Medical Representative Attendance and Visit Tracking
Pharma companies need to know that medical representatives are working and that doctor visits really happen. This covers what MR tracking should include, and where a pharma CRM takes over.
Medical representatives spend the day visiting doctors, clinics, hospitals and pharmacies. Sales results show up months later, and until then a manager has little to go on apart from the rep's own report. MR tracking software is meant to fill that gap.
It helps to treat it as two questions. Is the rep working and making visits? And what happened in each call? The first is a field workforce question; the second belongs to a pharma CRM.
Attendance
- Reps clock in on the phone wherever they start, and the location is recorded.
- Working hours and a grace period decide who is late, the same way for everyone.
- Reminders go out when someone forgets to clock in or out.
- Leave is requested and approved in the app, so absence is recorded instead of discovered later.
Verified visits
The central question is whether the rep actually saw the doctor. A good answer looks like this:
- Each planned visit is a record at the clinic's address.
- Starting the visit records where the rep was and how far that was from the clinic.
- Visits that started far away are flagged so the manager can raise them.
- Notes and photos (with the clinic's permission) are captured on the spot.
For doctors seen regularly, weekly or monthly for example, visits can be scheduled so they appear on the rep's phone automatically.
The day's route
Put the day's visits in order so the rep does not cross the city twice. Hospitals with fixed OPD hours go first, and pharmacies fill the gaps.
Expenses
Reps submit fuel, travel and meal expenses from the phone with receipts. The area manager approves them, then HR, and they are paid with the month's salary.
What a pharma CRM does
These are specific to pharma sales and belong in a dedicated system:
- Doctor lists with specialty, class and call frequency norms.
- Call reports covering products detailed, main messages and doctor feedback.
- Samples and gifts given, and their stock.
- Targets, territories and secondary sales.
Many companies run both: a field workforce tool for attendance, verified visits and expenses, and a CRM for the detailing.
In Movtro
Movtro handles attendance and verified visits for medical representatives: clock-in and clock-out with location (offline too), grace periods, reminders and leave. Clinics and hospitals are added as customers and sites, and each visit is a job there. Starting it records where the rep was and how far that was from the clinic, and distant starts are flagged. Notes, photos and the visit checklist capture the call. The checklist can be set up as a call report, as in the screenshot above: whether the doctor was available, products discussed, samples given, follow-up, and a scored section for each product. Recurring jobs schedule regular visits, the day's visits can be put in order, and expenses go through approval.
Movtro does not have doctor classes or call norms, sample stock tracking, targets, territories or secondary sales. If you need those, use it alongside a pharma CRM.
Related reading: field sales team management, how to track sales reps in the field and field visit tracking. Or start free.