Call Reporting with Medical Events

  • Online
  • iPad
  • Windows

To accurately and efficiently capture activities from medical events, users can associate a medical event to a call or create a call directly from an event. Medical events can be associated to calls in two ways:

  • The Medical_Event_vod lookup field can be placed on the call page layout. The field displays a filtered list of active events (the value in the Active_vod field is set to TRUE). The events are sorted by Start_Date_vod in descending order. If the desired event is not visible in the list, the user can search across all medical events.
  • Medical events can be associated to a product discussion by adding the Medical_Event_vod field to the Call2_Discussion_vod page layout. This field exhibits the same behavior as the field on Call2_vod.

Creating Calls from Medical Events

Users can create call reports directly from a medical event. This streamlines call reporting by prepopulating call fields and linking the medical event with the new call report. For example, Sarah Jones creates a call for two attendees from the Verteo Conference. The call report fields prepopulate with the event date, event name, call type, and product discussions. Sarah only needs to fill out the call information that is unique to individual attendees—for example, the key messages and follow up activities.

Considerations

  • If the Record a Call button is not on the page layout, the Record a Call button and the Launch Media button do not display
  • Sampling is not available on call reports created from medical events, unless the Account_vod field is on the Medical_Event_vod page layout (see Associating Accounts and Addresses to Medical Events)

Prerequisites

Configuration for Creating Calls from Medical Events

Ensure initial configuration is complete before enabling this functionality.

To enable this functionality:

  1. Place the Record_a_Call_vod custom button on the Medical_Event_vod page layout.
  2. Ensure users have access to the Event_vod call record type. See Record a Call for more information.

Using Calls from Medical Events

Users can create a call from a medical event if the Record a Call button is on the page layout, an account is associated to the medical event, and the user has permission to the necessary call record type for the account. If an account is not associated to the event, the user can still record a call if the Record a Call button is on the page layout and the user has access to the Event_vod record type. When calls are created from the medical events, the call date, event name, and call type are automatically set based on the medical event. The call report can be accessed from the medical event detail, in addition to existing call report entry points.

When a user initiates a call from a medical event, the resulting call has the following characteristics:

  • Medical event attendees display as the default suggested attendees in the Attendees section of the call report. If the --su section signal is in use, users who are event attendees also display in the Attendees section of the call report.

    The parent HCO account of an HCP account must be in the same territory for child accounts to display.

  • The Medical_ Event_vod field on the call defaults to the originating medical event and is read only
  • The Call_Date_vod field defaults to the value of Start_Date_vod for the medical event
  • Any newly created product discussions default the Medical_Event_vod field to the originating medical event and the field is read only

Associating Accounts and Addresses to Medical Events

It is possible to associate an account and address to a medical event; this information filters down to a call report created from the event. This streamlines call reporting for scenarios where users interact with several different accounts and discuss different products at the same event.

For example, Sarah Jones is stationed in a conference room at the Cholecap conference. Different HCPs come in to discuss Cholecap, Restolar, and Labrinone with her. For each interaction, she creates a new call report. Sarah searches for and selects the relevant accounts from the medical event, automatically populating the call report with the relevant address, date, and account of each attendee.

Considerations

  • If the Account_vod and Address_vod fields are populated on an Event record, the default call record type for the account is used for new calls. The default type is set in the DEFAULT_CALL_RECORD_TYPE setting.
  • If the account does not have a default, the user's default call record type is used. If the Account_vod and Address_vod fields are not populated on the Event record, the Event_vod call record type is used for new calls.

Configuration for Associating Accounts and Addresses to Medical Events

There are two fields on the Medical_Event_vod object associated with this feature:

  • Account_vod – lookup field for associating an account with a medical event
  • Address_vod – lookup field for address based on the selected account

To associate accounts and addresses to medical events:

  1. Ensure the Account_vod and Address_vod fields are on the Medical_Event_vod page layout.
  2. Ensure the user has FLS edit permission for the relevant fields.

Using Associated Accounts and Addresses

When the Account and Address fields are placed on the Medical_Event_vod page layout, the following fields are populated on a call report created from the event:

  • The Account_vod and Address_vod fields on the call report are copied from the corresponding fields on the medical event
  • The Medical_Event_vod lookup field on the call report references the originating event and is read only
  • If the Account_vod and Address_vod fields are populated on an Event record, the default call record type for the account is used for new calls. The default type is set in the setting. If the account does not have a default, the user's default call record type is used.
  • If the Account_vod and Address_vod fields are not populated on the Event record, the Event_vod call record type is used for new calls

The defaulting behavior for suggested attendees and call location varies depending on the type of account.

When a person account is associated to the medical event:

  • If the call page layout has the –paa section signal on the Attendees section of the call report, all event attendees display as default suggestions

When a business account is associated to a medical event:

  • The Attendees section of the call report displays the attendees from the medical event as default suggestions
  • If the ENABLE_MYSCHEDULE_CALL_LOCATION_vod setting is enabled and zvod_Business_Account_vod is on the call page layout, the location is set to the preferred location on the user's TSF record for the account

When a business professional account is associated to a medical event:

  • If the call page layout has the –paa section signal on the Attendees section of the call report, all event attendee displays as default suggestions
  • If included on the call page layout, zvod_Business_Account_vod defaults to the name of the business professional’s primary parent

Associating Medical Events to Product Discussions

Medical events can also be associated to product discussions. This enables users to search across events and associate a particular event to a set of product discussions, regardless of whether the call report is associated to a medical event. For example, Sarah Jones discusses Cholecap and Narbrax with Dr. Ackerman at the Verteo Conference. The call report is not associated with the medical event; however, Sarah uses the Medical Event field to select the Verteo Conference and associate the product discussions with the event.

Prerequisites

Ensure that Medical Events are enabled.

Configuration for Associating Medical Events to Product Discussions

Place the Medical_Event_vod lookup field in the product discussion section of the appropriate call page layouts.

Using Medical Events with Product Discussions

The Medical_Event_vod lookup field displays a default list of active events where one of the accounts or contacts associated to the call is an event attendee. If the desired event is not visible in the list, the user is able to search across all medical events.