Guidelines for Selection of Medical Representative

Aug 2017

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Guidelines for Selection of Medical Representatives

I) Essential Pre – Requisites for Selection: A candidate should preferably be a graduate in life sciences or a graduate in

pharmacy or in any other stream of science. Additional certification from approved LSSDC institutes will be preferred.

In this situation, a candidate could be either experienced, with 1 – 2 years of pharma sales experience or a fresher.

Or a candidate could be a graduate in either commerce or humanities or diploma in pharmacy, but with 1 – 2 years of pharma sales experience.

Candidates with non – science background, other than diploma in pharmacy will be considered for selection when there is extreme difficulty in sourcing a candidate with science background.

Such consideration will be given by Sales Head and Head – Sales HR. A candidate should not be more than 27 years of completed age at the time of

selection.

II) Sourcing of Candidates: ABM to source candidates through personal contacts, whether internal or external. ABM can take help of ZONAL HR managers, if needed, to source candidates.

ABM to invite resume from interested candidates.

III) Process of Selection:

The role of Area Business Manager, Regional Business Manager, and HR in the process of selection has been described below:

Round 1 Round 2 Round 3

ABM To validate Resume.

To assess Knowledge and Skills of a candidate.

Not Applicable.

Not Applicable.

RBM

Not Applicable.

To assess behavioral competencies of a candidate.

To revalidate ABM’s score of Knowledge and Skills.

Not Applicable.

HR

Not Applicable.

Not Applicable.

To assess behavioral competencies of a candidate.

To revalidate ABM’s score of Knowledge and Skills.

To compute the final score and close the interview process.

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Guidelines for Selection of Medical Representatives

IV) Method of Assessment (Knowledge): A mix of probing and questionnaire based assessment to be used by ABM to Test

Knowledge and Skills.

Incase the position of an ABM is vacant then both R1 and R2 to be done by RBM

Incase the position of a RBM is vacant then R2 to be done by ZBM

Behavioral probing to be used to determine Behaviors by RBM and HR. The process of assessment by ABM is described below:

ABMs Role in Assessment of Scientific Knowledge

Knowledge Educational Qualification

Experience Assess On

Scientific Knowledge

Graduate in Life Sciences or Pharmacy.

Fresher. To ask questions on Human Anatomy and

Physiology. To ask questions on pharmacology to pharmacy graduates.

Graduate in any other stream of Science.

Fresher. To ask questions on the subjects studied in the

final year.

Graduate from any stream or D. Pharmacy.

Experience in Pharma sales.

To ask questions on Human Anatomy, Physiology and Products relevant to their current organization.

ABMs Role in Assessment of Market Knowledge

Knowledge Educational Qualification Experience Assess On

Market Knowledge

Graduate in Life Sciences or Pharmacy.

Fresher. To ask questions about the job of a Medical

Representative, knowledge about geography of a particular area, process adopted for studies etc.

Graduate in any other stream of Science.

Fresher. To ask questions about the job of a Medical

Representative, knowledge about geography of a particular area, process adopted for studies etc.

Graduate from any stream or D. Pharmacy.

Experience in Pharma sales.

Knowledge doctors, chemists, hospitals, stockists in the candidate’s area of work, etc.

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Guidelines for Selection of Medical Representatives

ABMs Role in Assessment of Company Knowledge

Knowledge Educational Qualification Experience

Assess On

Company

Knowledge

Graduate in Life Sciences or Pharmacy.

Fresher. To ask questions about USV in relation to the

information available on the website and/or Linkedin or self-acquired.

Graduate in any other stream of Science.

Fresher. To ask questions about USV in relation to the

information available on the website and/or Linkedin or self-acquired.

Graduate from any stream or D. Pharmacy.

Experience in Pharma sales.

Knowledge about USV as described above. Knowledge about the company in which the candidate is currently working with respect to its products, sales hierarchy, work norms, sales etc.

V) Rating of Knowledge: To give a score of 4, if satisfied with 76% - 100% of responses. A justification has to be

provided in Interview Notes – ABM.

To give a score of 3, if satisfied with 51% - 75% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 2, if satisfied with 26% - 50% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 1, if satisfied with less than 25% of responses. A justification has to be provided in Interview Notes – ABM.

