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A solid and effective response to the
application of the new Code of Ethical Business Practice
of the Medical Technology Sector, in force since January 2018.

 

New
Functionalities!

Disclaimer approved by the Receiver
as documentary evidence for
FENIN - Approved by FENIN.

SVE Integration -
Events Validation System - FENIN Code of
Ethical Business Practice.

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Introduction

The Federación Española de Empresas de Tecnología Sanitaria (FENIN), Spanish MedTech’s branch, approved on December 20, 2016 its New Code of Ethical Business Practice, in order to guarantee a stable collaboration framework between HCP HealthCare Professionals, HCO HealthCare Organizations, patient associations, and industry.

The Code of Ethical Business Practice - FENIN includes all the modifications approved by MedTech Europe, applied in Spain since January 2018 with two innovations that deserve to be highlighted:

  • Establish the exclusive use of indirect sponsorship in third-party organised educational events so that it is not the companies that decide what Health Care Professionals will benefit from medical training at such events.
  • Ensure the transparency of all financial contributions made by companies to support medical training at third-party organised educational events.

By this way, Member Companies shall implement an independent decision-making/review process to identify, prevent and mitigate against potential bribery and corruption risks arising in connection with the provision of a Grant or a Charitable Donation to a specific prospective recipient

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WHAT IS PGB

PGB is an online platform to request and manage Educational Grants that can be received by a Health Care Professional to attend an event.

It has been developed in order to offer an effective solution that complies with the requirements stated in the Code of Ethical Business Practice – Medical Technology Sector and at the same time allows to a proper management by all parties involved in the process.

PGB is composed of 4 areas:

 

PGB is freely licensed to all agencies and implants of the sector without applying any type of restriction or exclusivity, and has corporate framework agreements with the main agencies.

 

WHY PGB

 
 
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KEY
FUNCTIONS

1. NEW FUNCTIONALITY: Disclaimer approved by the Recipient as documentary evidence for FENIN. Functionality approved by FENIN.

When a Receiver requests a Grant, a mandatory Disclaimer text (individual for each company by his Legal Department) must be approved.

The request is received by the Sponsoring Company that (if applicable) accepts it by assigning a maximum economic amount (visible to the Agency) for such Grant.

PGB generates a PDF that includes:

  • Name and surname, position and institution of the Health Care Professional (Head of Service / Department) who has made the request including date and time it has been sent.
  • Disclaimer text accepted by it.
  • Name and surname, position of the person in charge of the Sponsoring Company that has accepted the request including date and time in which it has been accepted.
  • Details of the event, type of Grant (specialist, resident, others: nurses etc. - Registration, Travel, Accommodation) and amount assigned.
  • Details of the Agency that is in charge of the management of the Educational Grant to the Health Care Professional, who has been appointed by the Head of Service / Department of the Health Institution without knowledge of the Sponsoring Company.
  • Possibility of segmented export: ZIP folders can be exported with all PDF documents.

2. NEW FUNCTIONALITY SVE Integration – Events Validation System - Code of Ethics of the Health Technology Sector

PGB has API integration enabled with the FENIN Event Validation System, a functionality that had been requested by all Companies since the beginning of the application of the Code.

Through this integration, the Sponsoring Companies, at the time of evaluating the Request to accept or reject, will be able to check if the event - with its visible traffic light - is approved by FENIN without having to visit the website of FENIN Code of Ethics to verify its state.

This new functionality will greatly facilitate the task of acceptance by the Sponsoring Companies by reducing time and work flows for all, thus maintaining PGB's commitment to the guidelines set forth in the FENIN and MedTech Code of Ethics.

3. Traceability of the entire process

Monitoring of all processes

Management status updated in real time of the process of receiving the registration vouchers - travel - accommodation of the participant.

4. Private area of each Participant

Where all the registration vouchers - travel - accommodation are uploaded and stored.

5. Constantly updating

Since its launch in February 2018, PGB has added many new functions in response to our customers' suggestions, in order to offer a platform that covers all their needs.

6. Complete Management Area

The Grants by the Sponsoring Company are updated in real time each time the Agency enters the amount in its PGB area. Global or segmented budget is available by Division or Department.

DOWNLOADS

 

PGB Presentation

Download

FAQs

¿Does PGB offer an automated system as a documentary evidence?
Yes.
The process and the PDF document generated by PGB when a company accepts a Grant request has been supervised by FENIN, which has confirmed that it is valid as documentary evidence.
PGB generates a PDF document that is stored in each accepted application that can be exported individually, or by event or by HCO, avoiding the old slow and cumbersome processes of shipments, signatures etc. by the Receivers and legal responsible of each Company.
 
