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What Is Speaker Bureau Management?
Information is key in the pharmaceuticals industry. Ensuring the right information gets to the right people at the right time is crucial. It is important not only to healthcare professionals, but ultimately to patients as well. Speaker Bureau Management is a key component of this process.
The Pharmaceutical Speaker Bureau (PSB) is how Life Sciences companies identify, manage and deploy credentialed physicians and Key Opinion Leaders (KOLs) to provide medical education to other doctors, nurses and other HCPs on disease topics, treatments and clinical data. These programs are not for promotional purposes or sales meetings instead, they are critical peer-to-peer medical education initiatives that drive decision-making and shape prescribing behaviors.
The Speaker Bureau Management process is how we operate the Speaker and Expert programs. This process involves identifying and contracting with speakers and experts, working on program details such as live and virtual formats, moderator and activity information, capturing honoraria and other TOV information, ensuring the proper capture and compliance of associated Sunshine requirements, and the post program reconciliation process. When executed effectively, Speaker Bureau Management is one of the primary engines driving HCP engagement. Conversely, it can become a significant compliance risk if not properly managed.
Expert Pharmaceutical Speaker Bureau Management Services By ZHM LLC
ZHM LLC has been supporting and facilitating pharmaceutical speaker bureau management programs for nearly 20 years. As the only turnkey Speaker Bureau Management solution provider in the Life Sciences industry with over 25 years of industry experience, ZHM LLC provides white-glove services enabled by intelligent, cloud-based technology through our proprietary platform, Zvent.ai.
Whether you are a growing biotech with a nascent speaker program or a mid-sized pharma looking to scale an existing bureau, ZHM is equipped to handle the complexities of growing a program.
Our Proven Approach to Managing Pharma Speaker Programs at Scale
Running a pharmaceutical speaker program at scale is more than simply populating a spreadsheet and sending out a calendar invite to field teams. It requires a process, discipline and a focus on compliance and ensuring all stakeholders (field reps, compliance officers etc) are well informed and bought into the way the program is running.
ZHM’s approach is to unveil a clear and structured lifecycle that removes uncertainty and reduces risk from events.
Strategic Planning: DGKI begins its Strategic Planning process by setting objectives for the program, establishing criteria for speaker selection, determining its budget and review of any rules and regulations to keep the program on track and prevent any unexpected expenses throughout the process.
Speaker Identification & Contracting: Identify and manage KOL’s and Therapeutic Area Experts to support program needs. Determine fair market value (FMV) and negotiate and manage speaker contracting agreements while fully complying with all regulatory requirements. Manage documentation and reporting of all agreements and relevant correspondence.
Speaker Training: We can provide training to physicians on use of ZHM’s compliant slide decks, program protocols and guidelines regarding speaker fees as mandated by PhRMA to protect speaker and sponsoring companies.
Program Execution: Live dinner meetings, in-office lunch programs, virtual programs, and everything in between – ZHM will develop content to suit your needs.
Compliance Tracking & Reporting: Real-time tracking and pre-populated data of all TFV’s, attendee sign-ins, honoraria and total spend to facilitate reporting required for the Sunshine Act/Open Payments initiative.
Post-Program Reconciliation: After each event, we reconcile the financial aspects of the event by conducting a thorough documentation audit and reviewing The Center’s overall program performance in a PPR report written by a ZHM staff member.
How ZHM LLC Manages Speaker Bureau Programs for Pharma Companies
At the operational level, ZHM automates a host of typical tasks that currently consume life sciences teams an inordinate amount of time and resources. With Zvent.ai, easy-to-use software enables sales representatives to build a program, set up an HCP event in full detail, and track approval in real time. The system automatically routes sales managers for approval/rejection of requests for which they are responsible. Compliance officers get complete, real-time tracking and enhanced documentation and proof of compliance ready for audit, all without having to manage a spreadsheet.
Speakers can now access their event details and fully compliant presentation materials all in one place to ensure that they have everything they need to deliver their speaker bureau programs successfully. HCPs can quickly and easily register for upcoming programs and save upcoming events to their calendar.
We also integrate with many popular workflow applications such as Salesforce, Veeva CRM, Zoom and more. Our platform is designed to seamlessly work within your current workflow and never impede your processes. Our multi-tenant SaaS architecture stores your data safely, separately, and always reliably available exactly when you need it – anywhere in the world.
Key Benefits of Speaker Bureau Management for Pharma Speaker Programs
The pharma speaker programs can be positive for a company when optimized and managed appropriately to deliver value throughout the organization.
Stronger HCP Education: Stronger HCP education through peer-to-peer education from credentialed KOLs is one of the most trusted and effective methods for communicating clinical data, disease state information and treatment protocols to healthcare professionals.
Accelerated Brand Adoption: Well executed speaker programs pharmaceutical support the field sales teams by increasing the depth of product knowledge among HCPs and by providing patients and HCPs with a credible and compliant understanding of payor coverage.
Reduced Compliance Risk: open content and increased scrutiny from regulatory audits by providing for the automated tracking of Total Value of Open Content (TOV), Sunshine Act reporting and OpenKM Compliance Checks.
Greater Operational Efficiency: approve and automate workflows and tasks to increase productivity and reduce errors caused by manual repetitive processes..
Scalability Without Complexity: Whether you’re scheduling 10 jobs per year or 500 jobs per year our job management solutions scale to meet your growing needs without increasing complexity.
Why Choose ZHM LLC for Pharmaceutical Speaker Bureau Management
Most Speaker Bureau software platforms provide the software to power your Speaker Business but then leave you and your team to work it out. ZHM takes all the hassle out of building a successful Speaker Business by providing white-glove managed services and intelligent technology.
ZHM is specifically designed with the small to mid-sized Life Sciences company in mind. We know that large enterprises have IT departments and can afford expensive systems that have built-in redundancy and scale for huge programs. However, the small to mid-size Life Sciences company is growing and needs robust, enterprise-class functionality without the overhead of an enterprise system. ZHM’s flexible pricing allows a Small Program (programs with less than 10 meetings) to be FREE for ONE YEAR. That means an emerging pharma company can establish a compliant and professional speaker bureau from Day One.
FAQs: Pharmaceutical Speaker Bureau Management
Our end-to-end platform addresses the needs of pharmaceutical companies for recruitment, training, scheduling, management of HCP speakers, compliance and reconciliation post-program for company-sponsored HCP education events. We also offer recruitment services for those who wish to outsource their speaker recruitment needs.
Credentialed KOL / specialist physician presents clinical data, disease information and treatment guidelines to HCPs at live, virtual or hybrid educational programs. Exclusive content is reinforced with traditional marketing absent of peer-driven credibility.
Speakers bureau pharmaceutical industries are structured educational events sponsored by pharmaceutical companies, staffed by contracted medical experts and clinicians who deliver HCP education on a variety of therapeutic areas, their mechanisms of action and management.
The solution addresses all aspects of the speaker management process from contracting speakers and coordinating an event to ensuring full compliance and accurately recording and reconciling post event honoraria payments. It also enables tracking and reporting of compliance and provides a clear view into all program operations. Additionally, the solution assists in submitting accurate honoraria payments and tracking payment status.
The pharmaceutical meeting planning involve Compliance Area of Focus includes issues related to selection of venues and/or virtual platforms, successful inviting and registering HCPs, ensuring the value of any food and beverage-related expenses for catering does not exceed fair market value, coordinating with HCP speakers, distribution of and/or return of compliant promotional materials, obtaining and maintaining accurate sign-in information and accurate reporting of expenditures for required listing under the Sunshine Act.
