.
Credentialing and compliance
Checklists per client, expiration tracking with automated alerts, licensure board lookups, packet assembly and AI document extraction.
Scheduling and master calendar
Shift-level assignment calendars, coverage gaps, coordinator desk queues, and provider-submitted timesheets with client approval.
Travel and logistics
Flights, lodging and rental cars tied to the assignment, itinerary parsing from confirmation emails, and travel cost posted against margin.
Timesheets, pay and bill
Hourly, daily, shift, 24-hour call, beeper, gratis hours, OT and holiday premiums — billed asymmetrically from the same approved hours.
Letters and agreements
Confirmation letters, letters of agreement, PSAs and direct-deposit authorizations generated, sent, signed and event-logged in place.
Matching and placement intelligence
Ranked shortlists per order, fill probability, stalled-stage detection and fall-off risk — with the reasoning shown and a human making every call.
Internal chat and assistant
Channels, DMs, threads and an assistant that answers from your own records and asks approval before it acts.
Secure and audited
Data is encrypted in transit and at rest, access follows least privilege with MFA, and admin actions land in a 24-month audit log.
The workflow
From first search to a paid invoice
Each stage writes back to the same record, so nothing is re-typed and nothing goes missing between teams.
- 01
Intake the provider once
Upload a CV or start from an NPI number. Thotara parses the document, verifies the NPI, checks state boards and drafts the whole profile for review. Providers finish their own 17-step intake in the portal, saving progress as they go.
- 02
Take the coverage request
Capture the order with locums-specific fields and a rate card that separates what you pay from what you bill — including call, beeper and gratis structures.
- 03
Match, present, clear
Thotara ranks your whole book in seconds on licensure feasibility, specialty, availability, rate fit and prior site experience — then tracks the name clear and flags the day a stage stalls.
- 04
Credential without chasing
Client-specific checklists, expiration alerts before they bite, and packet status the facility can see in its own portal.
- 05
Cover the shifts
Build the schedule, book travel, and let providers submit hours from their portal for client approval.
- 06
Bill and report
Approved hours become invoices with the correct premiums, and margin is visible per assignment, recruiter and client.
Built secure
Data security from the first line of code
Data is encrypted in transit with TLS 1.3 and at rest with AES-256, access follows least privilege with MFA and idle-session timeouts, and every privileged action is written to an immutable audit log. Permissions are enforced at the database layer — including for the AI assistant, which only ever sees what the signed-in user can already see.
- Seconds
- From new order to a ranked, explained shortlist
- 3 portals
- Internal staff, providers, and client facilities
- Every stage
- Watched for the bottleneck costing you days