FAQs




Rep FAQs

What is the cost to the Rep?

$180 per year once the pilot test is completed.

I have more than one hospital using RepScheduler® - do I have to pay per hospital?

Absolutely not. Once you are in, your membership is good for ALL of your RepScheduler® hospitals at no additional charge.

How do I become a RepScheduler® member?

SIGN UP NOW link under the Rep or Hospital tab, or click the SIGN UP link on the top right of the HOME page.

Why do you require my corporate email address? I use a personal email address for daily work and website logins.

You are required to supply a corporate email address specifically for the purposes to validate that you work for a legitamite company. Once you validate your email address you can CHANGE YOUR EMAIL address to anything you want.

Are there any hidden “upgrading” fees?

There are NO hidden fees.

How do I select my hospitals & schedule dates with them?

See the Help & Training tab - Select the Rep Scheduling training guide.

Does your services work with my mobile phone / tablet?

Yes!  We will email you an appointment file with each appointment. You can open this file on all major smart phone devices and the appointment will automatically be added to your phone.  We support Apple (iOS), Android(google), Windows, and Blackberry.  Please note that there are many different versions of these phones. If you have a problem with your device, forward the Appointment file(ICS) to support@repscheduler.com.  Be sure to tell us the make/model of your smart phone.

Do I have to provide my Social Security number or Driver's License number?

Absolutely not - be very wary of those that ask for this information.

Will I be able to see all of my scheduled appointments on one calendar?

Yes – you will see your scheduled appointments on a monthly, weekly or day view when you are logged into your account.

Can I get my scheduled appointments sent to my work calendar on my desktop or phone?

Yes. When you schedule, you may receive an optional email with a link. With one click on the link, your appointment from RepScheduler® will go to your calendar as an ICS file (compatible with Outlook, Google Mail, and Apple)

If I cancel an appointment or if the hospital cancels me, will it automatically be taken off of my Outlook/Smartphone Calendar?

No, when you receive the email that your appointment has been cancelled, you will need to go in and manually delete the appointment from your calendar.

Hospital FAQs

What is RepScheduler®?

RepScheduler® is a website that aids in the scheduling and monitoring of Vendors in healthcare environments. We provide an effective solution that allows hospitals to control scheduling options for each lab, and for vendors to maintain compliance with these policies.

How does it work?

You setup your account on-line and determine your representative policies, frequency restrictions, and the time windows when your practice desires service support. Reps then self-schedule their visits beforehand and check-in with you upon arrival.
The result: a streamlined process that increases practice profitability through increased efficiency and management control.

What is the cost of your program to hospitals?

There are no setup, license, or maintenance fees for RepScheduler®.

What is the cost or your program to our vendors?

There is a $180/year fee to your vendors to use RepScheduler®. Once enrolled, reps can use the system for any hospital that uses RepScheduler®.

If a vendor has already signed up, do they have to pay again to have access to our hospital?

Absolutely not. The vendor pays one fee for the entire network of hospitals.

Are there any conditions for the use of the service?

Yes. As a condition for the use of the RepScheduler® service, and in order to produce the desired benefits, it is REQUIRED that you implement the following procedures:

  1. Require your sales reps to self-schedule their appointments via www.RepScheduler.com
  2. Sales reps may not be in patient areas without a scheduled appointment. Although not required, it is recommended that representatives be given a visitor badge at check-in so they can be easily identified.
  3. Do not give special treatment to reps that wish to control the timing or frequency of their visits.

How long will it take to set-up?

You can set-up the RepScheduler® Software in under an hour; however, your entire team must be ready to support the implementation. The fastest way to get started is by following the Getting Started Instructions, or call OUR NUMBER. The following information is needed: primary contact information, hospital contact information and the specific rules you wish to set for allowing reps into your lab. In addition, this setting can be changed at any time. The system is built to handle system setting, however please keep in mind your changes may affect the current schedule. In addition, once your account is set-up, you can email or printout the Sales Rep Announcement, and distribute it to your representatives.

We already schedule our sales reps—will we be able to keep scheduling them in the same way with RepScheduler®?

Yes. The RepScheduler® system simply automates your manual processes. RepScheduler® is expressly designed to support the unique needs and preferences of each lab. With RepScheduler®, you can simplify the management of sales rep interaction and standardize hospital protocol. The system is also built to support releasing the calendar on a rolling basis or on a specific day of the month. Should you ever want to make changes to the settings, you can access the page and change the setting accordingly.

Why not just schedule the reps in a written calendar?

RepScheduler® allows you to use the power of a shared web-based scheduling system so reps can self-schedule, on-line, 24/7. Manual procedures take time away from your staff and allow jockeying by the reps.

Do I need any special hardware or software?

No. All you need is a computer with an Internet connection; no special hardware or software is needed and a RepScheduler® account manager will personally assist you in getting started and whenever you need assistance in the future. Simply select the Contact Us tab & we will be in touch with you shortly.

Who is responsible for managing the calendar from a hospital level?

Whomever your hospital has assigned as a lab administrator for each specific lab – multiple admins may access the calendar, if desired.

What if our lab administrator forgets their password?

A hospital administrator can retrieve their password by clicking on the I Forgot my Password link and it will be emailed to them. In addition, an administrator may Contact Us & someone from our support staff will help reset their password.

Who can we contact if we have further questions?

Contact Us & someone will promptly get back to you.

How can RepScheduler® help our office remain HIPAA compliant?

The Final Rule on Security Standards from the Department of Health and Human Services (HHS) issued on February 20, 2003 mandates “physical safeguards” for the protection and privacy of patient information and requires controls for visitor access. These requirements include visitor sign-in and keeping a log of your visitors. Although not required, it is also recommended that you implement an ID badge system so that representatives can be easily identified. Sales visitors should never be allowed to linger in your facility.

Can I close the lab to other reps if I have a rep coming in to launch a new product?

Yes, you simply need to go to the day(s) you wish to have the launching rep in the lab, select each OPEN slot & select CLOSED. This will not allow any other reps to schedule that day. If there is already a rep scheduled on the day you are wanting another rep to launch, you can delete them from the calendar & it will issue an email to them letting them know that their appt has been cancelled.

How can I keep other reps from seeing that their competition is launching a new product?

Once you close the lab down for the launch days (see above FAQ), you can select the Invitation tab, which will allow you to select the launching rep. Once you submit the invite, it sends an email to the rep, which they will accept. Once they accept the invite on RepScheduler, it will add them to your calendar & their calendar ONLY. No other reps are able to see anything besides the lab is closed.