Many organizations in the medical devices industry face significant challenges in managing rep-led event attendance and compliance reporting due to stringent regulations like sunshine laws. These laws require meticulous tracking of physician attendance and disclosure of event-related expenditures, making efficient and accurate sign-in processes crucial. ZimVie Dental, a leading manufacturer of dental implants, encountered such challenges, which hampered their operational efficiency and compliance. This case study explores how Atmosphere Apps’ solution, Vital Sign-In, was tailored and implemented to address and solve these specific challenges faced by ZimVie Dental.

Project Summary/
Initial Need

Before adopting a digital solution, ZimVie Dental’s event management process was inefficient and cumbersome. The company predominantly relied on manual, handwritten sign-ins for tracking attendance at various educational and training events. This method was time-consuming and susceptible to inaccuracies, leading to compliance issues and operational inefficiencies. “The challenges associated with these local events is that the staffing development is pretty small, and prior to adopting the sign-in app, the registration and sign-in process was handled with handwritten lists, which is slow, is often full of errors, and is often missing information,” explained Bill Poulson, Associate Director of Medical Education at ZimVie.

The Solution

In response to these challenges, ZimVie Dental expressed the need for a digital solution to streamline its event management processes. Atmosphere Apps offered the Vital Sign-In solution, a web app designed to facilitate efficient and compliant management of event sign-ins. The solution was recognized for its adaptability and compliance capabilities, making it an ideal fit for ZimVie Dental’s specific needs.

Atmosphere Apps tailored Vital Sign-In to further align with ZimVie Dental’s requirements. This customization involved integrating with CVENT to improve overall event management efficiency.  It also included reporting alignment with SAP Concur to streamline the expense management process.”Atmosphere Apps understood our business and was able to bring a lot of great insights into the development of the software,” Bill remarked, indicating the collaborative effort in customizing the solution.

Implementation and Impact

The implementation of the Vital Sign In app significantly improved the efficiency and accuracy of ZimVie Dental’s event management. The digital solution replaced the outdated manual process, reducing the time required for sign-ins and nearly eliminating the previous inaccuracies associated with handwritten lists. “Implementation was pretty straightforward. We created a simple document and video that walks people through how to use the event links,” said Bill. This ease of implementation facilitated quick adoption across the organization, with positive feedback from users highlighting the app’s intuitive design and ease of use.

The Vital Sign In solution not only streamlined administrative processes but also ensured compliance with sunshine laws through accurate and verifiable tracking of attendance. This improvement was crucial for ZimVie Dental, as it enhanced their ability to manage compliance reporting and transparency more effectively. “This tool has become so effective that we’re expanding its usage to capture attendees for all our rep led events, not just medical education,” added Bill.

Conclusion

The adoption of the Vital Sign In solution by ZimVie Dental is a testament to the effectiveness of leveraging tailored digital tools to solve specific industry challenges. The case of ZimVie illustrates how a well-implemented digital solution can transform organizational processes, improve compliance, and increase operational efficiency. This success story serves as a valuable example for other companies in similar regulatory environments looking for efficient, reliable, and compliant event management solutions.

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