Clinical travel that keeps pace with your trials
Healthcare and Pharmaceutical Travel Management
At Wayte Travel Management, we know that precision and punctuality are paramount in healthcare and pharmaceutical travel.
A monitoring visit missed because of a cancelled flight can hold up a trial. Hospitality for healthcare professionals has to stay within strict industry codes and be recorded in detail. Meanwhile, the conference season sends thousands of delegates to the same city in the same week.
Wayte’s dedicated travel consultants bring our 45 years of business travel experience to all of that. We book against the right study and protocol, apply your travel policy to every trip and keep the records your Compliance team needs.
Clinical trial and investigator site travel
Clinical trials run on a tight schedule. Your CRAs (Clinical Research Associates) travel to the same hospitals and research facilities again and again, often travelling internationally and each visit has to happen within its window.
Your dedicated Wayte travel consultant can set those visits up as a recurring pattern across your whole site list, with flights, rail, cars and hotels booked to fit each monitoring window.
When a site reschedules, as they often do, we move that trip and keep the rest of the schedule intact. Flexible fares keep the cost of those changes down.
Every booking is coded to the study, protocol and site from the moment it’s made, whether a CRA books through Wayte Travel Online or by phone. Trial travel never ends up in a general overhead budget and your clinical operations team can see exactly what each study’s monitoring costs.
For trips abroad, we can direct you towards the latest UK government travel advice and entry requirements when we quote.
Medical congress and conference travel
A major medical congress fills a city for a week. Hotels near the venue sell out months ahead, prices climb as the dates get closer and flights from the UK fill up with delegates heading the same way.
The answer is to book early and book together. As soon as your delegate list takes shape, our group travel specialists can secure rooms near the venue and flights for the whole group, with names added or changed as attendance is confirmed, wherever the hotel and airline allow.
With considerable buying power behind our rates, we can get you great deals at a time when your competitors are chasing the same rooms.
We look after your delegates’ travel and accommodation. We can even make sure arrival times, hotel locations and transfers fit the congress programme.
Each delegate’s travel can be coded to the right brand, cost centre or event, so the true cost of attending is clear.
Investigator meeting and advisory board travel
Investigator meetings and advisory boards bring together clinicians, researchers and speakers from several countries, usually for a day or two in one city. Many of them aren’t your employees, so they can’t use your booking tools or company cards.
Your Wayte travel consultant can book their flights and hotels for you.
Each delegate receives a clear itinerary, and their travel stays within the limits of your travel policy for healthcare professionals, from class of travel to the standard of hotel.
Because these meetings attract scrutiny, every booking for an external attendee carries their name, the meeting reference and the cost, ready for your Compliance team. If someone’s plans change, we change the booking and the record updates with it.
Services our healthcare and pharmaceutical clients use most
Healthcare and pharmaceutical clients use the full range of our services. These four come up most often.
Air Travel
Fares held, seats sorted and changes handled, plus unrivalled support, even out of hours.
Hotel Booking & Accommodation
Rates are negotiated in advance, so you’re not paying the walk-in price.
Rail Travel
UK and European rail booked alongside your air travel, on the same invoice, so nothing gets missed.
Reporting & Management Information
You’ll see exactly where your travel budget is going and these reports are offered completely free of charge.
Clinical travel reporting and transparency disclosure
In this sector, travel reporting is of interest to two departments:
- Your Finance team, who want to know what each study costs
- Your Compliance team, who may need to account for every transfer of value to a healthcare professional
Wayte Travel Analytix uses the fields you define, such as study, protocol, site, cost centre or meeting reference, so total spend can be broken down the way each team needs.
Bookings made for healthcare professionals can be tagged separately, with the traveller’s name, the meeting and the cost of each flight, train journey or hotel night kept together.
That gives your Compliance team a clear, structured record to work from when preparing transparency disclosures, instead of piecing it together from invoices at the end of the year. The disclosure itself remains your responsibility, but the data behind it is available when you need it.
Reports also show the CO₂ for every trip and everything is billed on one invoice, delivered on a frequency that suits you with one monthly statement.
Healthcare and pharmaceutical travel support, 24/7
Site visits and congress schedules move at short notice, and some travellers simply can’t miss their slot. A monitor who misses a site visit may not get another for weeks and a congress speaker who misses a flight leaves a gap in the programme.
During office hours, you have a direct number for your business travel consultant. Outside office hours, our UK-based out-of-hours team takes over, 24 hours a day. They have your details to hand so can rebook flights, find rooms and rework the route so the visit or session still goes ahead.
Every booking is also logged in our Duty of Care Portal. If something happens near a trial site or a congress city, we can quickly see who is there and help get them home, which supports your duty of care to people travelling on your behalf.
Healthcare and pharmaceutical travel FAQs
Can you manage recurring monitoring visit schedules?
Yes. We can set recurring visits up across your site list, book each trip to fit its monitoring window and move individual visits when a site reschedules, without disturbing the rest of the schedule.
What reporting do we get for transparency disclosure?
Bookings for healthcare professionals can be tagged and reported separately, showing who travelled, for which meeting and what each flight, train ride and hotel booking cost. Your Compliance team can use that record when preparing disclosures. Find out more on our Reporting page.
Can you enforce spending limits on HCP travel?
Yes. Class of travel, hotel rate caps and approval rules for healthcare professionals can all be built into your travel policy, so any booking outside the limits goes to your approver before it’s confirmed. You set the rules and we apply them to every booking.
Do you handle congress and delegate bookings?
Yes. Our group travel specialists can book flights and hotels for your delegates early, keep them close to the venue and manage changes as attendance is confirmed. We look after the travel and hotel bookings rather than organising the event itself.
Can travel be coded to a study or protocol?
Yes. Any reference you use, such as study, protocol, site or cost centre, can be captured when the trip is booked, by phone or online, and carried through to your invoices and reports in Wayte Travel Analytix.
Talk to us about your clinical travel programme
Tell us about your studies, your site list and the congresses in your calendar. We’ll show you how we’d plan and record the travel behind them, and there’s nothing to sign until you’re ready.