Bookshelf v8.0: Creating Contact Calls in Siebel Pharma Handheld

Creating Contact Calls in Siebel Pharma Handheld

You can create contact calls and update contact call details using Siebel Pharma Handheld. Because contact calls are a type of activity, they also appear in the Calendar view.

As a shortcut for creating contact calls, you optionally can apply a Smart Call to the new record or auto-create a record to populate it with predefined data. For more information about contact calls, see Auto Call, Smart Call, and Auto Update. Before you can enter information about products detailed, samples, and promotional items dropped during a contact call, you must set up personal lists. For more information about personal lists, see Creating Personal Lists in Siebel Pharma Handheld.

To add a contact call from the Contacts view

Navigate to the Contacts screen.

The My Contacts list appears.

Select a contact in the Contacts list.

NOTE: If you are using the Auto Call feature, you can select several contacts from the list. Selecting the Auto Call button creates new calls for the selected contacts. Tell users that selecting more than one contact at a time to generate Auto Calls affects performance.

In the Contacts list, do one of the following:

Tap the Auto Call button to populate the new call with items from your Personal List and then select Calls from the Show drop-down list.
After selecting Auto Call, the Status field in the Contacts Calls view displays "Auto-Created."

Tap the New Call button and complete the fields in the new form. Some of the fields are described in the following table.


Field	Comments
Last Name	The contact to be visited during this call.
Ref #	A reference number for this call. This reference number becomes the transaction number (Transaction # field) for a samples transaction corresponding to this call.
Smart Call	Smart Call is a prepopulated call template that can be associated with this call. Make a selection from the Pick Smart Call dialog box.
Status	The status of this call. The default value is Planned. After synchronization, this value changes to Synchronized for calls that have not been submitted. You cannot select the value Submitted. To change the status of the call to Submitted, you must submit the call.
Paper Sign	Indicates that the contact provided a paper signature for a sample disbursement.
Remake Receipt	Used to create an updated sample receipt and signature in the event that the original call information was incorrect. For example, if a DoctorA mistakenly signs for the receipt of samples on a request form having a different physician's name (such DoctorB), then the sample form is inaccurate. In this example, the sales representative must change the name on the original call to the correct physician (DoctorA) and have DoctorB sign again. Using the Remake Receipt check box, the sales representative can capture a second signature on the corrected sample form. Siebel Pharma Handheld applications automatically tracks the appropriate audit trail information required by the FDA in the remake receipt functionality.

To specify which products to detail during the call:

From the Show drop-down list, select Details.
Tap the Contact Call Details list to select it, add a new record, and complete the necessary fields.

To specify which samples to drop off during the call:

From the Show drop-down list, select Samples Dropped.
Tap the Samples Dropped list to select it, add a new record, and complete the necessary fields.

To specify which products are promotional items:

From the Show drop-down list, select Promotional Items.
Tap the Promotional Items list to select it, add a new record, and complete the necessary fields.

To specify which issues were discussed during a call:

From the Show drop-down list, select Issues.
NOTE: A contact might raise decision issues as objections when evaluating a product before making a decision on a prescription.
Tap the Issues list to select it, add a new record, and complete the necessary fields.

NOTE: If you apply a Smart Call to the call, you might only need to verify that the information in the four lists is accurate.

To add a contact call from the Contact Calls view

Navigate to the Contact Call screen, and tap the Contact Call form to select it.

On the toolbar, tap the New Record button.

Complete the necessary fields.

To add a contact call from the Calendar screen

Navigate to Calendar screen.

Navigate to the Daily view for the day you want to schedule your call.

Highlight time frame for the Contact Call you want to schedule.

Click New Call button.

The Contact Call Screen appears with Date/Time field prepopulated with the date/time you selected.

Complete the necessary fields.

To apply a Smart Call template

Navigate to the Contact Call screen, and tap the Contact Call form to select it.

On the toolbar, tap the New Record button.

In the new record, complete the necessary fields.

In the Smart Call field, tap the drop-down list arrow.

The Pick Smart Call list appears.

Select a Smart Call template, and tap OK.

To delete unused records created from the Auto Call button

Using the Sign button:

From the parent Contact Call form, tap the Sign button.
Selecting the Sign button deletes all dropped records from unused samples, making sure that the physician only signs for samples that were actually given to them. To delete detailed records for unused products, select the Submit button.

Using the Auto Update button:

From the My Contacts view, tap the Auto Update button.
For example, suppose you have used the Auto Call button to create three contact calls, but were unable to visit one of the physicians. Selecting Auto Update deletes the unused record.

NOTE: Performance is affected if users select Auto Update when they have more than one unused auto-created call. It is recommended that users have no more than three unused auto-created calls when using the Auto Update feature.