2. - 2 -
Who is Michael McGinnis?
Contact Information
− Be careful when emailing Michael, sometimes his Gmail
account will pop up and he rarely checks that account
− Primary: Michael.mcginiis@adelphigroup.com (it works again!)
or mmcginnis189@gmail.com (if there are problems with his
Adelphi account)
− Telephone: 814-421-0061 OR 754-223-4770
Independent contractor
− Worked at Adelphi for 4 years as an AD: mainly quantitative
− Currently resides in Ft. Lauderdale, Florida
− Fluent language: English
One man
− He does not have a team assisting him in coding our
projects
− He does not work with Adelphi exclusively
− He also can help identify AEs during the coding process or
assist Mark with a reconciliation if needed
Availability
− Typically works 11am-7pm EST, Tuesday-Saturday,
however, he can be flexible
− Give him 24 hours to respond to a request; if you don’t
hear back, reach out again and let Michelle Lambert know
3. - 3 -
Project
Start
Internal
KO
Meeting
Analysis
GETTING YOUR PROJECT ON
HIS RADAR
Give Michael a heads up
regarding your study; quick
email would suffice with the
following:
• Project number (don’t
forget client prefix!)
• Is it a new project or
similar to a project that has
been coded before?
• Ballpark # of questions (i.e.
large study, 20 new
questions OR a small study,
only 5 questions)
• Logic: Are most of the
questions asked of all
respondents OR are there a
# of questions that are
filtered?
• Therapeutic area: find out if
he has ever coded a job in
your particular TA
SENDING DATA
Send properly formatted
coded verbatim to
Michael from CT
- If the job is similar to
an old project, send
codebook as well (he will
have the codebook on
file from the old job but
if you made changes and
didn’t send to him, he
won’t have them)
Overview of Process
CODING REQUEST
FORM/OTHER
NECESSARY MATERIALS
Send form once the
survey is final/prior to
field start in addition to
QRE with OEs to code
highlighted, product
profile, any other
necessary materials
Field
Start
Final
QRE
Field
Finish
Setup a briefing
call to discuss
project (i.e. TA,
insights from
client, code
brand and
generic
together, etc.
If you are unsure,
better to lean on the
high side of your
range so he can plan
ahead
4. - 4 -
Getting on His Radar: Example Schedule
Project Done Datafile Due Date PDs
#
O.E.s
#
Others
Therapy n= Hours Notes
NO4501 No ? 09/27/13
Will/
Allison 7 14 mcrc 15
Bayer - Stivarga, old 4310, took 9.75
hours last time, but only 15
complete Switzerland, bill for
standard and complex
BA4518 No 09/30/13 09/30/13
Grace/
Erin/Kara 1 0 100 Afinitor old #4420
EN4488 No 09/30/13 10/03/13
Christa/
Carmen
3 a few?
300-
500
records
Istodax Patient Record
SV4375 No 09/26/13 10/04/13
Ben/
Elizabeth
Not in field yet, sent email asking
for update
SV4359-7 No 09/30/13 10/08/13
Kelliann/
Erin Zaltrap Pulse
Michael will periodically send his schedule to Michelle L for any updates. Please review for your
projects and alert Michael if there are updates when you receive this update from Michelle L.
Yellow highlight means he has received the verbatim file for the project and it is in progress. Feel free to
send him a note a couple days after sending him the verbatim file to see if has any questions, if you
can review anything or if he still expects to deliver on time.
5. - 5 -
Coding Request Form
Simple vs.
complex are billed
at different rates;
please note which
questions you
think are complex
and discuss with
Michael
An expedition fee
is applied if you
send a verbatim
file that requires
quick turnaround
(i.e., delivered
5pm Monday and
needed back by
EOD Tuesday)
Rather than copying your
open ended questions into
the form just send Michael
the QRE with relevant
questions highlighted
6. - 6 -
Sending/Reviewing Data
Next Steps Once Field Has Closed
File Formats for Coding
• Ask CT to put open ends into proper Excel file
format (each question on separate tab);
double check prior to sending to Michael
• If applicable: have CT include responses from
previous questions if open end is filtered off
another question
• If applicable: review old codebook from
previous waves to see what was useful/what
changes you made and inform Michael of
these changes
• Also, Michael will often make recommendations
if he thinks a current OE could be closed up for
next wave
• International studies: translation of open ends
into English prior to sending file to Michael for
coding
Review of Coding by Project Staff
• Review all code frames/revisions to old code
frames to make sure everything is under the
correct NET and SUBNET based on your
knowledge of the TA, client, etc.
• Make sure codes are as detailed as you
need or possibly they are too detailed
• Example: I would use Product X + Avastin,
Product X + Erbitux OR Product X in
combination
• Determine if any codes should be combined
or separated out
• Example: Increase in OS for any mentions OR
should it be separated out 1 month increase in
OS, 2 month increase in OS
• Review codes in coded verbatim file—this is
a must! Michael is very careful but is human
and can make mistakes
7. - 7 -
Coding is very subjective—how Michael can
interpret a response could be very differently with
how we interpret a response but this needs to be
communicated
If major mistakes/disagreements are made let
Michael know and he will fix it (15+ minutes or
longer)
If something is minor, make the change on your
own (i.e. if you disagree on how he coded 1
particular response, combining 2 codes that
would only affect 3 respondents, spelling error)
– If you are unsure how to make the change
manually in the file or have a question ask the more
senior person on the project
Changes to Codebook/Coded Verbatim File
8. - 8 -
Coding Etiquette
• Give Michael a heads up about your projects
so he can plan accordingly
• Update Michael regarding timelines; if a study
is going to be delayed in field a week, it is
important he is made aware
• It is critical to have a quick conversation prior
to Michael starting to code your project
especially true for new studies and unique
treatment areas where he might not be well
versed (send the verbatim file first so he can
quickly glance at the data)
• Tracking studies: Not always necessary, but if a
new question is added, there is an update in the
market, client pointed out something important
during a call, you made changes to the code
book last wave, all of these are reasons to speak
to him
• Any feedback you can provide Michael is
greatly appreciated
• Send a verbatim file without any notice and
expect him to have it coded in a day or two
with no request at all
• Do not count as 1 open-end if question is
asked about 10 different drugs, that is 10
different open ends which will impact time
estimate (i.e., 1 question + 100
respondents + 10 drugs = 1000 responses
he has to read through) – please do not
mislead Michael on the # of OEs that need
to be coded. He can usually accommodate
– just needs enough time to plan.
• Don’t assume everything Michael does is
100% correct; all work needs to be
checked
Don’tsDos
If you have any questions
or need a job/question coded
ASAP please let Michelle Lambert know
and we can work to shift schedules
around where appropriate
