Base Data Profiling

Tu t o r ia l

1
Part 1 - The Basics

Important Terms

Base Data (BD)

Key Opinion Leader (KOL) and Market Access (MA)

MA Market Access - Civil Servants and Medical related

state employees

Stakeholders = KOL and/or MA

We just use the word "stakeholder" to avoid formulations

like "KOL and/or MA".

Primary Affiliation (PA)

Properties = Fields in Kolibri

KOL and MA (Market Access) = Stakeholders

Objects (e.g. Person, Hospital, Event, etc.)

Links in Kolibri main structure. Objects are created but if they are not linked somehow to
each other the data gathered for them is meaningless

2
Kolibri what is that?

Kolibri is the program where you will fill in

the data found

The name of the program comes from

combining KOL and Library

You need special java 32bit or 64 bit

depending to the windows version. You need
the most actual Java version.
If you have Macintosh, please get in touch
with your supervisor and inform him. He /
She will give you further instructions.
You can download Java using the following
link:
http://www.java.com/de/download/manual.
jsp
Please use the following link in order to
download Kolibri: https://outbox.mederi-
research.de/kolibri/Login

Please use the link above, so you can

download the current version each time when needed

Use your Username and Password to log in. If you have not received them yet, please get in
touch with your Supervisor and he / she will help you out further.

3
 Kolibri what is new?
1. Task are assigned through the Workflow (WF).

You can start the workflow by:

1. Open Kolibri
2. Choose 0 (Global Universe)
3. Choose a project (usually you will know for which project there is a task assigned)
4. From the main Kolibri mask Menu Function Show Assignments
5. The main WF Window is loaded.
6. Position the mouse over the grey field of Task and click the right button of the mouse
7. From the drop down menu select Base Data Profile and then click the Load button which is at
the bottom of the WF main window.
8. A list will load and you can take any assignment with status open

!!! In case you open an assignment and cannot deal with it at the moment, once you close the assignment
window (not the main window where all tasks are listed, but the one that you have just opened for the
specific KOL) DO NOT FORGET to click stop processing and then disallocate this procedure is ONLY
when you have opened an assignment but for some reason cannot deal with it at the moment.

If you have any further questions, please let your supervisor know.

4
Which properties belong to Base Data Profiling?

Title

Last Name

First Name

Profession

Specialty

Medical Background

Sex

Year of Birth

CV Web Source

Comment

Profiling Researcher

Last profiled on

Primary Affiliation

Link to Project

5
What you need to search for

We, as researchers, are like a team

of fabric workers. It is really good
to be a perfectionist, but efficiency
is the thing we should try to be
Base data for the person
perfect at. In most of the cases 20
minutes
Title are enough to find a Base Data. If you,
though, find Base Data after 2 minutes, do
Last Name not wait 18 minutes to fill the maximum of 20
. Just go further with the next KOL/MA
First Name

Profession

6
 Specialty (when you have chosen one of the following professions: Physician, Healthcare
Professional, Researcher)

Medical Background (when you have chosen one of the following professions: Civil Servant,
Healthcare Official, Industry Official, Journalist, Patient Official, Payor Official)

Sex

Career Status

CV

Where does the KOL work?

Please pay attention to the fact that we are interested in Medical Affiliations and not in private
contact details

Primary Affiliation CURRENT WORKING PLACE

ONLY one PA in Kolibri, choose YES

All other affiliations should be marked with NO

PA could be Private Practice, Hospital Department, University Department,

Association/Association Department

PA could be also a Hospital or University just in the case when the

stakeholder is Head of.

Please be aware of the PA priority line: Private Practice (first priority)*

Hospital University Association (last priority)
Exception of Priority line for Germany and Austria for Head of Departments
which also have private practice where they have no fix working time and treat
private paying patients.

