Visit planning and reporting for medical representatives

• Visit reports are written after the fact

  The day’s doctor calls are typed into a report in the evening, from memory, and the manager cannot tell a visit from a phone call.

• Visit frequency slips

  A doctor who should be met every fortnight goes a month without a visit because the plan lives in a diary.

• Chemist follow-ups are forgotten

  A chemist who asked for a call back after the weekend waits until the next round of the territory.

• Territories change hands

  When an MR moves territory or leaves, the doctor list, the notes and the contact numbers often leave with them.

1. 11 / 5

   Each MR’s list is imported

   Bring your doctor and chemist lists in from Excel or CSV, map speciality, class and area to custom fields, and assign each list to its MR.

2. 22 / 5

   The day’s list is the follow-ups due

   Each doctor’s next visit is a dated follow-up, so the MR opens Follow-ups and sees who is due today and who is overdue.

3. 33 / 5

   Check-in at the clinic or the chemist

   The MR checks in from the doctor’s record on arrival and checks out with a short note on the visit. LumaKol reads the location once each time and shows how far the check-in was from the saved location.

4. 44 / 5

   The next visit is booked before leaving

   The MR logs an outcome such as Met or Not available, which can set the next follow-up by itself, or picks the date of the next visit.

5. 55 / 5

   The area manager sees the day

   Field visits lists each MR’s stops in order with time spent and the distance from each saved location, and the route opens in Google Maps. Reports → Attendance adds check-in, check-out and breaks.

On Android, every call on the work SIM is logged on the right lead with its exact duration, including calls dialled from the phone’s own dialer. On iPhone, calls started from LumaKol are logged with an approximate duration measured by the app. Either way, the outcome is one tap away after each call.

• Field visits and day routes

  Check-in and check-out at the clinic or chemist with a purpose and a note, the distance from the saved location and each MR’s route for the day. Location is never read in the background.

• Custom fields

  Speciality, class (such as A, B or C), area or headquarters and the preferred visiting time as custom fields on every doctor and chemist, included in exports.

• Follow-ups and retry rules

  The next visit is a dated follow-up on the doctor’s record. Outcomes can book it by themselves, and a rule can alert the area manager when one goes overdue.

• Attendance and breaks

  A day check-in with an optional location, typed breaks, shifts and leave requests, in the same app the MR uses for visits.

• Calls logged on their own

  Calls with doctors’ clinics and chemists on the work SIM attach to their record, so appointment calls sit on the same history as the visits.

• Reports, funnels and coaching

  Field visits per MR per day, Reports → Attendance with CSV or Excel export, and calls and outcomes per person for reps who also work by phone.

• CSV / Excel import

  Doctor and chemist lists from your current system or Excel.

• Public API

  Create and update doctor and chemist records from your own systems.

• Website webhook

  Any website or form tool can send leads to your workspace URL.

Questions from pharma sales managers