Consultant Engagements (HCP, GO, Patient)
Written by Michelle Henley
Updated at January 22nd, 2024
Table of Contents
Use Case
- Consultant Engagement request type is primarily used to seek pre-approval (sometimes known as a Needs Assessment, Needs Assessment Form or NAF) to engage a consultant in Speaking Engagements, Advisory Boards, and/or to provide other professional or consulting services.
- Typically, this type of request is used for a planned activity where the types and amount of support (i.e., transfers of value) are either known upfront or can be estimated prior to the planned activity.
- A “consultant” can refer to Health Care Professionals (HCPs), Patients, or any individual or entities receiving payments.
- Consultant Engagements can be configured to approve payments to multiple consultants under one activity.
Key Features
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Consultant Engagement requests are separated into two sections:
- Activity Details section to capture the details related to the engagement.
- Consultants Details section to capture the details of the consultants and type of support requested for them.
Things to Note
• Submitting
- Multiple consultants can be added to a single engagement request.
- Additional consultants can be added, even after the initial submission. Newly added consultants are still subjected for review and approval based on the approval workflow configuration.
- Spending can be monitored at a more granular level by adding different Support Categories and assigning them to different consultants within a single engagement.
- Integrate with Veeva or Reltio (IQVIA) Master Data Management Providers (MDM) to allow search and selection of HCPs from those MDM databases.
- Ability to adjust the overall Support Category amount above and/or below the default Support Category amount within the request.
- Changes can be made after the request is approved. However, that will require the request to be re-approved by all approvers based on the workflow configuration.
- Spend Amounts can be entered in any currency. However, the totals are calculated in the default currency set for the application.
- Initially selected approvers can not be changed at the time of re-submitting the activity or the consultants.
• Approving
- In order to enable more dynamic and faster approvals, separate approval processes for the activity and consultants can be configured. For example, if the activity and 5 out of 6 HCPs are approved, the 6th HCP can remain under review. This means the business can start contracting and other logistics without compliance being a bottlenecked by the 6th HCP.
- Approvers can approve or reject the activity or recipients. Once an activity is rejected, it moves all consultants to canceled status. A Rejected request can not be re-submitted.
- Approver needs to approve the activity and consultants separately. Activity must be approved first by an approver before taking approved action on the consultants.
- Approvers also have the ability to request for more information from the submitter on the activity and/or on individual consultants during the approval process. In such instances, the activity or consultant needs to be re-submitted by the submitter after the updates have been made. Depending on the approval workflow configuration, the request will go back to the same approver for review or the approval workflow can be initiated from the beginning.
• Spending
- Integrate Service Fee support by bringing in any applicable FMV rates for consultants.
- Ability to provide Flat FMV rates / Fees and request for FMV rate exceptions within the request.
- Aggregate Spend and Count analysis at support category and request level. Data is aggregated across consultants to provide a total request value.
- Specify local and regional limits for each category of support.
• Oversight
- In-request screening using either Refintiv or RDC to compare individual and organization names against watchlist data.
• Request Features
Key Features
- Editor Collaboration allows different users to collaborate on filling details of the engagement.
- Approver Collaboration allows one of many approver collaborators to approve in any one approval step.
- Automated Approver Collaboration is used to automatically assign approver collaborators.
- Assign tasks to yourself, other users, or even third-parties.
- Easy-to-follow Request History tracks a complete audit trail of the changes and actions taken on the request throughout the approval process.
- Request Version Comparison allows for the ability to compare between different versions of the request if updates are made to the request before, during, and after the approval process.
- Business Owner configuration allows for requests to be submitted on behalf of someone else or to identify the actual business owner of the request.
Configurable Components
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Request Configurations |