M3GR, QQFS Qualitative Cancellation or Rescheduling Policy

Schedule - Upon receipt of the schedule of availability, respondents can pick any time that falls into that schedule, and any time booked on the schedule is considered confirmed.
Rescheduling – if the client requests that a scheduled interview be postponed/rescheduled, Med Planet will charge:

Incentive:

> 2 business days before interview - No incentive will be charged, provided that if the respondent is a KOL or a payer then 50% of incentive will be charged.
1-2 business days before interview - 50% of incentive
Within 1 business day of interview - 100% of incentive

Recruitment:

25% of the recruitment fee, unless the respondent cannot reschedule - in which case, Med Planet will charge 100% of the recruitment fee and replace that candidate at the agreed pro-rata recruitment rate.

Cancellation – if a client has requested that a scheduled interviewee be cancelled, Med Planet will charge:
- Incentive:
- Recruitment:
Facility cancellation/rescheduling fees – Facility cancellation and rescheduling fees will depend upon the facility. Med Planet reserves the right to charge for the full cancellation and rescheduling fees based on the facility's terms and conditions.
Moderation – If the client cancels an interview:
- Less than 48hrs prior to appointment, the cancellation fee is (i) 100% of the moderation costs for a face to face interview, or (ii) 50% of the moderation costs for a telephone interview.
- More than 48hrs prior to appointment, the cancellation fee is 50% of the moderation costs for face to face interviews only.
Simultaneous translation for phone interview  – If the client cancels an interview:
- Less than 48hrs prior to appointment, the cancellation fee is 100% of the simultaneous translation costs.
- More than 48hrs and less than a week prior to appointment, the cancellation fee is 50% of the simultaneous translation costs.
Simultaneous translation in facility  – If the client cancels an interview:
- Less than a week prior to appointment, the cancellation fee is 100% of the simultaneous translation costs.
- More than a week prior to appointment, the cancellation fee is 50% of the simultaneous translation costs.

Japan - Qualitative Cancellation or Rescheduling Policy

Schedule - Upon receipt of the schedule of availability, respondents can pick any time that falls into that schedule, and any time booked on the schedule is considered confirmed.
Rescheduling – if the client requests that a scheduled interview be postponed/rescheduled, Med Planet will charge:

Incentive:

> 2 business days in JST before interview - No incentive will be charged, provided that if the respondent is a KOL or a payer then 50% of incentive will be charged.
1-2 business days in JST before interview - 50% of incentive
Within 1 business day of interview in JST - 100% of incentive

Recruitment:

25% of the recruitment fee, unless the respondent cannot reschedule - in which case, Med Planet will charge 100% of the recruitment fee and replace that candidate at the agreed pro-rata recruitment rate.

Cancellation – if a client has requested that a scheduled interviewee be cancelled, Med Planet will charge:
- Incentive:
- Recruitment:
Moderation – If the client cancels an interview:
- Less than 48hrs prior to 9 am JST of the interview date, the cancellation fee is (i) 100% of the moderation costs for a face to face interview, or (ii) 50% of the moderation costs for a telephone interview.
- More than 48hrs prior to appointment, the cancellation fee is 50% of the moderation costs for face to face interviews only.
Simultaneous translation for phone interview  – If the client cancels an interview:
- Less than 48hrs prior to 9 am JST of the interview date, the cancellation fee is 100% of the simultaneous translation costs.
- More than 48hrs and less than a week prior to appointment, the cancellation fee is 50% of the simultaneous translation costs.
Simultaneous translation in facility  – If the client cancels an interview:
- Less than a week prior to appointment, the cancellation fee is 100% of the simultaneous translation costs.
- More than a week prior to appointment, the cancellation fee is 50% of the simultaneous translation costs.
Require approximately one week after receiving screener to start recruiting.
Interviews are usually conducted
- After normal working hours from about 6pm – 10pm JST
  - US - (5am - 9am EDT/2am-6am PDT)
  - UK - (10am - 2pm BST/ 9am – 1pm GMT)
- Weekend: 10am-6pm JST
  - US- (9pm-5am EDT/6pm-2am PDT)
  - UK-(2am-10am BST/1am-9am GMT)
Interviews will be conducted in-language only. This is the language the Health Care professionals are comfortable with which will ensure complete understanding of the questions and provide more actionable in-depth data.
LOI of 60 mins is preferred.
Recruiting can take up to 10 business days (depending on the specialty target and number of interviews).
Once recruiting has begun, changes in projects specs (dates, location, etc…) are STRONGLY discouraged.
For Webcam interviews – Webcam interviews are not recommended due to personal data protection policy. HCPs are reluctant to join webcam interview in Japan.
Suggested Platform: QualStage, Zoom, Teams.

China - Qualitative Cancellation or Rescheduling Policy

Normal preferred time for Interviews:
- Weekdays: 6pm-10pm CST / lunch hours 12pm-1pm CST
  - US-(6am-10am EDT/3am-7am PDT)/ lunch hours - (12am-1am EDT/9pm-10pm PDT)
  - UK- (11am-3pm BST/10am-2pm GMT) / lunch hours - (5am-6am BST/4am-5am GMT)
- Weekends: 10am-6pm CST
  - US-(10pm-6am EDT/7pm-3am EST)
  - UK- (3am-11am BST /2am-10am GMT)
Ideal length of duration for a interview: 60 mins
Required number of days in advance to book an interview: The physicians tend to forget the schedules if these are booked too early. 1-2 days before the interview are preferable.
Popular methodology: TDI, WATI
Popular platform: Phoneline, Zoom, Microsoft Teams, Tencent Meetings (when clients don’t listen in)
Rescheduling/Cancellation– please inform the local team at least 1-2 days before clients require to change or cancel the schedules.
Penalty: Depending on the cancellation time and respondent type, we will need to pay honoraria to the physicians. Please confirm with the team on project basis.

India - Qualitative Cancellation or Rescheduling Policy

Normal preferred time for Interviews:
- Weekdays: 2pm -5 pm IST / 7pm-10 pm IST
  - US-(4.30am-7.30am EDT/1.30am-4.30am PDT)/ (9.30am-12.30am EDT/6.30am-9.30am PDT)
  - UK- (9.30am-12.30pm BST/8.30am-11.30am GMT) /(2.30pm-5.30pm BST/1.30pm-4.30pm GMT)
- Weekends: 2pm-8pm IST
  - US-(4.30am-10.30am EDT/1.30am-7.30am PDT)
  - UK- (9.30am-3.30pm BST /8.30am-2.30pm GMT)
Ideal length of duration for an interview:<=60 mins
Required number of days in advance to book an interview: The physicians tend to forget the schedules if these are booked too early. 1-2 days before the interview are preferable.
Popular methodology: TDI, WATI, F2F(except pandemic time)
Popular platform: Phoneline, Zoom
Rescheduling/Cancellation– please inform the local team at least 1-2 days before clients require to change or cancel the schedules.
Penalty:Depending on the cancellation time and respondent type, we will need to pay honoraria to the physicians. Please confirm with the team on project basis.