¿Do I have to accept each grant request in whole or I can do it in part?
PGB allows applications to be accepted in whole or in part: either by reducing the number of requested Grants (e.g. request for three specialists and acceptance of two) or by concepts (e.g. request for travel accommodation registration, and only acceptance of registration)
 
I have a Grant request and I must know the budget planned for that action. Can I contact my Agency through PGB?
Yes.
In each request there is the tab “Agency Quote Request”. Once you have clicked, PGB sends and email automatically in copy to the person in charge of the Agency and the person in charge of the Company with all the details regarding the event, receiver, type of help requested etc.
 
¿Does PGB have the possibility to also include my own events, not third parties, in order to have a single platform that integrates all my processes?
This has been a functionality that has been requested by many Companies, and we plan to have this new area in the second half of 2020.
 
My Company manages the area of Spain and Portugal. Is PGB ready to offer adequate service to Portuguese Health Care Professionals?
Yes.
PGB is available in three languages: Spanish, Portuguese and English, to operate both in Spain and in the Portuguese and EMEA markets.
 
¿Do I have to always be connected to PGB to know if we have received new applications?
No.
In each company profile, you can customize your notifications, which you can configure in order to receive an automatic email every time your Company receives a request for a Grant.
 
¿How can I know if I am registered as a Sponsoring Company for a specific Receiver?
The Company can check the Departments that are active in PGB (main menu “Configuration” -> Departments”) for the Company and register (accept / reject) in each of them.
It is possible to search / filter by hospital, department / specialty, head of department, city, etc. and export the complete list in Excel format.
It is possible to cancel a register, changing the status from “Active” to “Inactive” and then reactivate if desired.
 
Our Company manages many divisions and specialties. Is PGB ready for multi-division management?
Yes.
The Company can manage the divisions (main menu “Configuration -> Divisions”) and assign its users by division and / or specialty.
And you can custom functionalities so that some specialty is shared by more than one division.
 
I must comply with the regulations of the Code of Ethics. Do I receive any name or information related to the final HCP to attend an event?
No.
When the Company receives a new request, only the details of the Receiver (example: department of specialty XX of the YY hospital), the details of the event and type of Health Care Professional (specialist, resident, etc.) are indicated without including before or after any reference to the details of the potential Participant.
 
We work with more than one Agency depending on the type of event. Is it possible to choose an Agency for each request?
Yes.
PGB has a multi-agency mode, so that the Company, before accepting a certain request, can select the agency that best suits its interests or depending on the type of event.
I am aware of the application of the new Code of Ethics, but what exactly is it?
The Code of Ethical Business Practice of the Medical Technology Sector - FENIN includes the modifications approved by MedTech Europe, and it has been implemented in Spain since January 2018.
The Code of Ethics basic premise is that a Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants.
In summary, Companies can no longer make direct invitations to professionals to attend a certain event.
 
¿Are all events subject to the new Code of Ethics?
No, there are some exceptions in which a company can directly invite.
Main exceptions:
Company's own courses: e.g. The Company can directly invite a Health Care Professional to the internal course where specific techniques or procedures for materials of the company are explained.
Practical courses e.g. cadaver lab or specimen surgery: The Company can directly invite a Health Care Professional whether the Practical Course is owned by the Company or if it is organized by a third party such as a Hospital or a Medical Society.
 
Is there any professional requirement to apply for and receive an Educational Grant?
The Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants, so if you develop your professional activity in a one-person framework without being bound by contract or Professional agreement with any legally constituted entity: you could not receive Educational Grant because the Company would know to whom this Grant is intended.
But any legally constituted private practice that is not (as a general rule) of a constitutional can be a Receiver and request / receive Educational Grants.
 
¿Do I have to pay taxes for the Aid granted in my income tax statement as a Taxation in kind (limited to Spain)?
No.
Not subject to taxes, as it is stated in the Article 44 of the Regulation of Income Tax for Individuals amended December 30, 2017.
BOE Link (updated December 30, 2017)
https://www.boe.es/buscar/act.php?id=BOE-A-2007-6820
CHAPTER III
Taxation in kind
Article 44  
The studies provided by institutions, companies or employers and financed directly or indirectly by them for updating, training or recycling will not be considered in kind remuneration for the purposes of article 42.2.a) of the Tax Law of its personnel, when they are required by the development of their activities or the characteristics of the jobs, even when their effective provision is made by other persons or specialized entities. In these cases, the expenses of locomotion, maintenance and stay will be governed by the provisions of article 9 of these Regulations.
For the purposes of the provisions of the preceding paragraph, it will be understood that the studies have been arranged and indirectly financed by the employer when they are financed by other companies or entities that sell products for which it is necessary to have adequate training by the worker, provided that the employer authorizes such participation.
 
