Not all companies would consider setting up affiliate offices/ subsidiaries in all countries where they wish to operate or commercialize products. The Pharma company may consider nominating a distributor or business partner in such scenarios. Besides, companies may even consider co-marketing arrangements in countries already operating, using own-label or private-label supplies or other means such as co-promotional or out/in- licensing agreements.

Very often, the distributor may have limited knowledge or resources in Pharmacovigilance, primarily due to their geographical location. Pharmacovigilance obligations lie with the marketing authorization holder (MAH); hence, it is necessary to have necessary safety data exchange agreements (SDEA) in place. At times, just having an SDEA may not be considered enough. There is also a need for considering periodic risk-based evaluation and audit.

The ideal strategy is to have a formal business partner evaluation process for qualifying a distributor before signing off a commercial agreement. With this, it is possible to undertake a risk-based assessment (or even audit) in advance, with a pre-determined audit frequency. The European Medicines Agency recommends every MAH have a 3-5 year strategic audit plan. Questionnaire-based assessment is no longer considered an audit.

Objective

The primary objective of the audit is to ascertain that the business partner is ensuring Pharmacovigilance compliance in-line with the SDEA.

Scope

The scope, by and large, depends upon the type of business partner relationship. The scope includes, although is not limited to,

1. SDEA Completeness: Availability of all relevant clauses with well-defined responsibility sharing, Validity and most importantly, the inclusion of correct contact details as well as product list

2. Training: Pharmacovigilance personnel, as well as other allied staff

3. RSI Maintenance, including CCDS (where applicable)

4. ICSR Exchange (including format – source docs/XML/CIOMS/Gateway transmission etc.) and reconciliation

5. Global Safety Database Ownership

6. Aggregate Safety Reporting, Signal Management and RMP

7. PSMF

8. Local QPPV

9. Periodic Review of SDEA

10. QMS and BCP

Type of Audit: It is advisable to perform at least a handful of on-site audits annually. The remote audit is also a viable option, especially in unforeseen circumstances and based on a business partner’s geographic location.

Audit Findings: One should not forget to document the necessary information in the Annex G of PSMF and, if required, in the body of PSMF.

Besides, Audit Findings and closure (at the appropriate time, based on response) would also provide insights on when to audit this partner. At times, companies may even consider termination of the contract. Let’s not forget that regulatory agencies can inspect the business partner. It is necessary to remember that the MAH is accountable for the outcome.