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Guidelines for Selection of Medical Representatives

ABMs Role in Assessment of Skills (Planning and Execution)

Skills Educational

Qualification Experience Sample Questions

Planning and Execution

Graduate in Life Sciences or Pharmacy.

Fresher.

“How many hours in a day you used to study?” “Did you allot some specific time to a particular subject and why?” “What was the outcome?” “Were there occasions when your study schedule got affected?” If so, why? “What was the outcome?”

Graduate in any other stream of Science.

Fresher.

As described above.

Graduate from any stream or D. Pharmacy.

Experience in Pharma sales.

“On what basis do you plan a day’s work?” “Why?” “What?” “Where?” “When?” “Who/” “How?” “Were there occasions in the last one month where you could not achieve what you had planned to achieve?” “What were the reasons?”

ABMs Role in Assessment of Skills (Effective Communication)

To give Story of Novel to the candidate and allow 5 - 10 minutes to read and understand the passage.

To tell the candidate to read the passage aloud. Check for pronunciation of key words as indicated in the interviewer’s master.

To hand over to the candidate Advantages and Disadvantages of Novel, give a reading time of 5 – 10 minutes and understand the passage.

To tell the candidate to sell the advantages of Novel. To ask questions on the disadvantages of Novel.

To hand over “Communication Assessment” and give the candidate 5 minutes to answer.

ABMs Role in Assessment of Skills (Problem Solving and Decision Making)

To give the “Analytical Reasoning Test” to the candidate and give 10 minutes of time to answer the test.

VI) Method of Assessment (Skills):

ABM to assess 3 skills viz. Planning and Execution, Effective Communication and Problem Solving and Decision Making.

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Guidelines for Selection of Medical Representatives

VII) Rating of Skills:

Skills Method of Assessment Basis of Rating

Planning and Execution

Probing.

To give a score of 4, if satisfied with 76% - 100% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 3, if satisfied with 51% - 75% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 2, if satisfied with 26% - 50% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 1, if satisfied with less than 25% of responses. A justification has to be provided in Interview Notes – ABM.

Effective Communication

Story of Novel.

To give a score of 4, if the candidate is very fluent and pronounces all the 4 words correctly. A justification has to be provided in Interview Notes – ABM.

To give a score of 3, if the candidate is quite fluent and pronounces any 3 words correctly. A justification has to be provided in Interview Notes – ABM.

To give a score of 2, if the candidate is somewhat fluent and pronounces any 2 words correctly. A justification has to be provided in Interview Notes – ABM.

To give a score of 1, if the candidate is not at all fluent and pronounces no words correctly. A justification has to be provided in Interview Notes – ABM.

(For correct assessment refer “Story of Novel – Interviewer’s Master”. The 4 words to be assessed are given in bold with correct pronunciation.)

Advantages and Disadvantages of Novel.

To give a score of 4, if satisfied with 76% - 100% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 3, if satisfied with 51% - 75% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 2, if satisfied with 26% - 50% of responses. A justification has to be provided in Interview Notes – ABM.

To give a score of 1, if satisfied with less than 25% of responses. A justification has to be provided in Interview Notes – ABM.

(Check for understanding and ability to clearly sell the advantages of Novel and answer questions on Disadvantages of Novel. To look for persuasiveness in a candidate’s tone of voice. Also check for listening skills. Signs of good listening include nodding of head, erect posture slightly leaning forward and seeking clarifications.

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Guidelines for Selection of Medical Representatives

VII) Rating of Skills:

Communication Assessment.

To give candidate 5 minutes to read and understand

both Story of Novel and Advantages and Disadvantages of Novel.

To give the questionnaire and give 10 minutes to answer.

To give a score of 4, if a candidate scores between 8 and 10 marks.

To give a score of 3, if a candidate scores between 5 and 7 marks.

To give a score of 2, if a candidate scores between 3 and 4 marks.

To give a score of 1, if a candidate scores 2 marks or less.

Problem Solving and Decision Making

Analytical Reasoning Test.

To give Analytical Reasoning Test to the candidate.

and give 10 minutes to answer the test. To give a score of 4, if a candidate scores between 8

and 10 marks. To give a score of 3, if a candidate scores between 5

and 7 marks. To give a score of 2, if a candidate scores between 3

and 4 marks. To give a score of 1, if a candidate scores 2 marks or

less.

