Restricting Sampling by Account Credentials and State

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Organizations can limit which types of HCPs can receive controlled substances. This helps ensure users do not record controlled substance sample disbursements to ineligible HCPs, maintaining compliance with state regulations. Restrictions are set in Veeva CRM on a state-by-state basis, enabling organizations to ensure that call sampling is only restricted for calls in the specific states where these regulations apply.

For example, New York restricts controlled substance sampling so that only HCPs licensed as medical doctors (MDs) are eligible. Dr. Ackerman requests a sample of Narbrax, a Schedule III product, during a call at his New York practice. Sarah Jones records the sample on the call report. Dr. Ackerman signs for and receives the sample because his credentials meet New York’s requirements for receiving Schedule III products.

Considerations

  • Users can still record product detailing for restricted controlled substances, unless the products are also restricted via call and product restrictions
  • If both Sample State Credential Settings and Sample State Settings records apply to an account, the more restrictive setting is enforced
  • Use either country or state restrictions for a geographic area. For example, do not create a record for New York if there is also a U.S. sample state credentials restriction, and vice versa.

Configuring State Credential Restrictions

Ensure initial configuration is complete before enabling this functionality.

To restrict sampling by state and credentials:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Samples_State_Credential_Settings_vod

    CRUD

    n/a

    • Restricted_Products_vod
    • Credential_vod
    • State_vod
    • Country_vod (optional: use for country-wide restrictions)

    Edit

  2. Grant end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    Samples_State_Credential_Settings_vod

    R

    n/a

    • Restricted_Products_vod
    • Credential_vod
    • State_vod
    • Country_vod (optional: use  for country-wide restrictions)

    Read

  3. If using sample state credential settings to restrict sampling for a country instead of a state, populate the Country_vod field with a list of the appropriate country codes.

  4. If creating an allowed products list, create the appropriate records on the Sample_State_Credential_Settings_vod object for allowed products. For example:

    Allowed product records are not available if restricting sampling for a country; use the Restricted_Products_vod field instead.

    Alternately, populate the Restricted_Products_vod field on the Sample_State_Credential_Settings_vod object with a double semicolon delimited list of restricted product names. For example, Cholecap;;Labrinone (optional).

    Define either allowed products or restricted products. Do not define both for the same record.

  5. Ensure the appropriate VMOCs are enabled for the Sample_State_Credential_Settings_vod object.

Using State Credential Restrictions

HCPs can receive controlled substance samples if there is a Sample State Credential Settings record that matches the:

  • State where the controlled substance is disbursed
  • HCP’s account credentials
  • Schedule of the selected controlled substance

If there is not a record with the appropriate state, credential, and schedule match, an error message is displayed to the user and the HCP cannot sign for samples until the user removes the restricted product from the call sampling section of the call report. When swapping the signee, users can only select addresses where the HCP is eligible for the sample/sample send.

Error message text is controlled by the ACCOUNT_SAMPLE_PRODUCT_RESTRICTION Veeva Message.

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