- -What are reprints? What are eprints?
- In the context of copyrighted content, the term ‘reprint’ is defined as a publication reproduction. The term reprint is also universally inclusive of both printed copies and digital copies (or eprints), unless specifically implied. Reprints provide an excellent means of sharing and informing the medical community of key findings related to specific products, procedures, treatment options and a variety of other important clinical outcomes.
- -When do I need permissions to use reprints/eprints?
- You are required to obtain permissions for the reproduction, re-use, and distribution of any published content. On occasion publishers, societies, and content authors will allow for publication reuse free-of-charge, including but not limited to certain Open Access material, and dependent on the specific type of use, audience, and setting.
- -How long do permissions last once procured?
- In the case of printed content, permissions are generally indefinite as per the number of copies agreed to during the permissions process. In very specific cases, permissions become void once relevant, updated information is available. In the case of digital content, or eprints, there are generally well-defined terms outlining the life of the permissions, usually based on a unit of time or number of views (if monitored or otherwise agreed upon), and often times whichever metric is consumed first.
- -How much do reprints/eprints cost?
- Reprint costs vary from publisher to publisher. There are two pricing elements to the cost of reprints – the royalty (or licensing) fee and the cost for production of the content. In the case of reprints, or printed copies, the production costs include the cost of printing, setup fees and other production-related services. In the case of eprints, the production costs are associated with the overhead related to document preparation, software platform, and/or administrative fees.
- -How long does it take to get quotes?
- We generally provide quotes in less than 2 business days, and often within one. Exceptions can occur especially when dealing with highly specific permissions requests, obscure publications, and old or non-archived content.
- -Can we request a proof prior to confirming an order?
- Of course – proofing is a standard protocol for reprint and eprint purchasing so you can review the content for accuracy or for legal/regulatory approval. We will only confirm production once we receive your proof approval.
- -How do we confirm an order?
- We accept corporate Purchase Orders and authorized signatures as forms of confirmation.
- -How quickly can we receive our reprints/eprints?
- Standard turnaround times for reprint orders (printed copies) are within 3 weeks, and sometimes much quicker depending on our level of production management. Rush production and delivery options can deliver reprints in a little as 5 business days; however this option incurs premium charges. Post production services and international delivery can sometimes incur delays.
Eprints are usually available in less than 5 days from order confirmation - and often same-day or next-day - depending on the publisher and upon the format required. File preparation can account for the longer turnaround times, which is often associated with URL-based solutions.
- -Can we customize our reprints/eprints?
- The availability of customization depends on the respective publisher. Some common options include the ability to add custom codes/disclaimers, add logos, QR codes, multimedia content, prescribing information, supplemental data, and more. In addition, we can offer custom carriers and other post-production bindery and bundling services.
- -Can we translate a reprint?
- Yes, the option to translate is almost always available. In most instances either the publishers or we can source a professional, certified, medical translation for nearly any language and even dialect. The project management workflow includes strict quality assurances and scheduled revision opportunities prior to final approval.
- -Can we combine different reprint articles?
- If the articles you wish to adjoin are from the same publication, then this option is generally available during the production phase. When this option is unavailable, we do offer the ability for custom reprint carriers/folders, which can hold various titles. We can incorporate your custom design elements and branding into these carriers, and we also have designers that customize your carriers as a value-added service.
- -What sorts of eprint options are available?
- This again depends on the particular publisher, but generally speaking there are hosted solutions, document solutions (with offline usage capabilities), and application-based solutions.
The more common, hosted solution is a URL based PDF, flashprint, or HTML text that requires internet connectivity to access content on the web. The document solution is usually a more robust and accessible solution in the form of a PDF or executable file, with inherent mobility benefits. By nature, this option does not require online connectivity. More recently, some publishers offer application-based solutions for mobile devices (particularly the tablets). This option requires an application download to the user's device, and allows for synchronization of content for offline use. Whichever the case, we can help you navigate the various solutions and ensure usage compliance, even within your proprietary applications - including multi-format use and online/offline environments.
- -What advantages does Reprint Nexus offer versus publisher direct?
- We keep good working relations with our publishing suppliers. We therefore provide a simple gateway for accessing all publishers and learned societies, and thus their entire content portfolios. We will work on your behalf to customize and negotiate the best and most affordable solution for you with trusted compliance assurance. As your single point of contact, we will act as an extension to your marketing/promotional teams to meet the timelines and budget of your reprint deployment strategy.
- -How does your Assisted Purchasing model work?
