The challenge
The company needed a platform for coordinating global KOL interactions across overlapping conferences. More specifically, the company’s CEO, CMO and medical affairs leaders needed to meet hundreds of investigators at two major meetings held just days apart.
They also needed:
- Consolidation of 12 separate study investigator lists into one contact database
- Tools to manage 1:1 meetings, small dinner programs and poster-session invitations within tight travel windows
- Automated tracking of meals and attendance for Sunshine-Act and European compliance
- A white-labeled platform consistent with corporate branding
- Data security safeguards that meet US and EU privacy standards
ExtendMed’s solution
ExtendMed implemented its Health Expert Connect™ platform to unify communication, scheduling and reporting for both ASCO and EHA programs. HEC merged investigator lists from all 12 studies into a single secure database. Calendar integration allowed real-time booking and automated rescheduling, eliminating manual email chains and double-bookings.
Three engagement types were configured:
- Dinner Receptions – RSVP and attendance management for ~35 participants per event, branded with client logos and policies
- One-on-One Meetings – Investigator-selected time slots linked to conference-room reservations
- Poster Sessions – Optional interactive posters enabling participants to view materials, hear the author's audio and leave feedback
Automated invitations, reminders and confirmations were issued by email and WhatsApp, with all correspondence stored centrally. The platform also hosted reference materials and agendas for easy retrieval.
ExtendMed delivered a fully branded interface mirroring the company’s identity and tone, ensuring a professional, user-friendly experience for KOLs. The platform captured attendance metrics, meeting outcomes and post-event evaluations. At ASCO, live QR code polls provided immediate quantitative insight, feeding back into medical-affairs planning.
The results
In short, we achieved higher productivity, stronger relationships and lasting collaboration. More specifically:
- Streamlined KOL engagement – Hundreds of hours were saved through automated scheduling and centralized contact management.
- Improved compliance reporting – Accurate, real-time tracking of meals and transfers of value simplified Sunshine reporting.
- Ongoing collaboration – Centralized data enabled continued dialogue with investigators for follow-up studies and feedback requests.
- Higher KOL satisfaction – The intuitive interface and personal scheduling options improved investigator experience.
- Valuable insights – Analytics informed future conference planning and medical-affairs strategy.
ExtendMed’s Health Expert Connect™ platform empowers medical-affairs and communications teams to simplify complex conference engagement workflows, strengthen compliance and data security—and sustain collaboration beyond events.
