What are ad-hoc activities in Viedoc?

Simply put, ad-hoc activities are units such as additional sites, subjects, monthly usage duration, unique forms, visits or monthly storage in Viedoc which extend outside the assumption parameters of a license Work Order. Each Work Order license purchase has a set of assumption boundaries and an overall fixed license cost. Additionally, in the Work Order there is a full list of ad-hoc activities and a convenient fixed upfront cost per unit. The Viedoc usage statistics are managed by Viedoc and if the usage in the license exceeds these boundaries, Viedoc, through automated monitoring and billing, will send an invoice per the fixed unit cost documented in the Work Order.

Viedoc is committed to providing clients with the best experience possible in managing clinical trials. Ad-hoc activities are an integral part of ensuring smooth and efficient operations. The foundation of this commitment rests upon principles of transparency, fairness, and, most importantly, achieving success in clinical research. Here below states the depth of these activities and costs and how it adds tangible value to the Viedoc experience.

• Streamlined Billing Process: Ad-hoc activities and fees are not a new concept at Viedoc. Over time the billing process offered to clients has gained greater transparency and consistency. Today, with an automated ad-hoc billing system, clients can expect fair and consistent invoicing.
• Consistency and Fairness: Ensuring consistency in contract terms is highly significant. Viedoc's billing practices guarantee fair billing for any additional units needed for a trial, promoting transparency and predictability in pricing.
• Predictability: Consistently adhering to contract terms ensures clients receive predictable pricing for any adjustments to trial design scopes. This transparency enables confident planning and budgeting from the start, eliminating unexpected financial surprises later on.
• Transparent Pricing: Unforeseen costs may arise from unexpected changes in trial designs. However, with a detailed breakdown of ad-hoc activities and unit pricing per trial, a transparent and predictable pricing structure is provided for any adjustments to trial design scopes. This facilitates more effective planning of trial costs from the quotation stage onwards.
• Enhanced Communication and Collaboration: Ad-hoc activities and unit pricing per trial establish a transparent means of communication between CROs and Sponsors. Transparent documentation of any cost increases resulting from study expansions enables confident communication of these changes, fostering smoother interactions and ensuring alignment among all stakeholders.

• Simplified Procurement Processes: If documentation to accompany the automated billing is required, Viedoc can provide an extension order option as a paperwork formality; moreover, it's a strategic tool to streamline procurement processes. For clients requiring Purchase Orders, this option provides a straightforward mechanism to raise POs for any additional costs, reducing administrative burden and ensuring timely processing. The accompanying documentation empowers CROs to effectively communicate and substantiate additional costs to Sponsors.

• Stability in Pricing and Cost Management: Billing through pre-defined ad-hoc activities and unit pricing per trial eliminates the challenge of fluctuating costs during the lifecycle of a study. As of 2023, Viedoc introduced ad-hoc fees for unique forms and visits, in addition to the already existing activities such as additional sites, subjects, duration and storage. Previously, estimating costs for additional unique forms and visits could have been complex particularly during a configuration or mid-study change when decisions regarding design are being made. Billing through ad-hoc fees linked to the Viedoc pricing algorithm ensures stability and consistency throughout a trial. This streamlines cost management and facilitates more efficient resource allocation, optimizing the value of investment in Viedoc software.

• Strategic Considerations: For some clients ad-hoc fees can prompt strategic considerations for evaluating the Viedoc enterprise concept. By analyzing the potential challenges in estimating scopes on a study-by-study basis, these fees may shed light on the advantages for a shift to an enterprise model, which offers an even more comprehensive and predictable pricing structure for larger portfolios without sacrificing flexibility.

• Viedoc as a standout: Standing out amidst EDC providers, Viedoc leads the charge in transparent cost management, setting a new standard for innovation and customer success. Unlike traditional models, the adoption of ad-hoc activities reflects a dedication to modern solutions tailored to unique trial needs.

For Viedoc, we believe that ad-hoc activities and the associated unit costs are not just about billing for additional services; they're a testament to our commitment in transparency, fairness, and partnership. We wish to enhance our clients’ experience and ensure that you have the support you need every step of the way. As an EDC software provider, Viedoc aims to be an ally in navigating the complexities of clinical trials empowering clients to achieve their goals with confidence, ease and clarity.