Best ways to set up your rep scheduling to be most effective for your practice
Manually creating a schedule to meet with medical representatives is work that can be both tedious & time consuming, but necessary in order for your providers and staff to be fully engaged and aware of new FDA medications/products and updates (i.e. new indications). Clinicpass provides a completely customizable scheduling platform that makes having reps in the clinic a unique experience that fits the needs of your clinic.
Features to keep in mind when determining your scheduling needs:Efficiency at its best! Easy, customizable web-based access for reps to book appointments based on your clinic's availability and preferences. This feature also keeps a record of who was in your clinic and when (HIPAA & contact tracing).
Clinicpass does the monitoring of your desired parameters for you. There are several ways you can set the parameters for your clinic:
- How often can reps schedule an appointment?
- How often can reps from the same company schedule an appointment?
- How frequently can the same product be represented at an appointment?
- How many months should be displayed to a rep for scheduling?
You select your options and each one can be different. From no limit, to every 4 weeks, 6 weeks, 8 weeks or 12 weeks. You are in control of the frequency and the system makes sure it is followed.
Once you set your parameters then it is time to customize your calendar! How do you want the day to look and what is the flow of the clinic? Is it best to allow lunch-n-learn only or do you need to set up sample drops, as well? Clinicpass is here to design your calendar based on the needs of the clinic. You can select from the following appointment types and set times that suit your clinic schedule.
- Appointment only
- Educational food events (breakfast, lunch or snack)
- Sample drops
Within each of these time slots, you have the ability to customize the time frame that reps are able to visit. This could look like breakfast from 8:00am-9:00am, lunch from 11:30am-1:00pm, and a sample drop from 2:00pm-3:00pm. Your day-to-day availability can vary week by week and we provide the ability for you to reflect that on your schedule.
Another feature that is valuable for scheduling is the confirmation requirement by Clinicpass. Representatives are required, through our platform, to confirm their appointment slot at least 48 hours before the scheduled time. This reduces the risk of same-day cancellations and no-shows.
We realize not one clinic is the same, so scheduling for representatives should be able to reflect the needs of each individual clinic. Overall, there is no one perfect way to set up your schedule, but you are in control of it . . . Clinicpass is here to help!