Introduction
When the CEO of a top 10 pharmaceutical company identified Groupize.ai’s digital sign-in solution (DSai™) among the organization’s most critical transformation priorities worldwide, the recognition affirmed just how integral this program has become to the company’s long-term strategy. The initiative directly addressed one of the industry’s most persistent challenges: ensuring compliant, efficient HCP sign-ins while meeting Sunshine Act and Open Payments requirements without burdening commercial teams or disrupting office visits.
Leadership recognized that fixing this single process would benefit not only compliance, but also the field force, finance, and HCP relationships.
The Problem
The pharma company’s reliance on paper sign-ins created challenges across multiple areas of the business:
Accuracy
Manual entry and transcription errors compromised aggregate spend reporting,
making Sunshine Act disclosures harder
to validate.
Compliance
Paper records were inconsistent, prone to
loss, and difficult to audit.
Efficiency
Both reps and compliance staff spent
disproportionate time correcting errors
and completing routine administrative
tasks.
Experience
Providers had to sign outdated sheets repeatedly, leaving a negative impression of the office visit processes.
Coordination
Workflows between HCP validation, expense reporting, and compliance reviews were fragmented, creating delays
and gaps.
Radical Transformation
Given that nearly 60% of its employees are in the field, leadership knew that transforming this one touchpoint could have a broad and measurable effect.
The Strategic Solution
In a company-wide review of transformation opportunities, the life sciences leader elevated HCP office visits optimization with DSai™ as one of its Top 3 global initiatives. The rationale was clear:
- Field Force Impact
- Over 1,500 reps globally depend on this process every day
- Compliance Necessity
- Compliance accuracy and aggregate spend reporting depend on reliable
records
- Compliance accuracy and aggregate spend reporting depend on reliable
- Office Visit Experience
- The quality of HCP engagement is shaped by how seamless the process feels
- External Expectations
- Regulators, payers, and customers increasingly expect efficiency and
accountability
- Regulators, payers, and customers increasingly expect efficiency and
The Solution
To address these challenges, it launched an RFP to identify a solution that could digitize the process without disrupting existing workflows. The requirements were precise:
Digital HCP validation and sign-in – DSai™
Direct integration with SAP Concur Expense to streamline reporting
Immediate compliance visibility with real-time audit trails
Options that are easy for both reps and HCPs to adopt
After evaluating alternatives, the pharma leader selected DSai™. A pilot was launched with 30 users, featuring:
- QR Code Sign-ins for fast, contactless entry
- Automated Data Flow into Concur Expense for error-free reporting
- AI-enabled Validation with MedPro Systems to confirm licenses instantly
- Flexible Options including mobile, QR, or OCR capture of paper forms
By design, DSai™ fit directly into existing workflows. Commercial teams did not have to learn an entirely new system. Compliance teams did not have to rebuild their reporting structures. The technology simply replaced the weakest link paper sign-ins with a reliable, digital foundation.
Results
The pilot delivered measurable improvements almost immediately:
100% Adoption Rate
of reps used DSai™ during the pilot period
98% HCP Feedback
of HCPs preferred it to paper sign-ins.
6 Time Savings
Reps recovered an average of 6
hours per month previously lost to
manual paperwork
92% Accuracy
Aggregate spend reporting
accuracy improved by 92%,
reducing error rates and
compliance remediation.
After evaluating alternatives, the pharma leader selected DSai™. A pilot was launched with 30 users, featuring:
- QR Code Sign-ins for fast, contactless entry
- Automated Data Flow into Concur Expense for error-free reporting
- AI-enabled Validation with MedPro Systems to confirm licenses instantly
- Flexible Options including mobile, QR, or OCR capture of paper forms
By design, DSai™ fit directly into existing workflows. Commercial teams did not have to learn an entirely new system. Compliance teams did not have to rebuild their reporting structures. The technology simply replaced the weakest link paper sign-ins with a reliable, digital foundation.
VP of Sales (largest commercial team)
This solution makes my team more efficient and allows them to focus on selling. My initial concern was how HCPs would react, but they actually feel valued when we use Groupize.ai. I saw it firsthand on the road, one of my reps even begged me not to take it away. The new OCR + the QR code is the wholly grail to launch small vs mid size events, and to be able to deploy at scale.
Compliance Team
Over 85% of the expense reports reviewed by E&C require manual intervention downstream to correct data quality for required transparency and compliance reporting (US). With Groupize digital sign in, it goes down to 0%. It fixes all the errors, and makes sure the sales reps don9t have to clean expenses report on Saturdays. Everyone on our compliance team was excited and smiling.
DSai ROI and Impact
The pharma leader quantified the impact of the initiative using Groupize’s ROI model:
- Compliance & Data Quality Improvements
85% reduction in reports being incomplete or with errors, delivering a significant improvement in transparency and aggregate spend - Efficiency & Workflow Enhancements
70% – 80% estimated reduction in admin clerical time spent by commercial reps and compliance staff - Enhanced Security
83% report increased security as the most common benefit of the technology. - Paper Reduction & Environmental Benefits
Embracing reduces paper consumption by up to 80% significantly lowering environmental footprint - Scalability
Expansion from a 30-user pilot to more than 1500 reps worldwide with 1 day deployment
Looking Ahead
With the pilot’s success, the pharma brand is now deploying DSai across its global field force. The initiative has become a reference point within the company for how digital transformation should be
approached: identify a critical pain point, introduce a solution that integrates seamlessly with existing workflows, and measure results with clear data.
Key Takeaway
The approach demonstrates how focusing on a single high-impact process can drive organization-wide transformation with measurable results.
