GENEA
Current Process
Validation
We put together our understanding of your current workflow from client engagement through final deliverable. We want to make sure we got it right before moving forward.
Below is each step of the process as we understand it. Review each step and mark it as accurate or flag it for discussion.
How to Review
Accurate
We captured this step correctly. No changes needed.
Needs Discussion
Something is off, missing, or needs clarification. Add a quick note so we know what to cover.
How It Works
Mark each step below, then hit Submit Review. You will see a summary of your feedback with the option to go back and edit. When you are ready, hit Send Review and it will submit your feedback directly to our team.
Once we receive your feedback, we will prepare our full findings and recommendations based on the confirmed process.
If any items need discussion, we will schedule a quick 30-minute call to walk through them together. We will use our VOICE AI system on the call so you can see how it captures and summarizes a conversation in real-time.
Pre-Event Planning (T-8 to T-1 weeks)
1. Key Client Questions (KCQ)
T-8 weeks
Operations Manager captures the pharma client's core research questions and learning objectives. Reviewed and approved by the Scientific Content Manager through tracked document review.
Ops Manager
Scientific Content Manager
Is this accurate?
✓
?
2. Strategic Outline
T-8 weeks
KCQs are organized into a narrative framework. Written in past tense for cross-event reuse. This becomes the structural backbone for all downstream content.
Ops Manager
Moderator
Is this accurate?
✓
?
3. Content Outline
T-4 weeks
Medical Writer builds a slide-by-slide blueprint from the Strategic Outline. This is the most revision-intensive document in the process, reviewed through SharePoint with moderator approval. Typically 40+ tracked changes per round.
Medical Writer
Moderator
SharePoint Review
Is this accurate?
✓
?
4. Program Guide + Content Deck
T-2 to T-1 weeks
Program Guide briefs the moderator on discussion flow, timing, and ARS polling structure. Content Deck is the final 40+ slide presentation used in the live meeting.
Ops Manager
Medical Writer
Moderator
Is this accurate?
✓
?
Event Day
5. Live Advisory Board Meeting
~4 hours
Moderated discussion with 18-20 physician panelists. Two Project Managers take parallel notes in real-time, manually tracking who said what. ARS electronic polling captures structured responses alongside the open discussion.
Moderator
2 Project Managers
18-20 Physicians
Is this accurate?
✓
?
Post-Event Analysis (4-8 weeks)
6. Transcription + Synthesis
4-6 weeks
External transcription vendor returns raw text with no speaker labels. Medical Writer manually cross-references with PM notes to identify speakers and synthesize themes. This is the single largest bottleneck in the process.
Transcription Vendor
Medical Writer
Project Managers
Is this accurate?
✓
?
7. Market Insights Report
2-4 additional weeks
Medical Writer manually authors a 35-slide PowerPoint deck synthesizing discussion themes, physician quotes, ARS polling data, and strategic recommendations. This is the final deliverable to the pharma client.
Medical Writer
Ops Manager
Client Review
Is this accurate?
✓
?
Overall Process
Full Event Cycle: 14-16 Weeks
8 weeks pre-event planning + 6-8 weeks post-event analysis and report delivery. Does this reflect the typical timeline from client engagement through final deliverable?
Is this timeline accurate?
✓
?
Anything We Missed?
Are there any steps, roles, or handoff points in the process that we did not capture above?
Process is complete
✓
?