Frequently Asked Questions

What is RepConnect?

RepConnect reduces the amount of time spent as the sales rep traffic cop. It’s a traffic light for sales support giving you control of the timing and frequency of sales representative support. It saves the average users over $10,000 a year, enhances patient perception, and provides an accurate visitation log required by HIPAA.

How does it work?

You setup your account on-line and determine your representative policies, frequency restrictions, and the time windows when your practice desires service support. Representatives then self-schedule their visits beforehand and check-in at your front desk upon arrival. The result: a streamlined process that increases practice profitability through increased efficiency and management control.

Why ask sales visitors to schedule? I like my representatives.

Asking sales visitors to schedule their service is a logistics issue not a personal issue. According to GfK Market Measures there are now over 100,000 pharmaceutical representatives in the U.S. with the typical RepConnect family practice receiving over 1,200 unannounced visits a year. Increased sales competition and aggressive sales quotas coupled with an free-range policy create a pressure point. RepConnect removes the pressure while maintaining control.

Do I need any special hardware or software?

No. All you need is a computer with an Internet connection; no special hardware or software is needed and a RepConnect account manager will personally assist you in getting started and whenever you need assistance. Simply call 800-737-7252 (Monday-Friday 9AM-5PM EST) or register on-line.

How much time and money is saved with RepConnect?

Based on feedback from RepConnect office managers, the average office saves one hour of administrative time and 15 minutes of physician time each day. Therefore, you save over $10,000 a year.

How can RepConnect help our office remain HIPAA compliant?

The Final Rule on Security Standards from the Department of Health and Human Services (HHS) issued on February 20, 2003 mandates “physical safeguards” for the protection and privacy of patient information and requires controls for visitor access. These requirements include visitor sign-in and keeping a log of your visitors. Although not required, it is also recommended that you implement an ID badge system so that representatives can be easily identified. Sales visitors should never be allowed to linger in your facility.

What is the cost to medical offices and sales representatives?

There is a monthly maintenance fee of $24; however, you can receive two months free if you pay on an annual basis. Additional discounts are provided for groups with multiple locations. Representatives pay no fees in order to ensure pharmaceutical company buy-in.

We already take “control”. Can we still benefit?

Yes. Rep traffic is like a busy street intersection, you either do nothing, become the traffic cop, or put in a traffic light. You can manage rep traffic yourself but, with RepConnect, you can install a traffic light that handles it for you. Every appointment is expected and in-line with practice objectives.

Are there any conditions for the use of the service?

Yes. As a condition for the use of the Company’s service and in order to produce the desired benefits, it is required that you implement the following procedures:

(1) Require your sales visitors to self-schedule their appointments via www.repconnect.com .
(2) Sales visitors may not be in patient or physician areas without a scheduled meeting. You must establish where representatives enter your facility, where they check-in, and print and display the representative schedule at the point of check-in and within physician area(s). Although not required, it is recommended that representatives be given a visitor badge at check-in so that they can be easily identified.
(3) Do not give special treatment to representatives that do not wish you to control the timing or frequency of their visits.
(4) Because of the high cost of informational meal events and in fairness to sales visitors, you must maintain a reasonable physicians-to-staff ratio for your meal events.

Will all my representatives use RepConnect?

Except for a few resistant companies, nearly all reps will us RepConnect. There are over 22,000 registered representatives and 350 pharma companies using RepConnect. Pfizer, Sanofi-aventis, and Bristol-Myers Squibb have adopted a no-use corporate strategy. They believe that their high-quality drugs, relationships, and samples entitle them to an free-range policy. They want to visit based on their sales objectives.

How do I handle representatives with Pfizer, Sanofi-aventis, and Bristol-Myers Squibb?

Either require them to follow your policies or accommodate them in a way that does not give them a competitive advantage. Their corporate strategy has slowed the growth and it forces you to make a decision. You have an obligation to manage your work area so we think it’s a matter of taking control or allowing them to continue to have control.

What do representatives say about RepConnect?

Representatives find that RepConnect is more efficient. The current free-range model results in physician time less than 20% of the time compared to an 85% success rate when scheduling through RepConnect. Scheduled appointments also improve receptivity of reps because they are expected.

I currently write our lunch appointments in a calendar. Can this information be entered into RepConnect?

Yes. It is easy to enter your existing appointments; however, if you are unable to enter your existing appointments within 24 hours you should fax your calendar to 614-890-1557 so that our customer service team can enter the appointments for you. These appointments must be entered before you invite representatives to self-schedule.

How long will it take to set-up?

You can streamline your sales process within 24 hours as long as your entire team is ready to support the implementation. The fastest way to get started is to call 800-737-7252. You will need the following information: physician names, an idea of when you want to have sample deliveries, and your office contact information. Once your account is set-up you can printout the “sales rep announcement” and distribute it to your representatives.

We already schedule our sales reps—will we be able to keep scheduling them in the same way with RepConnect?

Probably. The RepConnect system simply automates your manual processes. RepConnect is expressly designed to support the unique needs and preferences of medical offices. With RepConnect, you can streamline the management of sales representative interaction and standardize office protocol. Should you ever want to make changes, you can implement them quickly and conveniently.

Why not just schedule the reps in a written calendar?

RepConnect allows you to use the power of a web-based shared schedule so that representatives can self-schedule on-line 24/7. Manual procedures take time away from your staff and allow jockeying by the representatives.