A pharmaceutical sales representative’s visit report is essential for monitoring the sales activities of a pharmaceutical company or promotional agency. This report must be sent to the manager or supervisor on a regular basis and must contain relevant and structured information to be truly useful and effective in guiding strategic decisions.
These reports are not just administrative formalities — they are vital tools for tracking field activity, understanding market dynamics, evaluating rep performance, and refining promotional strategies. When properly filled out, they provide visibility into physician engagement, product feedback, and sales opportunities.
A visit report must contain 8 essential pieces of information:
1.Medical check-ups :
For a medical visit, the delegate must enter
- Product presentation order: this is the order in which the delegate presents his or her products. This order is generally set out in the workload plan, which is shared by the manager or supervisor.
- Number of samples: this represents the number of samples given for each product.
- Commentary: the delegate can write a commentary for each product presented, as well as a general remark. He must be able to mark a comment as urgent if necessary.
- Number of patients: the delegate can enter the number of patients as an indicator of the prospect potential.
- Gadgets given: this represents the number of gadgets given as gifts, such as pens, watches, etc.
2.Pharmaceutical visit
For a pharmaceutical visit, the visitor must also add :
- The stock of each product
- The number of prescriptions, if any, with the names of the prescribing physicians,
- The number of orders, the number of freebies for each product and the wholesaler
A complete capture of the visit report will generate correct performance indicators that will help supervisors make proactive decisions. What’s more, with such complete and correct data, the pharmaceutical company can perform Artificial Intelligence-based analyses to generate various analytical functionalities such as target-based lead recommendation system, delegate classification, lead classification and order prediction.
All these features and more are available in the BirdNotes pharmaceutical laboratory CRM — a CRM that makes entering visit reports both simple and highly effective. It integrates all the elements listed above into a seamless user experience that encourages thorough reporting and data quality. The platform is designed to be intuitive, allowing users to input data quickly and accurately, which significantly enhances productivity in the field. What’s more, this innovative CRM offers AI-based decision support tools that transform field data into actionable insights, helping pharmaceutical companies stay ahead in an increasingly data-driven industry. These tools not only support performance monitoring and forecasting but also assist in identifying key opportunities, optimizing territory management, and strengthening overall sales strategies.