We believe travel is a force for good. This is especially true in the health science world, where every trip has the potential to spark innovation, foster collaboration, and even save lives. From training doctors on cutting-edge medical devices to discussing breakthrough therapies at global congresses, the travel health science employees undertake plays a vital role in shaping a healthier future for all of us.
It may not be brain surgery, but coordinating trips for health science companies is no simple task. Not only do they coordinate travel for their employees but also for the healthcare professionals (HCPs) they invite to educational seminars, medical conferences, clinical trials, and product launches.
Because HCPs must adhere to various rules when traveling – staying compliant with regulations like the Sunshine Act and meeting specific reporting requirements – managing their travel can be quite complex. That’s why many health science companies rely on experienced travel management companies for support.
Partnering with a company that offers a robust compliance program and staff trained in healthcare regulations is a smart choice. It’s one of the reasons 60% of the top 15 companies in the healthcare sector trust American Express Global Business Travel (Amex GBT) for its business travel and meetings & events needs.1
To learn more, we spoke with Jenny Crewe, Senior Director, Strategic Meetings Account Management, Europe and Asia Pacific, about why health science companies team up with Amex GBT.
1. We offer white-glove service, designed to meet your unique needs.
Smaller travel and meetings companies often face challenges in delivering consistent customer support due to limited staffing and geographic presence. They may also lack the resources to provide round-the-clock assistance, leaving clients stuck without help during off-hours or weekends.
That’s never an issue with us. With teams in over 140 countries equipped with the same advanced technology and comprehensive training, we provide a seamless, globally consistent user experience – no matter where you are or what time zone you’re in.
Whether you need assistance arranging travel for one or 100, handling a minor itinerary change or an emergency, we’re here to help – anytime.
What’s more, our health science clients can enjoy access to specialized support tailored to their specific travel needs.
“We provide our health science clients a dedicated ‘specialty service pod’ of traveler counselors and meeting specialists who are well-versed in healthcare regulations and can meet the unique needs of this sector,” Jenny explained.
Need assistance with getting a group of doctors from around the world to a drug launch? We’ve got you covered. Wondering if the trip you’re arranging for an HCP meets government regulations? We’ll make sure it is. Have an employee stranded at the airport? We’ll help get their trip back on track.
And we make it easy to get help fast – even when a widespread outage or global incident causes a surge in call volume. Because of our size, we can flex resources to meet the demand.
We can offer you the best suppliers and amazing deals.
With the numerous rules governing HCP travel, health science companies must meticulously vet venues and suppliers that align with their commitment to compliance. This process can be both time-consuming and burdensome, which is why many of our health science clients rely on our carefully vetted suppliers.
“We have a rigorous onboarding process for every single supplier we use that has gone through our checks internally, saving our clients a lot of time,” Jenny said.
Have your own preferred suppliers you’d like to use? No problem. We can integrate their rates into our technology so that our travel counselors and meeting planners worldwide can access and book them seamlessly.
If you don’t have coverage in a specific region, you can tap into our extensive network. And when you do, you can also access the incredible deals we’ve negotiated. We can save clients up to 20% on top air routes and up to 50% on some hotel properties – and secure discounted tickets to global congresses too. 2,3
“Sometimes our competitors use our size against us. ‘Oh, you’re just a small fish in a big pond,’ they say, but because of our size, we have a lot of influence. That’s a huge benefit,” Jenny said.
The other great thing about Amex GBT’s size? It enables us to effectively advocate on our clients’ behalf – even when things look bleak.
“When COVID-19 hit and events were canceled, we were able to negotiate with many suppliers, such as hotels and congress registration services, to have a credit. This way, when meetings and events picked up again, we could use the credit against future spend,” Jenny said. “We saved our clients millions, whereas had they booked directly with a venue, they may not have been able to get a refund or credit.”
2. We’ll help you avoid risks – compliance is at the core of everything we do.
For health science firms, compliance is imperative. As Jenny highlights, failing to adhere to regulations governing expenses for HCPs can result in substantial fines. We’re talking about millions of dollars. So, it’s critical to choose a travel and meetings partner that follows all the rules.
This is an area where we shine. “When you go through us, you can trust us to operate at the highest levels of compliance,” Jenny said.
