Launching a Strategic Virtual Advisory Board Partnership with a Leading Medical Communications Agency
Situation:
In 2022, a large Medical Communications agency (MedComm A) approached MedPoint Digital (MedPoint) to assist in executing all virtual advisory board meetings across their agency. MedComm A’s core competencies include scientific strategy, content development, market access, and meeting planning services; however, their account and project management teams were increasingly being tasked with planning and executing virtual advisory board meetings for their clients. While MedComm A had a team of capable project managers, they lacked the technological infrastructure and operational expertise to effectively produce a high volume of virtual advisory board meetings.
Solution:
MedPoint provided MedComm A with a full overview of technical capabilities and best practices in order to create specific work instructions for each end client based on organizational compliance policies and individual team preferences. MedPoint then aligned dedicated project management teams with each agency account team and end client. This allowed MedComm A to have consistent staffing for all their clients and brands, creating a seamless planning experience and the ability to turn around virtual meeting requests in an expedited manner.
Having consistent communication and alignment between MedPoint and MedComm A teams allowed close working relationships that resulted in superior service and unified project support for each virtual advisory board meeting. Weekly planning calls across teams allowed for continuity throughout the planning process, operational efficiencies between organizations, and seamless, high quality virtual advisory board events.
Results:
With dedicated staffing teams, upfront planning, and constant communication, MedPoint was able to execute over 100 successful virtual advisory board meetings for MedComm A in less than a year using our virtual meeting platform, Elevation™. Not only were the virtual meetings executed to the highest standard, but large cost savings were generated based on the volume of meetings. With MedPoint taking ownership of all technical aspects of the virtual meeting planning process and execution, MedComm A was able to focus on their strategic and scientific core competencies and deliver better value for their clients.
Contact us to learn more about MedPoint Digital’s virtual meeting platform, Elevation, and all the services that come with it.
About MedPoint Digital, Inc.
MedPoint Digital, Inc. partners with biopharma companies to deploy virtual pharmaceutical meetings and advanced portals that produce unique value. Our goals are to lower costs, improve quality and expedite timelines with digital platforms that transform key areas of clinical operations, commercial objectives, and study site tasks.
Best Practices for Pre-Meeting Planning to Ensure High Attendance
One of the most important aspects of live virtual events is the planning and organizing that leads up to the actual program. Here are the top three tips we suggest when organizing your events to ensure attendance is at an all-time high.
1. Effective pre-meeting communications
Begin communication with your target audience as early as possible. Start with sending Save the Date communications six weeks prior to the event. We suggest using a customizable registration site with branding elements and messaging about your program to drive interest. Upon registration, users should receive an immediate, concise communication with attendance information as well as an automated calendar hold. Provide reminders to all registered attendees beginning 48 hours prior to the event and at least another reminder on the day of the event.
2. Text message reminders
To combat flooded email inboxes, we recommend supplementing confirmation and reminder emails with an opt-in text message reminder option during the registration process. Users that opt-in to this service will receive an SMS text 15 minutes prior to the event start time as a last-minute reminder.
3. Implement an asynchronous portal to engage users before and after your event
One of MedPoint Digital’s most exciting solutions is our asynchronous virtual speaker training and virtual advisory board portal, CloudPort. This tool allows your speakers or KOLs to complete important activities before and after your event. Once in the portal, users can access training, discussions, pre-reads, surveys, calendars, and more. This is a great method for sharing information you want to discuss during the live event or to sign off on documents that need to be tracked.
These are our top three suggestions for ensuring your event will go off without a hitch, and your attendees will be kept up to date on important information. Reach out to MedPoint Digital to make certain your next event is a success!
To learn more about MedPoint Digital’s asynchronous portal for virtual speaker training and virtual advisory boards, contact us today!
About MedPoint Digital, Inc.
MedPoint Digital, Inc. partners with biopharma companies to deploy virtual pharmaceutical meetings and advanced portals that produce unique value. Our goals are to lower costs, improve quality and expedite timelines with digital platforms that transform key areas of clinical operations, commercial objectives, and study site tasks.
Easily Track Site Trainings for Clinical Trials
Situation:
In August 2022, Pharma A came to MedPoint Digital (MedPoint) looking for a solution to train their sites for a phase 3 clinical trial. They had previously used SharePoint combined with some other manual systems to track training, but it had become too cumbersome with upwards of 330 sites, unique training required for different roles, and sites being added at various times. There were also enterprise-level trainings that site staff only needed to complete once, but they were having a difficult time keeping track of who had completed these trainings. This resulted in some needing to redo the same training multiple times.
Pharma A’s goal was to implement a system to easily track who had completed what training, when it was completed, and be able to provide proof of completion for audit purposes.
Solution:
MedPoint has a comprehensive portal, called TriPort, which is specifically designed for clinical trials to maximize organization, training, and communication, while simultaneously lowering costs and is 21 CFR-part 11-certified. The Training center allows admins the ability to assign and track certain documents to specific roles, each with an official eSignature. TriPort also tracks enterprise-level training across all studies so if a user participates in multiple studies, they will not have to retake the training each time. The admins can also send templated reminder emails to just those who have not completed a particular training by a certain date.
Pharma A had their TriPort up and running six weeks after their initial request. For this team, TriPort resolved several training hurdles that they were up against, with the bonus of storing and accessing important trial documents easily in the Documents center, all within the same secure platform. The Documents center is a simple, complimentary tool to streamline the organization and distribution of new documents and ensure version control amongst updated documents.
Results:
Pharma A almost immediately saved a notable amount of time with the ease of overseeing training in TriPort along with its suite of admin reports. Pharma A also noted that they were pleasantly surprised at how user-friendly TriPort was for sites to pick up as they were added to the study without needing intensive onboarding. The portal has made great strides in efficiency for this team, and it will continue to be utilized through the planned trial end date.
To learn more about TriPort, our advanced investigator trial portal, contact MedPoint Digital today!
About MedPoint Digital, Inc.
MedPoint Digital, Inc. partners with biopharma companies to deploy virtual pharmaceutical meetings and advanced portals that produce unique value. Our goals are to lower costs, improve quality and expedite timelines with digital platforms that transform key areas of clinical operations, commercial objectives, and study site tasks.