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Exceptions Flashcards

1
Q

It is one week prior to a virtual program, and there are zero licensed RSVPs. Do you route an exception?

A

Yes

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2
Q

A program was submitted 8 days prior to the anticipated start date. Is there an exception?

A

Yes

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3
Q

It is 11 days post-program and a speaker has not submitted their content verification. Do you route an exception?

A

Yes - but only after you reach out directly to the speaker

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4
Q

Is a Speaker FFS a rep driven or S Phase driven exception?

A

S Phase

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5
Q

Is a Lack of RSVPs a rep driven or S Phase driven exception?

A

Rep

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6
Q

Is a Miscellaneous exception a rep driven or S Phase driven exception?

A

S Phase

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7
Q

Is a Program within 2 Weeks exception a rep driven or S Phase driven exception?

A

Rep - at program submission

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8
Q

Is a Speaker Travel exception a rep driven or S Phase driven exception?

A

S Phase

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9
Q

Is a Receipt/Reporting Discrepancy exception a rep driven or S Phase driven exception?

A

Rep

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10
Q

Is a Changes to a Scheduled Program exception a rep driven or S Phase driven exception?

A

Rep

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11
Q

Is a Speaker Utilization exception a rep drive or S Phase driven exception?

A

Rep

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12
Q

Is a Venue Location exception a rep drive or S Phase driven exception?

A

Rep

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13
Q

Is a Private Dining Room exception a rep drive or S Phase driven exception?

A

Rep

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14
Q

Is a Repeat Attendance exception a rep drive or S Phase driven exception?

A

Rep

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15
Q

Is an Attendee Type exception a rep drive or S Phase driven exception?

A

Rep

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16
Q

Is a Speaker Expense Reimbursement exception a rep drive or S Phase driven exception?

A

S Phase

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17
Q

Is a Meal Cost exception a rep drive or S Phase driven exception?

A

S Phase

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18
Q

The venue has live music during the week, but the private dining manager has advised the band will pause during the presentation. Do you route an exception?

A

Yes

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19
Q

The venue is located directly on the beach. Do you route an exception?

A

Yes, but only if the rep is adamant. We must have vetted at least 3 other venues and have provided good reason to host at this venue.

20
Q

The PDR could only hold a maximum of ten people, crowded around one large table, and had a $1,000 F/B minimum. The new larger room, The Wine Room, can accommodate social distancing recommendations for ten people, and has a F/B minimum of $1,800. We will incur approximately $1,000 in unmet minimum/room rental fees. Do you route an exception?

A

Yes - this is a business exception, not a compliance exception

21
Q

The Private Dining Room is completely private but the door to the room has glass paneling that cannot be covered. The screen is not visible from the door. All other windows have shades that can be pulled down. Reached out the three other venues. Do you route an exception?

A

Yes

22
Q

The room is completely private with a thick curtain covering the entrance to the room. There is a ramp leading up to the private dining room which is located a level above the main dining space. Do you route an exception?

A

Yes

23
Q

Surly Brewing Company for her program in Minneapolis, MN, the Scheid Hall room is fully private and pictures of all four walls have been attached. Two walls in the room are glass however, there are curtains hung to cover the windows. The private room is on the second floor of the venue and is secluded from outside guests. Do you route an exception?

A

Yes

24
Q

The receipt shows 14 meals were served and the venue confirms. However, the rep is adamant that 13 total people were in attendance. Do you route an exception?

A

Yes

25
Q

You routed a Lack of RSVP exception one week prior to the program to request an extension. The extension deadline is today and you only have 2 licensed RSVPs. Do you cancel or route an exception?

A

If the rep feels the two attendees are high value, route an exception. We do not cancel a program without direction from the client.

26
Q

The speaker unexpectedly cancelled their participation. You were able to recruit a new speaker, but the invitation needs to be updated to reflect the change. The rep has confirmed that recruitment has begun, but you do not have any registrations. Do you route an exception?

A

Yes - since recruitment begun, you would route an exception

27
Q

After you Scheduled a program, the rep asked for a new venue to be contracted. You were able to source and contract a new venue. The rep advised they did not begin recruitment. Do you route an exception?

A

No - since recruitment did not occur, you do not need to route an exception. You will check “Venue Sourcing” to collect an additional fee for the extra work

28
Q

A speaker is traveling to Phoenix for a program and would like to extend his trip. The airfare for the program schedule is $237.96 and his desired itinerary cost is $217.96. Do you route an exception?

A

Yes

29
Q

A speaker is traveling to Indianapolis for a program and instead of traveling home post-program, they need to go to another meeting in San Antonio. The airfare for the program schedule is $250 and her desired itinerary cost is $435. Do you route an exception?

A

No - Incyte is only responsible to provide travel pertaining directly to the program. We can route (no guarantee for approval) if the cost is comparable. However, the difference is too large in this instance. The speaker will need to book any non-program related travel legs.

30
Q

What is a Speaker Utilization exception?

A

Submitted for any of the “Top 31/33 Speakers” list between 40-60% for a non-GPO program. Also, used for all speakers over 60% of yearly cap.

31
Q

What is a Venue Location exception?

A

Submitted for venues that are not pre-approved or that do not meet current venue specifications.

32
Q

What is a Private Dining Room exception?

A

Submitted for private dining rooms that do not meet current venue specifications. Examples - windows in room, outdoor space (COVID), high F&B min due to social spacing

33
Q

What is a Meal Cost exception?

A

Submitted prior to contracting a venue if we are at risk of going over budget, or there are no other meal options available under budget.

34
Q

What is a Receipt / Report Discrepancy exception?

A

Submitted post-program for incorrect charges, missing signatures, more meals on receipt than sign-in sheet (SIS), more people on receipt than SIS, more people on SIS than meals on receipt or over-budget meal cost.

35
Q

What is a Repeat Attendance exception?

A

Submitted prior to the program if an attendee registers for a 3rd program of the same topic.

36
Q

What is an Attendee Type exception?

A

Submitted prior to the program (if they register) for students, retired, or non ONC-HEM field HCP.

37
Q

What is a Program Approval Within 2 Weeks exception?

A

Quick-turnaround (less than 14 days).

38
Q

When is a Program Approval Within 2 Weeks exception routed?

A

This is routed upon submission - we cannot begin work until all approvals are received.

39
Q

What is a Change to Scheduled Program exception?

A

Submitted prior to the program AND after invites have been disseminated to target audience for any changes to the program (such as date, time, title, speaker, etc.).

40
Q

What is a Lack of RSVP exception?

A

Submitted prior to the program if the rep is unable to provide the required four licensed RSVPs at five business days prior to the program.

41
Q

What is a Fee for Service exception?

A

Submitted prior to a program’s occurrence for unintentional program series; post program for any program switched from live to virtual at no fault of the speaker; if 10 business days after program occurred the speaker has not submitted expenses/slide deck verification.

42
Q

What is an Expense Reimbursement exception?

A

Submitted post program for any expense that is outside reimbursement policy.

43
Q

What is a Speaker Travel: Airfare exception?

A

Submitted prior to the program for any airfare that is outside travel guidelines(currently $1,000).

44
Q

What is a Speaker Travel: Ground exception?

A

Submitted prior to the program for any ground travel requests. There must be a strong, valid reason as to why ground is submitted.

45
Q

What is a Speaker Travel: Hotel exception?

A

Submitted prior to the program for any hotel that is outside travel policy (currently $300).

46
Q

What is a Miscellaneous exception?

A

Any exception that does not fall under the existing categories.

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