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The Challenge

Medical device companies face common KOL management challenges:
  • Scattered data: KOL information lives in spreadsheets, CRMs, and email threads
  • No engagement history: Hard to track who contacted whom and when
  • Manual tiering: Subjective classification without data-driven criteria
  • Event coordination: Difficulty matching the right KOLs to the right events
  • Compliance gaps: Inconsistent documentation of interactions

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How MedStrato Helps

MedStrato provides a unified platform to manage the entire KOL lifecycle:

Centralized Database

Store all KOL profiles with professional details, engagement history, and AI insights in one place.

Smart Tiering

Classify KOLs into Tier 1/2/3 based on influence, expertise, and engagement potential.

Activity Tracking

Log every interaction—calls, emails, meetings—with timestamps and notes.

AI Recommendations

Get AI-generated product alignment scores and event recommendations for each KOL.

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Step-by-Step Workflow

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Step 1: Build Your KOL Database

Option A: Manual Entry
  1. Go to KOL from the main navigation
  2. Click New KOL
  3. Fill in profile fields:
    • Name, title, institution, department
    • Specialties and expertise areas
    • Contact information (email, phone, LinkedIn)
    • Tier classification and engagement level
Option B: Bulk Import via CSV
  1. Download the CSV template from Import KOLs
  2. Fill in required fields: full_name, specialties
  3. Add optional fields: email, institution, tier, engagement level
  4. Upload and validate—import up to 100 KOLs at once
Start with your top 50 KOLs. You can always add more later.

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Step 2: Tier Your KOLs

Use a consistent framework to classify KOLs:
TierDefinitionTypical Engagement
Tier 1Global thought leaders, top journal authors, conference chairs1:1 strategic partnership, advisory boards
Tier 2Regional experts, active researchers, society membersAdvisory boards, speaker programs
Tier 3Emerging voices, clinical practitionersEducational events, peer-to-peer programs
In MedStrato:
  1. Open a KOL profile
  2. Set the Tier field (Tier 1, Tier 2, or Tier 3)
  3. Set Engagement Level (High, Medium, Low)
See KOL Tiering Methodology for a detailed framework.

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Step 3: Log Interactions

Every touchpoint matters. Use Quick Actions to log activities:
  1. Open a KOL profile
  2. Click Quick Actions
  3. Choose the interaction type:
    • Made Contact: Phone calls or direct contact
    • Sent Email: Email communications
    • Meeting: Scheduled or completed meetings
    • Follow-up: Mark for future action
  4. Add optional notes and date
All interactions appear in the KOL’s activity timeline.

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Step 4: Leverage AI Insights

MedStrato AI analyzes each KOL profile to provide:
  • Product Alignment: Which products match this KOL’s expertise? (High/Medium/Low relevance)
  • Event Recommendations: Which upcoming events should this KOL attend?
  • Campaign Suggestions: What outreach would resonate?
To view AI Insights:
  1. Open a KOL profile
  2. Click the AI Insights tab
  3. Review recommendations and take action

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Step 5: Engage Through Events and Campaigns

Add KOLs to Events
  1. Go to Events → select an event
  2. Click Attendees tab → Add Attendee
  3. Search and select KOLs from your database
  4. Assign roles (speaker, panelist, attendee)
Add KOLs to Campaigns
  1. Go to Campaigns → select a campaign
  2. Click Audience → Add Recipients
  3. Select KOLs or filter by tier/specialty

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Step 6: Monitor and Iterate

Track engagement metrics across your KOL portfolio:
  • Response rates: How many KOLs respond to invitations?
  • Event participation: Who attends repeatedly?
  • Engagement trends: Is engagement level increasing or decreasing?
Use filters in the KOL list to segment by:
  • Tier
  • Engagement level
  • Event history
  • Invitation status

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Real Results

Companies using MedStrato’s KOL management typically see:
  • 40% reduction in time spent on KOL data management
  • Improved visibility into engagement history across team members
  • More consistent tiering and prioritization

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Get Started

Create Your First KOL

Add a KOL profile manually with full details.

Import from CSV

Bulk import your existing KOL database.