Surgeries with tight slots
Many GPs see reps only on set days and times, often by appointment. Fitting calls around travel, without pointless gaps, is a little puzzle every week.
The app for pharmaceutical sales reps, on WhatsApp
Surgery hours, call cycles, reports, approved materials to find, pharmacies and wholesalers to follow up. Ugo organises your diary, email and documents from the chat you already use. The medical information stays yours.
An app for pharmaceutical sales reps has to respect two things: doctors’ time and the industry’s rules. Whether you’re a medical representative, an OTC rep working with pharmacies or a key account manager looking after hospitals, integrated care boards and wholesalers, your week is made of call cycles, surgeries with tight appointment slots, regional meetings and reports to file.
The sector is regulated. In the UK the ABPI Code of Practice sets the rules for promoting medicines: the materials you use are those certified by your company, the rules on calls and samples are precise, and every communication counts. That calls for order: knowing where the latest version of a material is, when you last saw a doctor, which pharmacies have signed up to the over-the-counter promotion.
Ugo doesn’t do your medical or promotional work for you and doesn’t give medical advice. It handles the organisation: it finds gaps in your diary between surgeries, works out routes, searches files in the folder you choose, sums up the area manager’s emails and updates your report. And before any action it asks you to confirm.
What makes life hard for pharmaceutical reps
A lot of time goes on waiting, travelling and reports. That’s where an assistant helps.
Materials and versions to find
Leave pieces, leaflets and detail aids change version. In front of the doctor you must use the right, certified one, and hunting for it through emails and folders wastes precious minutes.
Call reports to write up
At the end of the day every call needs a report. Put it off and the details get lost, and Friday evening turns into a reporting marathon.
Pharmacies and wholesalers
In OTC what counts is promotions, orders through the wholesaler and availability. Confirmation emails come from all sides and each one needs following up.
Ugo for medical representatives and OTC reps
Four examples of everyday organisation. None of them replaces your role.
Fitting in the week’s calls
Ask Ugo for Thursday’s free slots and the travel time between two surgeries: it checks your diary and the traffic and suggests the best order, then creates the appointments you confirm.
Skills used
On Thursday can I get to Dr Foster in Altrincham after the 11 o’clock meeting?
The meeting ends at 12:00 in Manchester, Oxford Road. Altrincham is 28 minutes away in current traffic. Dr Foster sees reps from 15:00, so you have time for lunch too. Shall I create the call at 15:00?
Yes
Here’s what I’ll do: Create “Call – Dr Foster, Altrincham” on Thursday 22 at 15:00. Confirm?
The right version of the material
Ugo searches the folder you chose on Google Drive and tells you which document is the most recent, with name and date. It doesn’t write or edit medical or promotional content: it only helps you find it.
Skills used
What’s the latest version of the cardio product presentation?
In the “Approved materials” folder there’s: • “Cardio Presentation v4.pdf”, uploaded on 30 September Versions v2 and v3 are in the “Archive” subfolder.
The day’s report by voice
In the car, before you drive off, you dictate a voice note with the calls you made. Ugo adds the rows to your report file on OneDrive, with date, doctor and organisational notes, after your “Confirm”.
Skills used
🎤 Voice message (0:26)
Here’s what I’ll add to the file “October report”: 1. 21/10 – Dr Gallagher, Sale – call done, see again in November 2. 21/10 – Dr Nair, Stretford – not available, try again Tuesday Confirm?
The area manager’s emails, in brief
On Monday the objectives, meeting invitations and company updates arrive. Ugo sums them up and creates the regional meeting in your diary, so nothing slips.
Skills used
What has the area manager sent me this week?
Two emails from Paul Reeves: • Regional meeting Wednesday 28 at 9:30, Leeds office • November call cycle: priority to GPs in the southern patch Shall I put the meeting in your diary?
A pharmaceutical rep’s day with Ugo
A call-cycle Tuesday, between surgeries, pharmacies and reports.