What is NOT for you to look for and fill in

Association should be linked to the KOL (from you) only if it is his PA. In all other cases, you
might see that the KOL is a member in different associations, but linking to them is a job for
the Full Profiling and you are in the Base Data Team

Other current Hospital and University positions (NON PA ones), Events and Publication are also
NOT part of the tasks of the Base Data Team

7
Hotkeys

Hotkey Function Where to be found

Ctrl+D Duplicate Search * Object Window

Ctrl+E Edit-Mode Object Window

Ctrl+G Geocoding Object Window (where

Geocodes are available)
Ctrl+N Username / Date in the fields Datum in Felder Object Window (People)
Profiling Researcher, and Last profiled on

ESC Close Window Object Window

Ctrl+# Fill the Text Field with #NA Text field in Object Window

Ctrl+U Capitalizes first letter of object names (only Object Window

words with 4 or more letters). Highlight the text
with your mouse, then press Ctrl/Strg+U
Ctrl+Q Fill relevant fields with standard values Text field in Object Window

* The duplicate check does not always work as needed. So please do not rely on it. Instead, always
make sure to check by searching and try to avoid creating duplicates.

8
Part 2 - Properties (Fields) in Kolibri in details

Title

You need to choose between:

#NA in case that the KOL has no medical title /does not have medical education resulting in
Doctor or Professor Title/

Dr. Medical Doctor. In the different countries there are different abbreviations for Dr. but
in Kolibri they all should be classified as Dr. - MD, Dr., MUDr., DDr., Dr. rer. nat. (= PhD),
Dott., Dra., PharmD, Dres, etc.

Prof. Dr. People that appear in the sources as Prof. Dr. XY. Please make sure that you
distinguish between Professor as title and Professor meaning in English a tutor at
University. It could be the case that the KOL gives lectures but has a title only Dr. and this
title should be filled in in Kolibri.

Name

Please pay attention to the way the names are written and make sure you fill them in
correctly

When more than one first name exists (Viktor Claus) please fill in the first name and the
second one abbreviated: Viktor C.

Exceptions:

for spanish/portuguese names, please fill in all the names without abbreviations
(Jose Maria)

Russian names translate and fill in the first name with Fathers name, e.g Viktor
Ivanov (first name) Atanasov(last name)

9
Profession

Researchers have their A (Primary Affiliation) ONLY at a University, at a Research Institute

or Market Access Institutions like HTA and conduct research on medical topics. You might
find Researchers also in Research Groups.

Physicians work at a Hospital or in a Private Practice, they have direct access to patient and
their job is to treat these patients. Please pay attention to the fact that under Private
Practice you can find also Group Practice or Medical Center where a couple of physicians
offer their services. In all cases, though, when we talk about Private Practice we have in mind
that the care offered there is outpatient care.

Outpatient care is any health care

service provided to inpatient care is
any health care service provided to a
patient who is not admitted to a
facility. Outpatient care may be
provided in a doctor's office, clinic,
the patient's home or hospital
outpatient

Physicians also research, thats why

they are Key Opinion Leader (only
treating physician are not important
for the purposes of our work) but as soon, as gets contact with a patient, he is
physician. Thats why we have so few Researchers, because these are people in closed
laboratories who only research on something.

10
 Healthcare Professionals here are classified all other medical Professions: Nurses, Dentists,
Psychologists, Psychotherapists, Wound care specialists, Nutritionists, etc.

By Civil Servants are meant state officials or employees in government/public institutions

(e.g. Health Departments, Authorities, etc.).

Industry Officials are employees of Companies or such working in Lobby Groups.

Patient Officials are representative of Patient Association.

Payor Officials work at Payors.

As Healthcare Official are classified commercial directors/heads of/board member of a

Hospital, as well as CEO of medical societies, which are not working as physicians.

Journalist: A person who writes for newspapers or magazines or prepares news to be

broadcast on radio or television

Lawyer: A person whose profession is to represent clients in a court of law or to advice or act
for clients in other legal matters.

