Parikrama - Medical Rep CRM for Doctor Visits, Samples and UCPMP Compliance
Field Force CRM for an Indian Pharma Company
Designed and built a clickable head office console for the field CRM of an Indian pharmaceutical company with about 3,000 medical reps: a verified doctor master, sample caps tracked per doctor across every rep, a monthly sample reconciliation per rep and a UCPMP 2024 compliance dashboard that builds the annual self-declaration pack.
Most of our work is under NDA. Per agreement, we can share the work but not the company details - all names and identifying information shown here have been changed.
Impact
Head office dashboard, doctor master, doctor record with 7 tabs, sample reconciliation with the per-rep ledger, and the UCPMP compliance dashboard. Every one of the 26 demo doctors opens its own record.
Packs given are counted against the cap across every division and rep, with the 2-pack per visit limit. When two reps' offline handovers together reach the cap, the later one is accepted and a cap-pressure flag is raised.
Samples to unverified doctors, items above the ₹1,000 per-item cap, events outside India and calls with expired content. Each sits on the compliance dashboard next to the sample value against 2% of domestic sales.
26 doctors registered with 12 state councils and the NMC, 16 reps in 4 zones, 6 divisions, 9 sample SKUs and a September ledger per rep with OTP, signature and pending acknowledgements.
The Problem
Kesarwadi's reps filed call reports in an old online-only app, mostly typed up at night from memory. Samples went out from a carton in the rep's bag with a paper register, head office reconciled stock once a quarter from spreadsheets and never per doctor, and some brochures shown from WhatsApp had never been through medical or legal review. When UCPMP 2024 arrived, compliance could not say how many packs a doctor had received this year, and adverse events mentioned in passing rarely reached pharmacovigilance.
Our Solution
Parikrama runs the rep's day on an offline phone app and gives managers and head office one view of the field. The head office console built here keeps a verified doctor master, counts every sample pack against the annual cap per doctor, reconciles each rep's bag every month from an append-only ledger and shows, at any time, the evidence for the UCPMP self-declaration.
The Challenge: Promotion Under a New Code
Pharmaceutical promotion to doctors in India follows UCPMP 2024, the conduct rules doctors are held to, the Drugs and Cosmetics Rules for physician's samples and pharmacovigilance duties, all applied by about 3,000 reps working mostly offline across six divisions.
Sample Caps Across Reps and Divisions
UCPMP 2024 allows samples only to qualified prescribers, in the smallest pack sold, generally read as up to 12 packs per drug per doctor per year, with total sample value capped against domestic sales. The same doctor is often visited by reps from several divisions, all offline.
Only Verified Doctors
Reps may only sample doctors whose registration with the NMC or a state medical council has been checked. There is no general public API for those registers, so verification evidence has to be recorded by hand and kept with the record.
Every Pack Accounted For
Samples move from depot to rep to doctor by batch and expiry. A paper register and a quarterly spreadsheet could not show where each pack went, or whether the doctor ever acknowledged receiving it.
Proof on Demand
The code expects records of every sample, item and CME event, and an annual self-declaration from the executive head. Doctors' and reps' personal data, including rep location, also falls under the DPDP Act 2023.
Our Approach: From the Code to a Clickable Console
Spec and Rules Research
Mapped 12 roles from medical rep to pharmacovigilance and the doctor, who has no login, and 51 screens across the offline rep app, manager views, head office console, settings and doctor links. Defined the data model for doctors, listings, visits, sample issues, the sample ledger, content approvals, CME events, adverse event hand-offs and compliance flags, and wrote down the rules: UCPMP 2024, NMC conduct rules, sample labelling, pharmacovigilance and the DPDP Act.
Clickable Demo on a Production UI Kit
Built the head office console's 5 key screens on a production dashboard kit: the dashboard with coverage by zone against the 85% norm and sample value against the cap, the doctor master with verification and consent filters, the doctor record with packs against the cap and masked contact details, sample reconciliation with accept variance, raise flag and lock month, and the UCPMP dashboard with the self-declaration checklist. Actions run on local state.
What a Production Build Adds
The offline rep app in English, Hindi and eight regional languages, manager screens and the remaining head office screens. Integration with SAP S/4HANA for sample stock, AWACS or Pharmarack for secondary sales, maps, DLT-registered SMS and WhatsApp for doctor OTPs, the PV safety database, the HR system and Microsoft Entra ID sign-on, plus an append-only audit log of every sample movement, approval and doctor master change.
Why It Works: Compliance Built Into the Records
Caps Counted Per Doctor, Not Per Rep
The doctor record shows packs given this year for each sample SKU against the cap, across every division and rep, marked at cap or near cap. When two reps sampled the same doctor offline, the record says so and names the flag that was raised.
Verification Gates Sampling
Every doctor carries a verification status with its source, date and the person who checked it. Pending, failed or suspended doctors can still be visited but cannot receive samples, and the dashboard lists doctors waiting more than 7 days.
A Ledger That Has to Balance
Each rep's month reads opening plus received, minus given and returned, against the counted closing. A variance must be accepted with a reason or raised as a flag, the month locks only when none is open, and after lock a change needs a correcting entry.
Evidence Ready for the Declaration
The compliance dashboard puts the zero checks, items with their values, CME spend and disclosure, and flags by outcome on one page, with a checklist of each section of the self-declaration pack and which ones are not ready yet.
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Enterprise Software Engineering - Human + AI
Contact Us
Locations
Global Headquarters
21 Merchant Road, 3rd Floor, Singapore 058267
Main corporate office and leadership operations
North America Office
548 Market Street, PMB 12345, San Francisco, CA 94104
Client operations and business development
India Office
402 Shivalik Shilp II, SG Highway, Ahmedabad 380015
Engineering and delivery center
© 2026 - Copyright. All Rights reserved Oceanlab