- 7:30
Ugo sends you the day’s calls with the appointment times you put in your diary.
- 9:00
First surgery: before going in you ask Ugo for the latest version of the material in the approved folder.
- 11:20
A GP asks you to come back: with Ugo you find a slot next week and create the call.
- 13:30
You call on two pharmacies for the OTC promotion; Ugo sums up the wholesaler’s email on availability.
- 16:45
You dictate the day’s report in a voice note; Ugo writes it to the file after your “Confirm”.
- 18:00
On Fridays, as scheduled, Ugo lists the company emails still awaiting a reply.
Connecting Ugo to a pharmaceutical rep’s tools
Only what you decide, with the account you already use.
Microsoft 365 or Google Workspace
Company or personal email, calendar and contacts: Ugo reads emails, finds free slots, creates calls and looks up contacts. It doesn’t move or delete appointments.
The materials folder
On Google Drive or OneDrive you choose a single folder: Ugo works only there, searches documents and tells you which is the most recent. Other files stay out of its reach.
The call report file
An Excel file on OneDrive with the columns you need: Ugo adds rows and updates cells when you ask. Handy if you then copy the data into the company system.
Company software with an MCP server
If your company’s CRM or business software offers an MCP server, you can connect it with the MCP apps skill. Otherwise Ugo works with email, diary and files, without accessing internal systems.
The skills to switch on
The most useful Ugo features for this job, starting with the first one to turn on. You switch them on from the portal in a few minutes.
FAQs from pharmaceutical sales reps
Can Ugo provide medical information or promote medicines for me?
No. Promoting medicines is a regulated activity, governed in the UK by the ABPI Code of Practice and the MHRA, and it stays with the rep, using the materials certified by the company. Ugo doesn’t write medical or promotional content, doesn’t answer clinical questions and doesn’t give medical advice. It helps with everything around it: diary, routes, finding files, emails and reports.
How do I organise a call cycle with GPs?
Start from the list of doctors in the cycle, put their days and times for seeing reps in your diary and group calls by area. Leave room for doctors to try again. Ugo finds free slots, works out travel times in traffic and creates the appointments you confirm.
Is Ugo suitable for OTC reps calling on pharmacies?
Yes. For reps selling pharmacy and general sale medicines and other over-the-counter products, what counts is promotions, pharmacy sign-ups and orders through wholesalers. Ugo sums up confirmation emails, helps you track sign-ups in a file or the CRM and finds the pharmacies in an area with Maps.
How is doctors’ and pharmacies’ data handled?
It stays in your tools; Ugo only reads it when you ask. Servers and database are in Frankfurt, Ugo only replies to verified WhatsApp numbers and only accesses the file folder you choose. Every change, from an email to a report row, happens only after your confirmation. Always follow your company’s rules too.
Can I use Ugo with my company’s Outlook calendar?
Yes. With the Microsoft 365 skills Ugo reads your Outlook calendar, finds free slots and creates new appointments, and works with your company email. You connect it from the portal with your own account, if your company allows it.
Useful references
Associations, bodies and official sources for the sector: external websites, independent of Ugo.
- MHRAThe Medicines and Healthcare products Regulatory Agency, which regulates medicines and their advertising in the UK.gov.uk
- ABPIThe Association of the British Pharmaceutical Industry, which sets the Code of Practice for the industry.abpi.org.uk
- PMCPAThe Prescription Medicines Code of Practice Authority, which administers the ABPI Code.pmcpa.org.uk
- PAGBThe consumer healthcare association: the world of over-the-counter medicines and self-care.pagb.co.uk
- General Pharmaceutical CouncilThe regulator of pharmacists and pharmacies in Great Britain, a reference for the pharmacy channel.pharmacyregulation.org
More time for doctors, less for your diary
Try Ugo on your next call cycle: it handles the organising, the medical information stays yours.