Pharmacist: Owner of a pharmacy, Clinical Pharmacists, Pharmacists in Hospitals Pharmacies,

etc. Pay attention to the fact that Pharmacist and Pharmacologist are not one and the same
thing. Be careful not to mixed them up.

Other is a category for professions that do not find an appropriate place among the
professions so far. Such examples are the politicians. This profession is really rarely used in
Kolibri.

For KOL that has retired, you should choose the Profession that he/she practiced before
retiring.

Specialty

Please choose the right specialty (for Physicians, Researchers, Healthcare Professional)
You can press the first letter in order to go quicker to the needed specialty (e.g. C for
Cardiology)
Special Case:
o a KOL has more than one specialty, please choose the most relevant for the Project.
(e.g. if the project is with main focus on cardiology, then choose cardiology over the
other qualifications of the KOL)

11
Medical Background

For the following professions:

Civil Servant
Healthcare Official
Industry Official
Journalist
Patient Official
Payor Official

You need to state a Medical Background.

o Please choose from the menu in Kolibri the appropriate on.

o Base your choice on real information (you have found CV of the KOL, you have found
other sources and they state that the KOL has studied in a specific Medical Area).
o If no Medical Background is to be found, please chose #NA

Please always be aware of the time you spent on research. 15 minutes for easy KOLs, and up to 30
minutes for hard ones, are usually enough to find what you need.

Sex

Choose from the menu either female or male.

If you have any doubts due to unfamiliarity with the first names in some languages, try researching for
it and you will get the idea if the name refers to female or male.

Career Status

Please indicate the status following the instructions:

Emerging

o most likely young and upcoming experts

o Usually up to 40 years old
o Birth Year from 1972 up (including)
o Typically not holding a leading position
o A hint could be a position as assistant physician or the fact that the KOL just recently
started his / her career

12
Peak

o Established expert at his/her career peak - over 45 until age of retirement.

Nowadays, many legal changes are happening

around the countries. This leads to a setting up a different
retirement age. Usually over 65 for men and over 63 for
women. As soon as someone is practicing, he is not retired, even
if he has a title like emeritus professor.

Retired

o Expert is retired
o commonly older than 65 years
o Position: no current primary affiliation. Nevertheless, primary affiliations that are up to four
years past are attached/linked to the KOL and the last one is stated as PA. The career status is
set on retired.

Deceased

o Expert is deceased/has died

o If the status is set, no further profiling is needed
o Please put the Web Link with the evidence in the Comment field
o The KOL does not need a PA, but should still be linked to the project.

13
CV Web Source

Check for web sources that give some background information for the KOL. The CV does not need to
be in PDF or any specific format; neither needs to be completely full in order to be classified as such
for Kolibri. Some elements could help you as a hint to differentiate between CV links and such that
just name and some contact details are stated. For example, some of the most common fields are:

o Identifying Information
o Educational Background
o Professional experience

How do I search for CV?

Use the name of the KOL plus some of the key words
o CV / Curriculum Vitae / Resume
o Biography / Bio sketch
o Filetype pdf
o CV in other languages depending on the origin of the KOL (e.g. Lebenslauf for
German, Austrian and Swiss KOLs)
o Year of birth if you know it or born in (in the KOL origin language)
Please make sure you check for CV Web source, but at the same time make sure that you do
not lose too much time on it.
If no CV Web Source found, please indicate #NA in Kolibri (in Property/Field #CV Web
Source#.

Let me remind you:

when you need to write

#NA, please use the Short
Key Combination Ctrl + F

Profiling Researcher and Last Profiled on

Simply use the Short Key Combination Ctrl + N and Kolibri will automatically fill
in your name and the date. If there was a name already, it will be deleted once
you enter your name. This should not bother you.

14
Do you still have questions? Is there still anything unclear?

If so, please do not ate to contact your supervisor/senior

hesit researcher. Heere for you, to support you, to teach you
/ she is th and he/she s that one they the student will become a
certainly hope master!

