Phyzii: The Smart Pharma CRM for Field Force Management

Table of Content

• Phyzii-what it is, and who it's built for
  
• Core Phyzii functionalities that contribute to field force effectiveness
  
• The role Phyzii plays in sales performance management
  
• Phyzii CRM: Doctor and Chemist relationship management
  
• Reporting and Analytics at Phyzii
  
• Conclusion
• FAQs

Most other industries do not work the way the pharma industry does. Field representatives are positioned in towns and cities, making doctor visits, chemist visits, and stockist visits on each and every day. Managers require on-the-ground data, and companies require the data to inform planning, compliance, and strategy. Phyzii was designed with this very objective in mind. Phyzii is a CRM and field force automation solution specifically designed for pharma; it brings order, visibility, and measurable accountability to an industry plagued by manual processes and disparate systems for a long time.

Unlike an off-the-shelf CRM solution, the level of specificity to the industry defines Phyzii. Each feature on Phyzii caters directly to the day-to-day operations of the field representatives: how to profile and approach doctors, how to take orders from stockists, and how to apply and approve tour plans. Instead of forcing pharma companies to re-align their process with the software, Phyzii is aligned to the operational realities of pharma field operations. This is important for companies tired of using stopgaps and missing data.

Phyzii-what it is, and who it's built for

Phyzii is a cloud-based CRM and field force management tool, targeted purely at the pharmaceutical and healthcare industries. It supports medical representatives, area managers, region managers, and the back office staff supporting these people.

Phyzii is suitable for:

●     All-sized pharmaceutical companies with a field sales force

●     Companies handling different product divisions or therapy segments

●     Organisations that require full visibility over the field force in real time

●     HR and admin staff dealing with tour planning, expenses, and attendance tracking

●     Business managers looking for consolidated performance figures across regions

The system functions over both the web and on a mobile application. This allows the medical representatives to fill in their daily call reports via their phones, while managers are able to check on performance through a desktop display. The use of both the web and mobile platforms for distinct purposes is one of the most attractive and functional aspects of phyzii, and a feature that field-intensive organisations love most.

Many pharma companies are now adopting digital engagement tools provided by Phyzii to improve efficiency and communication.

Core Phyzii functionalities that contribute to field force effectiveness

Daily Call Reporting and Doctor Visit Tracking

This is perhaps the most basic day-to-day process of the medical representative. This daily call reporting feature in phyzii will allow medical reps to report every doctor/HCW visit in the field, record the drugs talked about, note down the doctor’s comments, and their follow-up status. Some of the unique aspects of this feature:-

●     Capture of GPS location at the time of reporting, ensuring that the call happened at the right place.

●     Pre-load doctors' and chemists' databases to save representatives from manually entering details.

●     Ability to classify doctors by specialization, prescription potential, and call cycle.

●     The history of the doctors visited, giving reps and managers insights into past interactions with a particular doctor.

This makes reporting more than just entry into a register, into actual data points that are analyzable across the whole of the field force.

Tour Programme Planning and Approval

The planning and approval of what each rep is going to cover month by month is again a mundane but important task. This has been simplified by phyzii using the tour programme module.

●     Medical representatives will submit their monthly/weekly tour plans on the mobile app.

●     The manager receives the request for tour approval and can then approve, disapprove, or suggest a revision on the same platform.

●     There is an automatically generated deviation record of actual tour vs plan on the mobile app as well as web dashboard when a rep deviates from plan, i.e., visits a place that wasn’t planned or misses a scheduled visit.

This feature is known to reduce a considerable amount of effort going into communication and approvals, and is also beneficial at the time of performance evaluation.

Expense Management on Phyzii

Expenses are inevitable on field trips and doctors and their related traveling, lodging, and food cost money to be borne by the company. Previously, these had to be submitted through Excel sheets or by using paper claims. Phyzii has integrated this facility into its system, directly linked to the tour programme.

●     Medical reps can file expense claims on the mobile application (supported with receipts where required).

●     Claims automatically get validated against the tour plan and company policy on expenses (this depends on system configuration).

●     Manager gets notifications to approve/reject claims.

●     Approved expense claims are pushed to the accounting/finance report.

All in all, by integrating the tour plan, visits, and the expenses, phyzii creates a comprehensive picture of what a representative has actually done, where, when, and at what cost to the organization.

The role Phyzii plays in sales performance management

In the pharma industry, sales performance is determined by call frequency, product reach, prescription figures, and secondary sales data. The Phyzii system brings all these factors together and allows managers to gain insight into sales performance per rep and per territory in a methodical way, much like how tools such as the Poshan Tracker help monitor and analyze large-scale health and nutrition data efficiently.

