More Effective Management of Out-Clinic Activities- A Case Study

Business Context

A top 20 Indian Pharma company that conducts several types of Out-Clinic activities with large budgets, wanted a good software solution to handle the end-to-end process of these activities.

Challenges with Running these Activities

The company faced several challenges in handling these activities with manual or semi-manual processes. Some of the main challenges were:

1. -Compliance-related risks
2. -Escalating and often, beyond budget, spends
3. -Lack of good analytics data that would help in channeling the spend on the right out-clinic activities, which would yield better results
4. -Process incompatibility with recommendations by a leading Big 4 consulting firm

Our Solution

Among the KEA-Suite of solutions at VSM, we have a strong Activity Management module which can address all the challenges above. This solution, KEA-OCAMS (Out-Clinic Activity Management Solution), was implemented with some modifications for the client with great success.

Highlights of the Solution:

• -Capability to handle varied parameters of 14 Activity types, such as CME (Continuing Medical Education), Round Table Meetings (RTMs), and Advisory Board Meetings.
• -A well-thought-out and friendly “planning” module.
• -Actual execution of activities.
• -Compliance-related controls.
• -Expense budgets and actuals.
• -Tracking of all data that can be used for strong analytics, for example, region-wise or therapeutic area-wise data.
• -Strong workflow and approval levels, linked to various parameters.

Benefits from Implementing our Solution

Use of the KEA-OCAMS module would result in many benefits, major ones being:

• -Implementation of the Standard Operating Procedure recommended by the consulting firm. This could not have been possible without our automation solution.
• -Near zero risk of non-compliance.
• -All stakeholders get easy access to documents.
• -The solution facilitates better monitoring of costs, resulting in significant cost reductions.
• -The solution provides all relevant data for better targeting of budgets on out-clinic activities, finer definition of target HCPs, and adding out-clinic investments on an HCP, thereby enabling a 360-degree view of all effort on an HCP.