Document name:
Guidance for working with the
Pharmaceutical Industry
Portfolio
Document type:
Medicines Management
Medicines Management
Staff group to whom it
applies:
All staff working within the trust and
partner organisations
Distribution:
The whole of the Trust
How to access:
Intranet
Issue date:
August 2003
Next review:
Reviewed November 2004
Reviewed October 2007 Version 2
Reviewed November 2008 Version 3
Reviewed February 2010 Version 4
Reviewed February 2012 Version 5
Approved by:
Reviewed October 2015 Version 6
Drug and Therapeutics Sub
Committee (6Oct15)
Developed by:
Lynn Haygarth on behalf of the Drug and
Therapeutics Sub Committee
V6 reviewed by Jane Riley
Director leads:
Medical Director
Contact for advice:
Med.information@swyt.nhs.uk
01924 327619
Guidance for working with the Pharmaceutical Industry
Introduction
The Trust acknowledges and is very grateful for the support that certain
pharmaceutical companies have given to our staff and service development
activities at Trustwide level and within local initiatives. The Trust would like to
continue working in collaboration with pharmaceutical companies in
conjunction with this policy.
Code of conduct for Representatives of the pharmaceutical industry
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Representatives are reminded that they must fully comply with current
codes of good practice, such as the Association of British
Pharmaceutical Industry (ABPI) Codes of practice.
Representatives should not attend meetings, ward rounds or clinics
when confidential information is discussed.
Representatives shall not wander around NHS premises without an
appointment.
It is the Trust policy that no products, either pharmaceutical or other, may
be promoted by representatives. Representatives may seek to inform or
educate but not promote.
The Medical Director and Chief Pharmacist are responsible for approving
any activities carried out by the pharmaceutical industry. The Drug &
Therapeutic Sub Committee (D&T) will support this on their behalf.
Visits by Representatives of the pharmaceutical industry
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Representatives of pharmaceutical companies should make contact
through the appropriate senior member of staff for that BDU (Business
Development Unit) in the first instance. Representatives of companies
providing nutritional products should make contact with the responsible
dietician.
Representatives with associated products should make
contact with the appropriate allied health professional.
Visits to senior staff should only be made by appointment or after
personal invitation.
Other staff must not be contacted directly by representatives, without the
express permission of their manager.
When arranging an appointment, the purpose of the visit should be
explained and product information should be provided.
It is suggested that representatives can leave their cards or contact
telephone numbers with the secretary / admin staff.
It is not acceptable for pharmaceutical company representatives to seek
an interview or arrange meetings with front line staff. Education session
for front line staff, should be approved by a senior member of staff (it is
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advised that the content of these sessions is discussed with the relevant
professional lead for that locality). Appendix 1 should be completed to
ensure training is appropriate, authorised and recorded.
Educational initiatives involving the whole trust should be submitted via
the Chief Pharmacist.
Bleeping/ phoning clinical staff either within or outside their normal
working hours is unacceptable.
Educational meetings facilitated by Medical Representatives
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It is appropriate to work within the existing educational programme
structures and arrange meetings with the postgraduate secretaries.
Educating activities undertaken within the trust by medical
representatives must be communicated with and carefully managed by
senior members of the medical, pharmaceutical, dietetic or managerial
teams.
Educational material to be used should be vetted beforehand by the
appropriate senior clinical staff. Senior staff should be present during the
proceedings to ensure that concurrent hospitality is appropriate to the
event and inducement is absent.
Hospitality and meetings
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Companies are permitted to provide appropriate hospitality to members
of the health professions and appropriate administrative staff in
association with scientific meetings.
Meetings must have a clear educational content.
The hospitality must be secondary to the purpose of the meeting and
must not be out of proportion to the occasion.
Advice on the acceptability or hospitality or any aspect of a
representative’s operation may be sought from the Chief Pharmacist or
the Medical Director.
Sponsorship of events, policies, procedures and service developments
Any sponsorship for NHS activities that pharmaceutical industry is considering
providing to the South West Yorkshire Partnership NHS Foundation Trust
must go through the D&T Chair and Co-Chair for approval prior to any
activities taking place.
Further Points
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Representatives should not leave samples with the exception that
dietetic managers can receive samples for appropriate trials and tasting.
If a new product is to be introduced it needs to be approved by the D&T
subcommittee.
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All staff must declare any payments or other sponsorship they receive
from the pharmaceutical industry. Appendix 3 contains an example of
how this should be recorded.
Failure to observe this policy may result in disciplinary action for Trust
staff and appropriate sanctions for representatives of the pharmaceutical
industry
Level of Pharmaceutical Industry Hospitality and Support
The D&T subcommittee will record all pharmaceutical industry hospitality and
support it approves to be provided to the organisation.
Examples of activities include sponsorship of
 Staff training meetings
 Joint Academic Psychiatry meetings
 Time-out/ Away Days
Individuals obtaining sponsorship from the Pharmaceutical Industry are
required to complete a Trust declaration of interest form.
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Appendix 1:
Request to carry out training for SWYT Staff
Name of company:
…………………………………………………………………………………………..
Topic
…………………………………………………………………………………………..
…………………………………………………………………………………………..
Learning Outcomes
…………………………………………………………………………………………..
…………………………………………………………………………………………..
Name of Team /Unit/ Locality where training would be delivered
…………………………………………………………………………………………..
Target audience (roles/ numbers etc)
…………………………………………………………………………………………..
Date & time planned (or TBA)
…………………………………………………………………………………………..
…………………………………………………………………………………………..
Signed by:
……………………… Name …………………… Date…………………..
(Pharmaceutical Company)
……………………… Name …………………… Date…………………..
(Team Manager)
……………………… Name …………………… Date…………………..
(Senior BDU Pharmacist, if consulted)
Approving manager to retain
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Appendix 2
Points to consider
- Is there a need or clear benefit to collaborating with a pharmaceutical
company? Could the ‘need’ be met without doing so?
- Will what is offered meet the identified need?
- How will the quality of the offer be assured? For example if training is offered
will it cover all the required areas, be evidence based, unbiased, nonpromotional?
- Are there any conditions attached to the offer?
- What is the relationship between the pharmaceutical companies product/s
and their offer?
- Is this particular pharmaceutical company the best one for us to work with?
- Are there any conditions attached to the offer?
If in doubt seek advice from a more senior member of staff or the Chief
Pharmacist/ Medical Director.
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Appendix 3
DECLARATION OF CONFLICTS OF INTEREST (OR POTENTIAL CONFLICTS)
1 April 20….. – 31 March 20……
Name: ...............................................................................................
Date
Pharmaceutical Company
Role: ..................................................................................
Nature of involvement/contact
Rationale
(benefit of contact with regard to patient care/Trust
services)
Signature:
...........................................................................................................................................................................................................................
Print name:
...........................................................................................................................................................................................................................
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