Put a ‘PIN’ in It: Effective Liaison Activity Reporting

As a former physician relations manager, I can tell you that creating an approach for effective liaison activity reporting can not only create points of accountability for liaisons and leadership but also support stronger targeting and follow-up. Specifically, I found that consistent tracking helped quantify the number of engagements my team was having in the field and improved the quality of those engagements, as well.

Using Liaison Activity Data to Understand Alignment

By specifying the type of encounter (e.g., provider-to-provider meeting vs. item drop-off) and the purpose (e.g., retention vs. new program development), managers can use these data points to understand which visits drive stronger engagement. Tracking the topics discussed helps managers communicate more effectively with leadership. It shows how liaisons are supporting key organizational priorities from the field.

I recommend that, to get “credit” for an encounter, liaisons should provide 2-3 sentences showing how they approach visits as a trusted partner. Their notes should clearly state the purpose, key data (including relevant leadership intel), and next steps for follow-up.

At Marketware, we often share the acronym P.I.N. when teaching new users how to document their field encounters. What is the PURPOSE of the liaison activity/encounter? What INTEL did they collect? And what NEXT STEPS need to be taken to advance the relationship?

These notes in our physician relationship management — PRM platform might look like this:

• (PURPOSE) “Facilitated an introduction today between Dr. Azzara and Dr. Arana to ensure Azzara is aware of the new procedures we are offering locally starting next month.”
• (INTEL) “Azzara stated that he normally sees at least one of these types of patients a month in his practice & would be interested in having a local partner for those patients who want to stay closer to home.”
• (NEXT STEPS) “Check mutual patients within the next 4-8 weeks; schedule time to stop by & secure any feedback I can share with Dr. Arana.”

When liaisons use the simple PIN formula to plan and reflect on their outreach visits, they save time on recording. This approach helps demonstrate relationship progress and provides the necessary details to evaluate effectiveness.

More Tips for Effective PRM Documentation

In my next blog, I will share best practices and shortcuts I use with clients to improve documentation strategies. These tips will help you strengthen liaison activity reporting, regardless of each liaison’s personality or workflow.

Tool Kit — Physician Relations

PRM Adoption Best Practices

Whether you’re already using a PRM platform or considering one, this toolkit offers key insights to help you secure buy-in and optimize your system. With best practices, essential features, and practical tips, you’ll have the tools to effectively implement and maximize your PRM solution for stronger physician relationships and better engagement outcomes.

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Demo — Physician Relations

An Inside Look at Marketware’s PRM Platform

Explore our healthcare-specific PRM and analytics platforms designed to help you plan, track, and measure liaison activity across key growth initiatives. With powerful business intelligence, seamless data integrations, and dedicated support, our platforms provide the tools you need to drive better physician engagement and demonstrate ROI.

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