Lenos Software’s HCP Compliance Manager (“HCP Compliance Manager”) provides a single integrated solution for all programs that involve Health Care Professionals, whether they are attending an Advisory Board, Conference, Congress, KOL, Tradeshow or Training, etc.  
The HCP Compliance Manager was designed to provide management of all aspects of HCP spend, historical or current, and to encompass any situation an organization encounters in its day to day operations, including managing spend on a retroactive basis, if needed, or migrating data from any other data sources/systems.
Implementation of the HCP Compliance Manager is flexible to address an organization’s specific requirements and your Standard Operating Procedures while ensuring data integrity and accuracy through automated internal controls. Traceability of data entry and management to ensure that audit requirements are also addressed.
At an organization’s option, integrations may include data managed in Salesforce, legacy or other systems (e.g., Speaker Management Bureau), etc. The HCP Compliance Manager also considers the import and management of data that was created and managed off-line (e.g., Excel or other manual processes), or by other means in order to provide an organization maximum visibility and management of all HCP related data in a single database for financial transparency.
User controls are implemented by an organization, to limit accessibility of all features of the module on a “need to know, need to manage” basis and ensure the confidentiality of the data and privacy of HCPs.
The HCP Compliance Module includes extensive reporting capabilities from Standard and AdHoc, all in real-time. Custom reporting, as specified, may be implemented at request. Transfer of HCP data may be by APIs to data warehouses or other systems. Any custom reporting will work without any additional programming for past, present and future programs to ensure that the investment made is maximized.
The HCP Compliance Module is integrated with the GDPR Compliance Manager, Lenos Software Strategic Meeting Management Solution and Studio (Attendee Management). This ensures a complete solution for an organization. Any modules may be licensed separately or as an integrated solution suite.
  • The Master Profile Module allows for the creation of profiles for each HCP to manage their data for registration (e.g., data is copied to their registration for a meeting/event). Data can be integrated from Salesforce or other sources, including Speaker Management Bureaus, etc. This is to ensure accuracy of the data associated to an individual HCP for spend tracking.
  • The Master Profile automatically pre-populates a HCP’s invitee and registration data, as selected, to ensure that it is accurate. Data fields can be locked to ensure that only the invited HCP accepts the invitation and registers.
  • Updates to profiles can automatically update registration data (optional) to ensure currency of the data.
  • Acceptances, declinations, non-responses and cancellations and check-ins are automatically tracked to ensure spend is only associated to registered and attending HCPs. The status of a HCP record is easily determined and viewed.
  • Standard fields (e.g., Air, Housing, Meals, Honorarium, etc.) are provided for tracking of HCP expenses as well as additional custom expense fields. They may be selectively enabled to ensure that only relevant spend fields are used for a program or registration type (e.g., honorarium may only be needed for a specific program or registrant type).
  • Adding spend to a HCP record may be by bulk editing or upload, or on a single record basis. Internal controls are built-in to ensure that the data entered for spend is correct.
  • All changes to a HCP registration record are tracked for reference. Changes may be made by an administrator or HCP on a self-service basis (optional).
  • Housing costs are automatically calculated for each HCP depending upon their type of assigned accommodation and dates of arrival and departure. This also calculates costs associated for individual pay/pay on own.
  • Consents (to comply with GDPR), releases and other documentation may be collected online and associated to a specific HCP record.
  • Automated email reminders may be set up for future dates and sending (e.g., reminder emails to be sent 14, 7 and 1 day before a meeting/event).
  • Payments to HCPs may be tracked.
  • Data is easily analyzed to determine any missing data, anomalies, inconsistencies, etc. by Standard and AdHoc Reporting.
  • HCP and registration data are integrated in AdHoc Reporting to create unlimited custom reports.
  • Automatically allocate registration limits based on registrant profile/demographic data (e.g., limit the number of doctors vs. hospital administrators that may be registered for a meeting/event, etc.).
  • Sales Teams may register HCPs for meetings/events and be allocated limits for registration by team member or type of registrant. Each member of the team is provided a Dashboard to manage registration, cancellation or wait listing of HCPs for a single meeting/event or multiple meetings/events.
  • Invitee, registrant and cancelled registrant data may be automatically sent to Salesforce or other systems for live real-time viewing.
  • HCP spend data may be sent to other systems for warehousing, etc.
  • Flexibility addresses specific business rules and requirements of each program type and business unit/department (by configuration without programming and HTML knowledge).
  • Standard and custom client defined data fields for program registration to enable Standard and AdHoc Reporting and analysis of all program data regarding sourcing, registration and budgets and automated consolidated financial reporting.
  • Approval processes based on specific program criteria with routing to designated approvers via email and post-approval routing, including automated updating of program status to properly document approvals, authorized spend and identify deviations.
  • Designate and assign resources for programs and manage workload.
  • Visibility of all programs on a calendar which can be segmented to display subsets of programs.
  • Ability to transfer historical data from other systems into program registration, registration and budgets (without engineering assistance) to provide an integrated view of past and present programs.
  • Advertising-Free, no conflicts of interest, bias or inducement to source properties not preferred by company and no sharing of data with any third parties; no “Pay to Play” venues which effectively increase sourcing costs.
  • Custom RFP Designer to create RFP templates and RFPs that address specific needs and requirements of company programs.
  • Live RFP Negotiator enables online negotiations between you and venues and document changes in fees quoted.
  • Automated tracking and documentation of the RFP process including automatically calculated cost savings and benchmarking of sourced properties, on all fields in the RFP.
  • Advertising-Free, no conflicts of interest, bias or inducement to source properties not preferred by company and no sharing of data with any third parties; no “Pay to Play” venues which effectively increase sourcing costs.
  • Custom RFP Designer to create RFP templates and RFPs that address specific needs and requirements of company programs.
  • Live RFP Negotiator enables online negotiations between you and venues and document changes in fees quoted.
  • Automated tracking and documentation of the RFP process including automatically calculated cost savings and benchmarking of sourced properties, on all fields in the RFP.
SOLUTIONS
San Francisco, California Office
312 Sutter Street, 5th Floor
San Francisco, California 94108