15


Part 3 - Institutions

Private Practice

Private Practice (PP) in Kolibri:

Private Practice of one physician

Group Practice of two or more physicians all working in the main medical area
Group Practice of two or more physicians all working in different medical areas
Policlinics

What is common between all of them and what is essential for classifying them as PP in Kolibri:

Outpatient Care - is any health care service provided to a patient who is not admitted
to a facility. Outpatient care may be provided in a doctor's office or peoples homes.
NO INPATIENT CARE only hospitals offer inpatient care which means that they can
offer hospitals beds and stationary patient care.

However, if you find a Hospital Department that is purely outpatient (e.g. policlinic) please
create it in Kolibri as regular Hospital Department and not as Private Practice.

How would be the correct way to name the PP in Kolibri?

This is an issue that is not really set yet. Please read the following, but always follow the reality
and then our consistency requirements for Private Practice names. Ask the Supervisor if
you have problems with this section.

There are two main

cases:

1. The Practice has own name which is stated on its webpage or contact details. In this
case, please create it as it is given (just the name, no company endings like GmbH, Ltd.,
etc.)
This is the case mostly for Policlinics and Group Practices
Example: Ambulatorium und Praxiszentrum Augarten

Kontakt und Lage

ffnungszeiten

Ambulatorium und Praxiszentrum Augarten

Untere Augartenstrae 1-3

16
 2. The Private Practice does not have an official name. Like in the following example:

Dr. med. Werner Bauer

Dr. med. Werner Bauer,Niedergelassener Arzt

Praxis Dr.med. Werner Bauer Facharzt fr Allgemeinmedizin

Limbacher Str. 1 a
84152 Mengkofen
Bayern
Deutschland

Festnetztelefon: 08733/9220-0
Fax: 08733/9220-20

In such cases, please create the name following the example: Name of the
Physician/Physicians Medical Area of Expertise. Do not forget that for languages
based on Latin alphabet, the names should be created in the origin language.
Example: Dr. med. Werner Bauer Allgemeinmedizin

3. Special Case Private Practice in Austria and Germany

The Heads of Clinics and bigger Departments in German and Austrian hospitals often work
for just 2-3 hours in a Private Practice (Privatsprechstunde in ihrer Privatordination ).
Usually they spend there just a few hours per week and the arranged appointments are
for private patients. In such cases you need to pay attention to the following:
The Private Practice should not be taken as PA
The Hospital Affiliation in such cases is taken as PA due to the fact that the KOL spends most
of the time there, treats a lot more patients during the week and has relation to the medical
staff there.

17
Hospital

An institution that
provides medical,
surgical, or psychiatric
care and treatment for
the sick or the injured

Hospital in Kolibri?

As a hospital in Kolibri is classified an institution that:

provides medical, surgical, or psychiatric care and treatment for the sick or the injured
AND
provides inpatient care

The Hospital is treated in Kolibri as a Parent and all the department and divisions as
Department. In other words, we create a Parent link it to the Department and link the KOL to
this Department.

Please remember: Physicians should

be linked to the Department/Division
they work at, and not directly to the
Parent. The exception is made in case
that the KOL is Head of the whole
Hospital

18
 How do I create a hospital correctly?

Please make sure that you always check before creating. It is highly possible that somebody else has
already created the Parent Hospitals and some of the Departments. Make sure that you follow the
logic in naming of already created departments once you decide to create a new one.

It will be useful to check for just part of the name. For example, if you need to find
Universittsklinikum Heidelberg it would be a good idea to search for Heidelberg and check from the
list if the one you need is there. This trick helps you in case that the entry is already in Kolibri but the
Search does not find it (e.g. it the name is not perfectly the same due to typing error)

If you do not find the Parent Hospital

If you find the parent but the department you are looking for is not there, please choose Hospital
from the menu Create New Object.