The main features of sales performance tracking are:

●     Set targets by product and by territory on a monthly and quarterly basis

●     View current calls made as per targets and a progress meter

●     Product-wise reach of a call-see the extent to which individual products are being discussed in the visits

●     Entry of secondary sales by stockists to be compared with primary sales data.

●     Doctor-wise reach: an analysis showing how many doctors have or have not been visited in a specific time period within a territory.

Regional/National managers can receive comprehensive reports with the ability to compare across different territories, divisions, and over different time periods. Currently, data needs to be pulled out from different spreadsheets, a task that is cumbersome for the managers of many pharma firms.

Phyzii CRM: Doctor and Chemist relationship management

Relationship management in phyzii crm is based on the premise that persistent, recorded interactions bring sustained value. A rep who knows a doctor’s preferences, monitors their feedback, and remembers and acts on promises fosters a stronger working relationship compared to one who treats every visit as a separate event. Phyzii CRM facilitates this through:

●     A thorough doctor database that includes their specialization, clinic address, visiting times, prescription habits, and previous contact history

●     Chemist and stockist records that are associated with the doctor’s records, giving visibility into the demand chain to the field representatives

●     Scheduling and follow-up alerts and reminders to ensure that no scheduled visit or follow-up promise is missed

●     Visit history detailing what material and product information was shared and during which interaction

Relationship management like this helps protect the company when a rep leaves or is transferred. Since the relationship history is maintained in phyzii, the new rep can analyze the entire interaction history before the first visit.

Reporting and Analytics at Phyzii

The true power of data lies in its ability to be retrieved, analyzed, and acted upon. Phyzii allows for reporting and analytics that display field data in appropriate forms for all layers of the business hierarchy.

At the level of the representative:

Summary of daily activities – calls made, products demonstrated, follow-up tasks to be accomplished

At the level of area and regional managers:

●     Team-performance Dashboards, that can be drilled down into representative and territory-specific details

●     Tour program compliance reports

●     Pending Expense Claim Approval queues

At the level of senior management and business heads:

●     Comparisons of business-area performance

●     Product-wise coverage & engagement levels with Doctors

●     Secondary Sales Reconciliation reports

Custom reports can also be generated to facilitate instances when a firm wants to retrieve a particular set of data.

Conclusion

Managing the Pharmaceutical field force is a truly complicated job. Managing, organizing, and extracting meaningful value from the thousands of doctors that several hundred representatives visit, across many territories, generating vast amounts of daily data, without a system designed to deal with such a task, is seemingly an impossibility. Phyzii overcomes this issue by providing a solution designed to meet the actual working conditions of pharma field operations.

Covering all steps of the field operations cycle, from daily call reporting to tour programme creation, up to expense reports and sales reporting, Phyzii centralizes all field operation tasks. The CRM functionality offers institutionalized relationship management, securing company data and fostering stable relationships with doctors. For pharmaceutical enterprises still relying on Excel spreadsheets, paper forms, or several isolated applications to handle their field operation, phyzii is a logical and efficient step forward.

FAQs

1. Can small pharmaceutical companies use Phyzii? Or only big ones?

Yes, Phyzii can be adapted for various company sizes. It has been adopted for smaller companies with field teams ranging from twenty to thirty representatives, as well as for those with hundreds of field reps across many states. The customization abilities of Phyzii allow it to be configured according to the requirements and complexity of the company using it.

2. Is Phyzii available on both Android and iPhone?

Yes, Phyzii is an app that is readily available for both Android and iOS platforms. Representatives just have to download the app from their corresponding application market and log in by providing their company-associated login.

3. How is data security managed, and what kinds of permissions do people have in Phyzii?

Phyzii has a built-in role-based permission access, allowing representatives and others to only see what is necessary for their duties and for their territory. Field representatives are not allowed access to the database beyond their territory's representatives, and managers and administrators have permissions to access reports containing sensitive business data, whereas others do not. The data is all stored on the cloud and regularly backed up for security purposes.

4. Can I connect Phyzii to another piece of software already implemented in my organization?

Phyzii is capable of integrating with any other ERP system and other business software via an API connection. Any company implementing the software in a company that already uses SAP, Tally, or other existing platforms will be able to link systems with Phyzii for a seamless transfer of information.

5. What type of training do the field reps receive when implementing Phyzii?

Upon implementation of Phyzii, the Phyzii implementation team provides the field reps with comprehensive training that details every aspect of the system. Field reps learn to input the daily call reports, work with the tour management system, enter travel expenses, and navigate through the chemist and doctor database. They are provided with both online and in-person training and detailed user guides for continued use after training.