VIII) Sequencing the Interview:

Pre – Interview

To read the resume thoroughly. If it meets the “Essential Pre Requisites for Selection”, then and only then should a candidate be called for an interview.

To check for inconsistency in information in terms of breaks in education and or work experience, if any. Incomplete information about educational qualifications, incomplete information about work experience etc.

To make a note of the same in a note pad and seek clarification from the candidate during the interview.

To inform candidate well in advance about the date, time and place of interview.

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Guidelines for Selection of Medical Representatives

Interview:

To begin with, exchange pleasantries with the candidate and introduce self. To begin conversation, start with ice – breakers such as, “Tell me about your family

background?”. To seek clarification for inconsistency in resume as noted in Interview Notes – ABM. To assess the candidate for knowledge viz. Scientific Knowledge, Market Knowledge

and Company Knowledge.

To assess Planning and Execution as per the method described above. To assess Effective Communication, hand over the Story of Novel, Advantages and

Disadvantages of Novel and Assessment of Communication and in sequence. To give Analytical Reasoning Test, for assessing Problem Solving and Decision Making. To note down response given by a candidate in response to a question in a note pad.

Post – Interview:

To correct the questionnaires, refer to Interviewer’s Master and determine the scores. The final score will be the average score of the 3 questionnaires. Please note that the Interviewer’s Master is confidential and meant for ABM only.

To complete Interview Notes – ABM, by transferring the notes from the note pad to Interview Notes – ABM. To write questions asked under Area of Knowledge/ Skill and answers given under Response of Candidate.

To calculate the overall percent score. This can be done by multiplying the score with the weight. Assigned to each parameter and as mentioned in the Interview Assessment Form (Sales). To enter scores in Interview Assessment Form (Sales).

To recommend only those candidates who score 60% or more for Round 2, although all those documents as specified earlier have to be forwarded to RBM

To send to RBM the following: Resume, and duly completed Interview Note – ABM Interview Assessment Form (Sales)” and all the questionnaires.

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IX) Method of Filling Interview Assessment Form (Sales) by ABM To multiply score of each characteristic as in Interview Notes – ABM with Weight of

each characteristic given in Interview Assessment Form (Sales) to arrive at ABMs Score, for each characteristic.

To add up the score of each characteristic and divide by the number of characteristics to arrive at Total Score – Knowledge and similarly for Total Score – Skills.

To add up Total Score – Knowledge and Total Score – Skills and calculate the % score by dividing with 24. This is because Knowledge has a weight of 2.5 and maximum one can score is 2.5 X 4 = 10. Similarly, Skills has weight of 3.5 and maximum one can score is 3.5 X 4 = 14. Therefore, the maximum score that can be obtained for Knowledge and Skills is 24.

Guidelines for Selection of Medical Representatives

X) General Hygiene (Applicable for all interviewers): To conduct the interview in a sufficiently quiet, well lit place and offers privacy.

To keep a bottle of water handy and offer to the candidate if required.

To keep a pen and note pad handy. To keep copies of all questionnaires handy along with the Interviewer’s Master,

Interview Notes – ABM, Interview Notes – RBM/ HR and Interview Assessment Form (Sales) as applicable.

All forms are available in Cirrius log – in.

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Guidelines for Selection of Medical Representatives

XI) Method of Assessment (Behavioral Competency): To assess each characteristic of each behavioral competency using STARS technique. To refer to Glossary of Terms to understand the meaning of characteristics Behavioral Competency and its characteristics are described below:

Behavioral Competency Characteristics

Achievement Orientation. Perseverance

Ownership Initiative

Customer Orientation. Sensitivity Responsiveness

Integrity and Process Compliance. System Orientation

Collaboration. Flexibility Learning Ability

XII) Rating of Behavioral Competencies and its Characteristics:

To give a score of 4, if satisfied with 76% - 100% of responses. A justification has to be provided in Interview Notes – RBM/ HR.

To give a score of 3, if satisfied with 51% - 75% of responses. A justification has to

be provided in Interview Notes RBM/ HR.

To give a score of 2, if satisfied with 26% - 50% of responses. A justification has to be provided in Interview Notes – RBM/ HR.