The logic of creating Parent Hospitals and Hospital Departments is pretty similar. Nevertheless, there
are a couple of differences you need to pay attention to:

Property Institution Subtype should be left empty for the Parent Hospital
Property Institution Subtype choose Department for Hospital Departments
Department should be linked to the Parent Hospital

Phone Number:

For Parent Telephone number of the hospital. Check the main site, if none there,
short research in google with keywords like tel. And just then #NA in case no
telephone number found/exists.
For Department please check if there are contact details of the Department and fill
them in Kolibri. If not, please check and copy from the Parent. In case none exists in
parent or is to be found for the department please fill in #NA
Please be aware of the correct format:
o +Country code + City Code + The rest: E.g. +49 55 12356, +43 1 1998866, etc.
o For Italy, please make sure you leave the 0 in front of the city code: +39 06
23224456
o For all other countries remove the 0 from the city code
If you are not really sure for the country and city code, please google it or check this
http://en.wikipedia.org/wiki/List_of_country_calling_codes

Make sure that you leave no empty spaces in front and

after the phone number. If you do so, Kolibri will not allow you to
save and will let you know that the phone number is not correct.
Make sure you leave 1 emtpy space between the country
code and the city code, as well as 1 between city code and the rest
of the number

19
Email:

Please fill in the email

address:

For the Parent

o Check the contacts or the imprint, or make a quick research in google
o If no general email found, you could also check for email for public relations
o If no Email found please fill in #NA
For the Department
o Check on the webpage of the department
o If none found on the webpage, please check the parent
and copy the email from there
o If E-mail cannot be found neither on the webpage
nor for the parent please fill in #NA

Some emails are not appropriate for Kolibri. Please DO NOT fill in
any of the following:
Webmaster@...
Personal emails (e.g. john.smith@...)
accommodation@uni...
Etc.
If not sure, please ask your supervisor

In this cases, please fill in #NA.

20
 Department name

"[Hospitalname], [Departmentname]"

! Please try to keep consistency in the names of the Departments in one Hospital

Example:

Universittsklinikum Mnster, Klinik fr Psychiatrie und Psychotherapie

Department name with division

Please have in mind that Department has priority over Division when talking about PA. Exception is made when the
department is too broad (for example University Clinic for Internal Medicine)

"[Hospitalname], [Departmentname] [Divisionsname]"

Example:

Hospital Universitario Vall d'Hebron, Centre d'Esclerosi Mltiple de Catalunya - Unitat de

Neuroimmunologia Clnica

Department name with hospital trust/hospital location (campus)

"[Trust Name] [Hospital name], [Department name]"

Example UK:

Oxford Radcliffe Hospitals NHS Trust - Radcliffe Infirmary, Clinical Pharmacology

Example FRA:

CHU de Clermont Ferrand - Htel-Dieu, Maladies infectieuses et maladies tropicales

Example GER:

Universittsklinikum Schleswig-Holstein - Standort Kiel, Klinik fr Ophthalmologie

Exception:

Paris, Marseille
o In these cities there are CHUs, but they are organized in AP-HP [1] and AP-
HM [2]. The hospitals should be created similarly to the previous examples, e.g.

21
 AP-HP - Hpital Necker - Enfants Malades
Charit!
o Charit - Universittsmedizin Berlin, Campus Virchow-Klinikum (CVK), Klinik fr
Allgemeine Pdiatrie: You need to pay attention to the different
addresses/campuses since the clinics belong to different campuses.

Trusts are usually created just for UK, Germany, Italy (A.O.) and France (CHU (Charit or university
hospitals) with more than one location). Hospital chains in Germany generally appear like the
following: "HELIOS Klinikum Erfurt"

22
 University names are usually not part of the
names of the hospitals.

Please check the imprint or ask your Senior

Researcher.

Department name with division + hospital location

"[Trust] [Hospital], [Department] [Division]"

Example:

Universittsklinikum Gieen und Marburg - Standort Gieen, Medizinische Klinik I -

Kardiologie

Special case: Research Group and Laboratory at hospitals

The Research Group or the Laboratory has to be created similarly to a hospital division, but not as a
hospital, but as an Association with subtype Research Group or Laboratory. Afterwards the new entry
has to be linked directly to the parent hospital (and not to the department to which the division
belongs).