With our history as part of a consumer financial organization, compliance is embedded in our DNA. By virtue of American Express’s ownership interest, we are subject to the Bank Holding Company rules, enforced by the Federal Reserve System. This positions Amex GBT as the most highly regulated corporate travel management and meetings and events company in the world.
Further proof that we take compliance seriously? Amex GBT was granted the title of Compliance Program of the Year at the 2023 Excellence in Compliance Awards.
This kind of compliance is just what health science companies need to navigate government rules and industry guidelines that guard against any inappropriate influence on HCPs.
As Jenny explains, rules vary by location. Some countries have stricter guidelines, including specific monetary caps for meals or accommodations.
“Generally, venues should be modest. You shouldn’t go above a four-star hotel or choose a resort – although there are some exceptions like the Middle East, where the expectation is for five-star-level luxury,” she said. Hotels with leisure facilities like a spa or casino are typically discouraged as well.
Our specially trained travel counselors and meeting planners can help you navigate industry guidelines to avoid any perception of impropriety. Then, once everything is arranged and paid for, we’ll assist you in tracking and reporting expenses exactly as government regulations require. (See the next point below.)
We make transfer of value reporting a hassle-free process.
When inviting HCPs to attend one of their events, health science companies must disclose every payment and benefit they provide, commonly known as a transfer of value (ToV). TOVs may include travel, meals, direct compensation for serving as a speaker, consulting fees, and more.
Our team takes great care to make sure every detail is meticulously captured for TOV reporting compliance. This includes tracking the costs of flights, hotels, and ground transfers, as well as calculating meal expenses – right down to a cup of coffee and afternoon snacks.
“Some of this can now be done electronically through the HCP’s badge; other times, through an app; but if necessary, we will use spreadsheets to keep track,” Jenny said. “When the event’s finished and we come back to the office, we can report back with confidence on how much was spent.”
Another reason health science companies like working with us? Because we’re totally transparent about our fees.
Say you’re arranging a trip for an HCP to a global symposium. Some agencies do not offer a full breakdown of costs so it’s not clear if they have earned commission or applied markups. Because of these hidden financials, you’re unable to report accurately on what you’re spending on an HCP.
“But if you booked through us, we’ll say, ‘OK, it’s $600 for air, $400 for lodging net of commissions, $200 for food, and this is the fee for our services. We break it all out so it’s completely transparent, making it easy to report the expenses,” Jenny explained. “Governments require that level of detail.”
We’re here to help when there’s an emergency.
Whether during a global emergency or for routine travel, we make it easy to manage any travel challenge – with 24/7 support just a tap or call away. If a flight is delayed or canceled, our proactive flight-monitoring technology notifies potentially affected travelers and provides immediate rebooking assistance – any time, day or night.
We also offer risk management services for both business travel and meetings & events, making it simple to locate and communicate with employees and HCPs during a crisis.
“If a volcano’s erupted or an earthquake has hit, we know who and where you are,” Jenny said. “Because we collect HCPs’ contact and emergency information during a secure registration process, we can instantly generate a report showing: ‘These individuals are in this country, and here’s how to reach them.’”
When there’s an emergency, we also go the extra mile to bring our clients’ travelers back home safely.
As an example, Jenny shared a story of when one of Amex GBT’s health science clients invited a group of HCPs to a meeting in Istanbul. Because it was a shared account, some of the HCPs’ trips were arranged by other travel providers – even though they were all attending the same event. When an earthquake hit Istanbul, the other provider lacked emergency support services to help get them out of the city.
“As we were on the phone helping the HCPs whose trips we booked, the others were saying, ‘We need help to get out,’” Jenny recounted. “So, we offered our assistance, even though they didn’t book through us originally. We know this was highly appreciated by our customer.”
That’s the kind of support you need when things get tough. That’s the kind of support we deliver when it really matters.
Now discover more about how we can support you.
1 Amex GBT internal reporting based off Yahoo Finance data 2024.
2 Based on Amex GBT contractual agreements and availability for 2024. Program content is subject to change without notice. All discounts depend on route and class. Air savings reflect the average gross fare difference expressed as a percentage from booking a Preferred ExtrasÔ fare rather than the equivalent published fare. Equivalent refers to the same or better for fare terms and conditions.
3 Based on Amex GBT contractual agreements and availability for 2024. Program content is subject to change without notice. Individual results may vary. Additional terms may apply. Some rates inclusive of Wi-Fi and breakfast, with many offering additional value-adds.
