How to schedule med rep visits automatically
Prior to planning a visit, it is necessary to calculate how many additional visits the medical rep can perform during the planned period, taking into account all configured parameters (e.g., the duration of the visit, the interval between visits, the working hours of physicians / pharmacies, etc.).
1.Use the [Calculate available visits] operation on the cyclic task page to calculate available visits. The calculated value will appear on the [Available quantity of visits] field of the cyclic task page (Fig. 1).
Fig. 1 Available visit quantity
2.When the calculation is finished, the [Schedule visits] action will become available on the cyclic task page (Fig. 2).
Fig. 2 The [Schedule visits] action
3.Run the [Schedule visits] action to start the process of automatic visits scheduling in accordance with the configured parameters and physician and medical rep calendars. You will receive a notification when the visits are scheduled. The [Quantity of scheduled visits] will display the number of scheduled visits. The visit activities will appear on the [Activity] detail of the corresponding contacts and accounts.
The algorithm for automatic visit planning is as follows:
-
The system determines the route starting point. A location of a medical rep responsible for the visit can be a starting point. The location is determined based on the information from the [Addresses] detail of the corresponding contact page. If the contact’s address is not specified, the system will use the address from the connected account page.
-
The system determines the closest location to a visit. The optimal car route is determined within the 200 km radius. Learn more about route planning here.
-
The system checks the working hours of both the physician (pharmacy) and the medical rep.
Note
When checking the working hours of visit participants, the system analyzes the calendars of the medical rep and the doctor. More information about the personal calendars is available in a separate article.
-
The system will create the first visit if the schedules of the medical rep and the physician (pharmacy) coincide.
-
If the visit time is outside of the working hours of both parties, the system will look for the next closest location. Further planning and creation of visits is carried out in the same way.
See also