Example:

Klinikum der Universitt Mnchen Campus Innenstadt, Institut und Poliklinik fr Arbeits-,
Sozial- und Umweltmedizin Arbeitsgruppe "Experimentelle Umweltmedizin

o The Research Group (Arbeitsgruppe "Experimentelle Umweltmedizin) should be

created with the name showed above

23
 o The Research Group (Arbeitsgruppe "Experimentelle Umweltmedizin) should be
created as Association with subtype Research Group

o Please link the created Association to the Hospital Klinikum der Universitt
Mnchen (Parent = Hospital)

Universittsklinikum Bonn, Medizinische Klinik und Poliklinik I - Immunologisches Labor

o Name of the Laboratory in Kolibri the name should follows the format of the
example above
o Create the Laboratory in Kolibri as Association, subtype Laboratory
o Link the created Laboratory to the Parent Hospital in the example above this would
be Universittsklinikum Bonn

Special Case: University University Hospital

[University] linked to [University Hospital] linked to [University Hospital, Department Name]

This is the only exception to the two-tire rule (Parent - Department) and is applied only for University
Hospitals.

24
KOL-related Data

Has Relation to Hospital

In order to link a KOL to a hospital:

Click add
Search the hospital - if not existing in Kolibri, please create it (there is a button create at
the bottom of the mask)
The hospital data need to be researched or checked for being up-to-date(if already in Kolibri)

Primary:

Choose NO for an affiliation that is not PA

Choose YES for an affiliation that is the PA

From Year:

You do not need to research for it

Just in case you happen to find in somewhere in the research results, you can fill it in
Otherwise, please leave this field empty

To year:

If the KOL does not work there anymore:

o and you know which year he stopped, please fill in the year (e.g.2010)
o and you do not know which year he stopped but you know he definitely does not
work there anymore please fill in #NA
If the KOL still works in this institution please leave this field empty

Position Type:

Assistant Physician
Head of:
o Lead of a department
o Director (medical) of a hospital
Pharmacist
Senior Physician
Nurse
Senior Executive:
o Business lead of a hospital
Therapist:
o Aggregation of all therapeutic functions of a hospital (physio, psycho, nutritional
consulting, diabetes consulting et cetera)
o typically the underlying profession is 'Healthcare Professional'

25
 Other:
o Any other not explicit position
o Very unlikely and rare in Kolibri

Comment:

Just in case you need to clarify something concerning the affiliation with the Department or
the position

Web Source:

Always check for primary web source webpage of the institution where the name of the
KOL might be found and shows the relation between the institution and the person
If no primary link can be found, please use the second best link from publications, official
databases, official physician databases, etc.

Please ask your supervisor/senior researcher if you have any questions.

Linking Process

The linking process should follow the following structure:

University Hospital,
Department X
University University Hospital
University Hospital,
Department X -
Division Y

Universittsklinikum
Schleswig-Holstein - Standort
Kiel, Abteilung fr Kardiologie
Universittsklinikum
Christian-Albrechts-
Schleswig-Holstein - Standort
Universitt zu Kiel
Kiel

26
The linking is NOT supposed to happen as shown here:

University Hospital,
University Hospital, Department X -
University
Department X Division Y

Special case: University University Hospital

Some hospitals develop a structure of departments and divisions whereas not all of them offer
patient care. It might be the case that you find a KOL working in a pure Research Department that
belongs administratively to a pure Hospital.

In such cases, please create the research department as if it was a Research Group in a Hospital. Use
the example for Research Group that we discussed in Special case: Research Group and Laboratory at
hospitals.

What if?

If the KOL works in more than one Division in one Department and is also listed as a member of this
Department:

Create the Department and link it to the KOL. Choose YES in case this is his PA.

In order to check where the KOL works in the hospital, better use the google advanced search instead
of clicking around the divisions to see if you will find the KOL.

