Attendees and HCP records
The same healthcare professional (HCP) shows up in the client's CRM, on its target list, and on a sign-in sheet, spelled three ways. Walk-ins get typed in days later. Pharmagin matches each registration to one HCP record, checks the client's limit on every path in, and keeps program night on that record.
ProblemOne HCP, three records.
Invitations, the public page, and the planner's list all look the HCP up in the client's CRM, its target list, or the NPI registry. Pharmagin suggests the match, and a planner confirms it before the record counts. The limit and the spend then follow the right person.
One record per HCPA planner confirms each matchChecked when an HCP registers or is added
On the HCP's own phone
An HCP at the limit can't register, even from a public page. On the night, each HCP signs in personally, with a signature and a meal answer.
The client sets the limit. Pharmagin applies it and records the result.
ProblemWalk-ins get typed in days after the program.
At the door, a walk-in registers and signs in, in one step, on the sign-in screen or on their own phone. One added after the program needs a reason, and the reason stays on the record with a name and a time.
Late walk-insRequire proofChecked when attendance is corrected
ProblemOnline, nobody signs a sheet.
Each HCP joins with a personal link. Those who stay past the client's minimum time are marked attended. The rest are marked no-show when the program is completed.
ProblemA program closes with attendees nobody identified.
Before close, each attendee who could receive something is confirmed: matched to one HCP record, or marked as not an HCP. Only then does the meal split, and the spend per HCP, start from the right list.
The same record can screen guests and colleagues at registration, and keep trained speakers out of the audience. It can also apply state meal rules at sign-in and track minimum registrations before the program, when the client's standard operating procedure (SOP) calls for them.
See these rules in the SOP mapWatch one HCP's record, from sign-in to Open Payments
Every December, someone rebuilds what each HCP received, from receipts and sign-in sheets. The same HCP sits in the client's CRM, its target list, and the sheet, spelled three ways. Planners match them by hand and type in the walk-ins days later. And when the client's compliance team asks what one HCP received this year, the answer takes days. Pharmagin keeps one record per HCP, from the first registration to the spend report. When an HCP registers, Pharmagin suggests the matching record, and a planner confirms it. On program night, each HCP signs in personally. A walk-in signs in on the spot. A program can't close until every attendee is matched and the spend is in. Then each HCP's share of the meal is allocated, by who attended and ate. Aggregate Spend rolls every closed program up to one row per HCP, with a reason on every excluded row. Fix an HCP's record once, and every row follows. And the attendance goes back to the client's Veeva Vault CRM as it changes. Your planners stop retyping sign-in sheets. Your client's compliance team gets spend per HCP the day each program closes, and its CRM already knows who came. To see this on one of your client's programs, book a program walkthrough at pharmagin.com.
Bring approved lists in, and send unresolved records to the person responsible.
Suggested matches and attendees with no candidate yet, by program, until a planner decides.
HCPs update or cancel their own registration, within the program's rules.
Change attendance or meal answers for several attendees, with the same checks.
Records missing an NPI, a specialty, or a license state, each linked to the HCP's one record.
Bring a registration or attendance question from one of your programs. We'll answer it in a demo workspace.