Contracts with HCP / HCO

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.




The client identified a need to optimize the flow of contracts with medical personnel.

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 solution proposed by Syndatis has a dualistic nature – it consists, firstly, of reviewing the processes that exist within the organization and jointly developing improvements with the client to make them both coherent and convenient, and secondly, of providing an IT solution that is closely tailored to these new procedures, based on the Syndatis AIR platform.

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:

  1. Analysis of existing contract templates in the organization and identification of all variables (fields that will be completed during the creation of the final contract), as well as document classification for finding commonalities and easy change management in the future.
  2. Pre-approval of marketing activities, including budget control and compliance of the planned contract with internal procedures.
  3. Data acquisition from the contractor, including all necessary information for proper settlement of the contract in terms of tax and social contributions.
  4. Acceptance and signing process of the completed contract, with the possibility of remote contract signing (through a browser) and on a tablet.
  5. Collection of documents confirming the execution of the contract.
  6. Settlement, booking, and archiving.

Representatives from many departments of the organization were involved in the project:

  1. Sales department (including medical representatives working in the field)
  2. Marketing department
  3. Legal department
  4. Compliance team
  5. Accounting and finance
  6. Human resources

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).


Management of change in the organization through good and safe process ideas.

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.


The proposed solution based on Syndatis AIR immediately resulted in a significant increase in the level of process organization.

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?

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