27
University
Parent, Departments and Divisions

The logic of creating University and its Departments and Divisions is the same as creating Hospitals.

There are a couple of specifics, though, you need to remember:

Research Groups are created as University departments. If you go back to Hospitals, you will
see that there, the Research Groups are treated as Associations.
When the PA is in University then you can link to division as PA and not to follow the hospital rule
that Department has priority over Division

28
Association

All Institutions that do not fall in the categories Hospital, University and Private Practice are
categorized as Associations in Kolibri.

Creating and linking the Associations to a KOL are part of your job ONLY THEN WHEN:

The association is PA of the KOL this practically means that you have not found the KOL in
any Hospital, University or Private Practice but only in a certain association.

Nevertheless, I would advise you to read carefully the instructions for the Associations in Kolibri. This
would be of a great help for you in order to classify easier and quicker the institutions in Kolibri.

Basic Data

The Contact Information of an Association could be usually found in the "Impressum/Imprint", in

"Contact us" or "About us".

Name

Name of the association in local language (abbreviations should be placed at the end in brackets, but
make sure that there is not already other Association with the same abbreviation). Legal forms (e.V.,
GmbH, Ltd., etc.) should not be used in the name of the associations. An exception of this rule is
made for companies.

Street

Street name and house number names in origin language when the language is based on Latin
alphabet.

NO PO Box or buildings, etc.

Formats for some of the countries, please check here
http://en.wikipedia.org/wiki/Address_(geography)#Street-naming_conventions

City

City in the local language:

Roma instead of Rome or Rom

Praha instead of Prague
Kbenhavn instead of Copenhagen
Mnchen instead of Munich

29
For languages that do not use latin alphabet, please use the English translation. (like we discussed
already, this refers to all name, address, etc. fields):

Sofia instead of
Tokyo instead of
Athens instead of
Abu Dhabi instead of

Postal Code

Postal Codes without the country abbreviations

o Exception the postal code for Slovenia - SI-####
For USA, Canada and Australia: please add the code of the federal state, e.g. PA 17350
If you have doubts about the format of the Postal Code, please take a look at:
o For more information - http://www.geonames.org/postal-codes/

geo_latitute and geo_longitude:

see Geocodes

For countries using languages in non-latin alphabet, please fill in first the address as it is in
the original language, then press CTRL G in order to fill in the Geocodes and just then fill in
the address fields with the English translations.

Phone Number and Email

Please check the section Hospital

Primary Country

Country where the asociation has its head office/where the association is based (it should
correspond to the address given in the address fields)

Institution Subtype

Advisory Board

Company

Editorial Board

Foundation: Foundation, a charity organization

30
 Guideline Committee: Group that creates guidelines (treatment instructions)

Health Authority: Establishment of health regulation, health departments or health

authorities

Healthcare Network

HTA Agency: "Health Technology Assessment": control center for medical technology or
process

Industry Association

Internet Portal: e.g. Faculty of 1000 Medicine

Laboratory: could be independent or could belong to a hospital or university

Ministry

Other: If you cannot categorize it in the other categories (when you have doubts please your
Supervisor or Senior Researcher

Parliament

Patient Association: Association of patients or relatives, e.g. self-help groups

Payor

Pricing/Reimbursement Committee: Government committee, which decides the expenses for

medical drugs and its prices

Professional Association: Unions etc.

Regulatory Authority: admission office for medication, etc.

Research Group: Research group, often across institutional and national boundaries, often
belonging to scientific associations.

Research Institute: Independent research institute (i.e. not part of university)

Scientific Association: Scientific association or research group with no institutional

affiliation/belonging

Note

Advisory Board, Editorial Board, Internet Portal don't need full addresses, only the "Primary
Country", in all other cases the address details should be fully filled in.