¿Is there any professional requirement to apply for and, where appropriate, receive Educational Grants?
The Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants, so if you develop your professional activity in a one-person framework without being bound by contract or Professional agreement with any legally constituted entity: you could not receive Educational Grant because the Company would know to whom this Grant is intended.
But any legally constituted private practice that is not (as a general rule) of a constitutional can be a Receiver and request / receive Educational Grants.
Most of my time is dedicated to Health Care labor and I do not have much extra time to manage Educational Grants applications. Does it take a long time to apply for a Grant through PGB?
Less than 5 minutes maximum.
In the "applications" section select the Sponsoring Company, select the event, choose if the participant is a specialist - resident - other: nurse, etc., number of them attending the event, type of Grant (registration - travel - accommodation) and pre-assign who or whom will be the Health Care Professionals of your department who will attend the event in case the application is accepted ... and "send".
 
¿Can I change Participants once the Educational Grant has been accepted by the Sponsoring Company?
Yes.
Simply enter the tab of the Aid granted, click on “assigned”, cancel the health professional chosen at first and add the new one.
The system only allows this action to be carried out if the initial Health Care Professional has not yet received any proof of registration, travel, accommodation etc. in his private area PGB.
 
I want to have control over the costs that have been used for the different events attended by Health Care Professionals from the department that I manage. Is it possible to have it through PGB?
Yes.
You have a control area where you can check the following information:
total or segmented number of specialists, residents etc. who have attended the different events.
Export possibilities in Excel or PDF format.
- possibility of establishing comparisons for years and / or events.
 
¿Do I have to always be connected to PGB to know if we have received new applications?
No.
Like the Sponsoring Company, in your Receiver profile you can customize the automatic notifications, which you can configure to receive an automatic email every time a request for Educational Grant has been accepted.
 
¿How can I sign up for PGB?
Only Heads of Department, Managers or HCO Managers etc can request to be registered in PGB.
¿Why? Because they are the ones who will send the applications for Educational Grants and choose, among their Health Care Professionals, those who will attend the event in case the Grant is accepted.
Process: You must first confirm that your potential sponsoring companies are PGB users, and if so, you will have to enter our website
go to the "registration" tab and fill in the corresponding form.
You will receive the access codes for your private PGB area within 48 hours.
 
If I am traveling, or on vacation... how is PGB managed from my department?
In the main menu you have a “users” tab where you can register those users that you designate to manage PGB in parallel or in your absence.
These users can be canceled at any time by you
¿Does PGB compels you to work exclusively with a specific agency?
No.
PGB has framework agreements signed with the main Travel Agencies, but not exclusive.
Any Company is free to choose the Agency that most fits their interests to operate through PGB.
We carry out online training for the different agencies that are users of our platform. Nowadays, more than 20 agencies are operating through PGB.
 
¿How do I send vouchers to the final participant?
Through the Private Area of each of them.
You just have to simply upload the voucher to the Participant's private area and PGB sends an automatic email to the Participant including the voucher as an attachment. All your vouchers will always be available at their personal private area.
 
¿How can I contact the Participant who is the recipient of an Educational Grant?
In each section of new accepted Grant, you have access to the Participant's contact details, which her / his department has filled in to be shared exclusively with the Agency in charge of managing the grant.
 
I have Cost Centers assigned by the Company we work with, according to the different departments/divisions that manage the corresponding Grants. Can I assign the cost center for each cost?
Yes.
We can program the different Costs Centers individually for each department - division.
I am aware of the application of the new Code of Ethics, but what exactly is it?
The Code of Ethical Business Practice of the Medical Technology Sector - FENIN includes the modifications approved by MedTech Europe, and it has been implemented in Spain since January 2018.
The Code of Ethics basic premise is that a Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants.
In summary, Companies can no longer make direct invitations to professionals to attend a certain event.
 