To give a score of 1, if satisfied with less than 25% of responses. A justification has to be provided in Interview Notes – RBM/ HR.

XIII) Sequencing the Interview:

Pre – Interview

To read all the documents sent by ABM thoroughly viz. Resume, Interview Notes – ABM, Interview Assessment Form (Sales) and questionnaires.

To check questionnaires for accuracy in scoring, totaling and calculating the percentage.

To check if the Interview Notes – ABM is complete in all respects. If any, clarification

is necessary, to seek clarification from ABM.

To validate from Resume and Interview Notes – ABM, whether inconsistency has been rightly observed and clarification sought and recorded in Interview Notes – ABM. If not, make a note of them in a note pad and seek clarification during the interview.

To inform candidate well in advance about the date, time and place of interview.

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Guidelines for Selection of Medical Representatives

Interview:

To begin with, exchange pleasantries with the candidate and introduce self. To begin conversation, start with ice – breakers such as, “Tell me about your family

background?”. To assess the candidate for applicable behavioral competencies and its characteristics as

mentioned earlier To note down response given by a candidate in response to a question asked by RBM/HR

in a note pad. To begin with assess Achievement Orientation, followed by Customer Orientation,

next Integrity and Process Compliance and lastly, Collaboration. The aforementioned sequence is only suggestive and need not be rigid.

Revalidate the scores of ABM on Knowledge and Skills. To use behavioral questions to assess Skills.

Post – Interview:

To complete Interview Notes – RBM/ HR, by transferring the notes from the note pad to Interview Notes – RBM/ HR. State questions asked to assess all the behavioral competencies and its characteristics and note under Characteristic. Note the specific examples given by the candidate under Response of Candidate.

To assign scores to each characteristic in Interview Notes – RBM/ HR, based on the quality of response of a candidate.

In case the interview is not conducted by by RBM and HR, then RBM to send the following to HR viz. Resume, Interview Notes – ABM, Interview Notes – RBM/ HR, Interview Assessment Form (Sales) and the questionnaires.

HR to conduct 3rd Round of interview as per the process stated above and inform the selected candidate to fill Application for Employment

XIV) Method of Filling Interview Assessment Form (Sales) by RBM To multiply score of each characteristic as in Interview Notes – RBM/ HR with Weight

of each characteristic given in Interview Assessment Form (Sales) to arrive at RBMs Score, for each characteristic.

To add up the score of each characteristic and divide by the number of characteristics to arrive at Total Score – Knowledge, Total Score – Skills and Total Score – Behavior.

To add up Total Score – Knowledge, Total Score – Skills and Total Score – Behavior to calculate the % score by dividing with 40. This is because Knowledge has a weight of 2.5 and maximum one can score is 2.5 X 4 = 10, Skills has weight of 3.5 and maximum one can score is 3.5 X 4 = 14, and Behavior has a weight of 4 and maximum one can score is 4 X 4 = 16. Therefore, the maximum score that can be obtained for Knowledge, Skills and Behavior is 40.

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Guidelines for Selection of Medical Representatives

XV) Method of Filling Interview Assessment Form (Sales) by HR To multiply score of each characteristic as in Interview Notes – RBM/ HR with Weight

of each characteristic given in Interview Assessment Form (Sales) to arrive at HRs Score, for each characteristic.

To add up the score of each characteristic and divide by the number of characteristics to arrive at Total Score – Knowledge, Total Score – Skills and Total Score – Behavior.

To add up Total Score – Knowledge, Total Score – Skills and Total Score – Behavior to calculate the % score by dividing with 40. This is because Knowledge has a weight of 2.5 and maximum one can score is 2.5 X 4 = 10, Skills has weight of 3.5 and maximum one can score is 3.5 X 4 = 14, and Behavior has a weight of 4 and maximum one can score is 4 X 4 = 16. Therefore, the maximum score that can be obtained for Knowledge, Skills and Behavior is 40.

To add up ABMs Score, RBMs Score and HRs Score for Knowledge and Skills and divide by 3 to arrive at Average Score. For Behavior, add up RBMs Score and HRs score and divide by 2 to arrive at Average Score.

To arrive at Overall Score , add up Average Score of Knowledge, Skills and Behavior and divide by 40 to arrive at overall % score.

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