Web

Important, data should be always verified by a corresponding link

31
KOL-related Data

Please check Wiki for further information:

http://www.mederi.net/researchwiki/index.php?title=Association

32
Part 4 - Kolibri Links

Basic Linking in Kolibri

KOL Hospital X, Department XY Hospital X

If the KOL has his PA at the

University Department OR University X, Department
KOL University X
he is Head of the XY
University Department:

If the KOL has his PA

somewhere else but you also
find a current position at KOL University X
University, then link the KOL
directly to the Parent

KOL Private Practice X (No departments!!)

In case his PA is in Association KOL Association X

! KOL should never have a PA at an Advisory Board

In case the Association

has departments and Association X, Scientific
KOL Association X
the KOL has PA in one of Com/etc. X
them

33
Part 5 - Common Errors

Critical Errors
Double linking

Choose EITHER

KOL to Department to Parent

OR

Parent to Department to KOL

Once you link one direction, please do not link the other one. In other words, if you have linked the
KOL to the Department, you should not get into the Department and link the KOL there.

Wrong number of PA

None
More than 1

Missing Contact Details of Department

Check on the webpage of the department

If no contact details of the department found, always check the parent and copy its details
to the department
You may also take the telephone of a secretary or another person who is stated as
representative, if you cannot see anything else after quick research

Wrong Profession in a Hospital

If the PA of the KOL is Hospital Department, then his Profession cannot be Researcher

Other Errors

! Please make sure that you read the section Common mistakes at Wiki:

http://www.mederi.net/researchwiki/index.php?title=Common_mistakes

34
Part 6 - Useful Search Databases

Belgium
Hospitals

http://www.hospitals.be

Finland
Hospitals

http://www.zzz.sk/?

France
Institutions and Physicians

http://www.le-guide-sante.org/Annuaire/Hopitaux-Cliniques-Maisons-de-retraite.html

Hospitals

http://www.hopital.fr/

Physicians

http://www.doctoralia.fr/

Hospitals and Physicians (mainly Head of Departments)

http://etablissements.fhf.fr/annuaire/recherche-hopital.php

Germany
Physicians

http://www.sanego.de/

http://www.jameda.de/

Hospitals

http://www.kliniken.de/kliniksuche/kliniken.jsp

35
Greece
Institutions and Physicians

http://www.xo.gr/search/?what=424%20%CE%93%CE%A3%CE%9D%CE%95&lang=en&locId=
B3

Italy
Institutions (hospitals, universities, associations, etc.)

http://www.paginegialle.it/index_ted.html

Hospital thrusts / Hospitals

http://www.salute.gov.it/servizioSanitarioNazionale/menuServizioSanitarioNazionale.jsp?me
nu=indirizzi

Universities

http://www.cestor.it/atenei/indice.htm

Portugal
Hospitals

http://www.portaldasaude.pt/

Slovak Republic
Hospitals and Physicians

http://www.zzz.sk/?

Spain
Hospitals

http://www.hospitalespana.com/

http://www.spainexchange.com/study_spain/universities_in_spain.php

Universities

http://universidades.consumer.es/universidades/

36
Sweden
Physicians

http://www.doktorsguiden.se/

Switzerland
Physicians

http://www.doktor.ch

UK
Physicians

http://www.drfosterhealth.co.uk

http://www.doctoralia.co.uk

Hospitals

http://en.wikipedia.org/wiki/List_of_hospitals_in_England

http://www.monitor-nhsft.gov.uk/home/about-nhs-foundation-trusts/nhs-foundation-trust-
directory

USA
Hospitals

http://www.altiusdirectory.com/Health/us-hospitals-list.html

http://www.hospital-data.com/

Physicians

http://www.healthgrades.com/

http://www.vitals.com/

Pharmacy Schools/Universities

http://www.pharmacyschools.com/

37
Other useful links

http://www.deutschland-adressen.de/

http://www.geonames.org/

http://www.metiers.be/FrmFederations.htm

http://www.orpha.net/

University Directory by country

http://www.university-directory.eu/

http://www.4icu.org/Europe/

38
39