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CASE STUDY
Learn how to quickly build and implement a solution automating the contract signing process based on the Syndatis AIR platform.
Our approach is proven to be effective for pharmaceutical companies that sign contracts with medical personnel (HCPs – doctors, nurses) and institutions (HCOs – hospitals, clinics) – but it can be applied whenever contracts are signed by field representatives with individuals or companies. The solution supports various types of contracts – work, commission, sponsorship, and all their variations, as well as civil law contracts. It provides support for remote and tablet signatures and allows for easy integration with accounting, HR, and payment systems.
The system also provides the possibility of settling annual personal income tax (PIT) (prints and electronic integration) and can also integrate with the social security system.
Pharmaceutical companies typically enter into a large number of such contracts, such as commissioning the creation of training materials, giving lectures, or conducting clinical trials. Due to the risk of severe penalties, the process must be transparent and auditable, and organizations often impose even stricter procedural requirements in their concern for the ethical and responsible image of the company. It was the same with our client: the existing set of procedures required careful translation into actual, daily process actions.
The implementation of new measures, which are automatically collected by this solution, facilitates further decision-making and adjustment of the process to current needs.
The project scope included:
Representatives from many departments of the organization were involved in the project:
The prepared IT solution placed particular emphasis on ergonomics and integration with the organization’s IT environment (mainly with the SAP system, as well as the HR system).
The most difficult part was breaking the tendency towards too much flexibility in the approach to the process. Employees prefer to act freely, but unfortunately, this usually means exceeding the boundaries set by procedures and exposing themselves to penalties from regulators, as well as creating chaos resulting in high costs. Streamlining the process required convincing ordinary employees that the new way of working would be beneficial for both them and the entire organization in the near future. And indeed, it quickly became a new habit.
Another significant challenge was designing an IT solution that would meet strict security requirements. The system itself had to operate in the client’s corporate network, but the requirement for remote signature verification meant that a part of the system had to be made available on the open network. The solution designed by Syndatis allowed for the combination of security with convenience through one-way communication between parts of the solution – the portal available to contractors receives information from the main system but does not have access to it.
Documents stopped getting lost, and timeliness and compliance with procedures became obvious. There was increased control over the costs incurred for marketing campaigns. According to the marketing director of this organization, “Our clients – doctors, with whom we work on a daily basis – clearly felt that they were working with a modern organization, and in many situations, they made that known to us.”
Do you want to learn more? Do you have similar problems? Or maybe we have inspired you to look into other processes?