¿Are all events subject to the new Code of Ethics?
No, there are some exceptions in which a company can directly invite.
Main exceptions:
Company's own courses: e.g. The Company can directly invite a Health Care Professional to the internal course where specific techniques or procedures for materials of the company are explained.
Practical courses e.g. cadaver lab or specimen surgery: The Company can directly invite a Health Care Professional whether the Practical Course is owned by the Company or if it is organized by a third party such as a Hospital or a Medical Society.
 
Is there any professional requirement to apply for and receive an Educational Grant?
The Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants, so if you develop your professional activity in a one-person framework without being bound by contract or Professional agreement with any legally constituted entity: you could not receive Educational Grant because the Company would know to whom this Grant is intended.
But any legally constituted private practice that is not (as a general rule) of a constitutional can be a Receiver and request / receive Educational Grants
 
¿Do I have to pay taxes for the Aid granted in my income tax statement as a Taxation in kind?
No.
Not subject to taxes, as it is stated in the Article 44 of the Regulation of Income Tax for Individuals amended December 30, 2017.
BOE Link (updated December 30, 2017)
https://www.boe.es/buscar/act.php?id=BOE-A-2007-6820
CHAPTER III
Taxation in kind
Article 44 
The studies provided by institutions, companies or employers and financed directly or indirectly by them for updating, training or recycling will not be considered in kind remuneration for the purposes of article 42.2.a) of the Tax Law of its personnel, when they are required by the development of their activities or the characteristics of the jobs, even when their effective provision is made by other persons or specialized entities. In these cases, the expenses of locomotion, maintenance and stay will be governed by the provisions of article 9 of these Regulations.
For the purposes of the provisions of the preceding paragraph, it will be understood that the studies have been arranged and indirectly financed by the employer when they are financed by other companies or entities that sell products for which it is necessary to have adequate training by the worker, provided that the employer authorizes such participation.
 
¿Is there any professional requirement to apply for and, where appropriate, receive Educational Grants?
The Company can neither decide nor influence the decision of who will attend a certain event with one of its Educational Grants, so if you develop your professional activity in a one-person framework without being bound by contract or Professional agreement with any legally constituted entity: you could not receive Educational Grant because the Company would know to whom this Grant is intended.
But any legally constituted private practice that is not (as a general rule) of a constitutional can be a Receiver and request / receive Educational Grants.
¿How do I sign up for PGB?
The department or area of your Health Institution is the one who will register you in PGB as a Participant and potential attendee to an event in case the Educational Grant has been accepted by the Sponsoring Company to whom it has been directed.
When your department register you, you receive an automatic email from PGB with the access codes to your private area.
You must enter, change password and update your profile including even if you want the details of your points cards or seat preferences etc.
 
¿How can I request an Educational Grant- registration and / or travel and / or accommodation - to a specific Sponsoring Company to attend an event?
You cannot do it directly.
All Requests must be managed by the head of the department or responsible of the department that has been registered to PGB.
The Department director/head (or any person authorized by him/her) will be the one responsible for managing PGB for his department or institution and making requests for Educational Grants to the Sponsoring Companies, assigning the Health Care Professionals who would be the recipients of the Grant
Each time an Educational Grant is granted and the Head of Department has appointed you as a Participant, you will receive an email notifying you that the Educational Grant has been given to you - registration and / or travel and / or accommodation - to attend the event XX, and that you already have all the details related to it in your private PGB area.
 
¿What is my private PGB area?
Each time you receive an email notifying you that a new Educational Grant has been granted, you must enter PGB and fill in the necessary fields to process it correctly:
e.g. Registration section if you are a member or not of the Medical Society that organizes the event in case it is ex. National Congress, in the Travel section, fill in round trip date and preferred method of travel (train, plane ...) etc.
The Agency in charge of managing your Educational Grant (commissioned by the Sponsoring Company) will upload the vouchers - registration and / or travel and / or accommodation - to your private PGB area where you will always have them available.
However, and to further facilitate the process, PGB sends you an automatic email with each voucher that the agency has uploaded to your private area.
 
But is it all online? Can I contact the agency to comment or ask in relation to the aid granted?
In your private area: the details of the Agency are always available and updated so that you could contact them at any time.
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CONTACT

MADRID
C/ Argentina 12, nave 8
28806 - Alcalá de Henares, España
BARCELONA
C/Nápoles 187 2º
08013 - Barcelona, España
LISBOA
Centro Empresarial de Carnaxide
Av. Tomas Ribeiro 47 - Carnaxide, Portugal

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