- Unlike the traditional agency model where we act as the buyer, we offer our clients the unique ability to option our brokering service, wherein you remain the buyer and we extend our same first-in-class services at a discounted price. Reprint Nexus will serve as a liaison for your direct purchase, and continue to manage the ordering, logistics, and fulfillment details on your behalf. This option is particularly attractive for the buyer seeking the lowest possible price point, without losing our core value-added services.
- -Can we obtain the rights to copyrighted content and print ourselves?
- This option is not widely available, but whenever possible we will request this flexibility. Furthermore, we maintain an effective network of trusted and highly qualified printers, so we exercise the option for printing and fulfillment whenever possible and within strict compliance from the publisher or copyright owner.
- -Can we ship reprints to multiple destinations?
- Absolutely. We can deliver and split reprint shipments around the globe, with direct shipping available to off-site venues and events.
- -How does Group Purchasing work?
- Please reference our Group Buying web page. This option is the absolute best way for companies with multiple offices and a global presence to reduce per-unit pricing. We can coordinate group purchases on a case-by-case basis, or we can even provide you with a branded and secure corporate portal free of charge.
- -How can we save money through Group Purchasing?
- Quite simply, actually. Publisher list pricing is based off of economies of scale, meaning the more you buy, the less you pay per unit. When we can combine orders from your affiliate offices, or based on your global or regional demand, we can increase the total volume and reduce your unit rate significantly, saving money for each participating office and at the corporate global level.
Our branded web portals offer our proprietary services to facilitate and streamline the group buying process through a simplified yet robust and collaborative experience. Please visit our Group Buying web page to learn more information and to request a free online demo.
- -Can you bill to multiple locations?
- We can split-bill to multiple regions or affiliate offices, which is particularly useful when exercising a Group Purchase.
- -How does The Physician Payment Sunshine Act impact our journal reprint strategy in the US?
- The Physician Payment Sunshine Act requires manufacturers in the US to submit information regarding transfers of value to physicians and teaching hospitals. This data collection begins on August 1, 2013 for applicable manufacturers and GPOs, and data collected between August-December of 2013 must be reported to CMS (Centers for Medicare & Medicaid Services) by March 31, 2014.
As stated under 'Nature of Payment Categories: Exclusions', items "such as medical textbooks and journal reprints... do not... fall within the statutory exclusion of Educational Materials that Directly Benefit Patients or are Intended For Patient Use." Here is an informative article regarding the treatment of journal reprints with respect to the Sunshine Act: Physician Payment Sunshine Act: Open Payment - Questions and Answers by Topic Category
CMS has developed a uniform reporting system for journal reprints which is the cost of the acquisition of the reprints from the publisher by the manufacturer or GPO divided amongst the individual recipients. Companies have the opportunity to submit their method of calculation of the value of reprints to CMS for review. This may help CMS further understand the reprint process.
As such, US manufacturers will be required to report reprint purchases to the CMS under the Physician Payment Sunshine Act - which provides an additional incentive for using a single-source reprint provider, or GPO, for payment records. Reprint Nexus is happy to provide an itemized report of transactions to our US clients upon request, and at no charge.
- -Is reporting required for all journal reprint/eprint distribution in the US under the Physician Payment Sunshine Act?
- Journal reprints (and medical textbooks) physically distributed within a promotional context must be reported to the CMS under the new Physician Payment Sunshine Act, part of the Patient Protection and Affordable Care Act, as they represent a transfer of value from manufacturer to physician. This is inclusive of printed reprints, and extends to downloadable and printable eprints, as the act of downloading and/or printing is the digital equivalent of a physical handout. Although only transactions valued at over $10 must be reported, all transactions must be recorded for any single recipient that receives a cumulative value exceeding $100. Thus, if a doctor receives 20 journal reprints valued at $5 each over the course of the year, perhaps (or presumably) along with additional items of value, the manufacturer must report all items.
There are exceptions to this rule, however. Journal reprints distributed at conferences and large-scale events that are valued at under $10 are exempt from CMS reporting, and even exempt from aggregate reporting, as these conferences/events represent an educational setting for physicians, and the CMS acknowledges that incidental transfers are difficult to track in these situations. Furthermore, all journal eprints that are view-only - in other words, not downloadable and not available for print - are also exempt from CMS reporting. This view-only exemption extends to tablet detailing, URL distribution via email, and even online content posting on company/product websites. Hence, there are strategic opportunities that lawfully exempt manufacturers from reporting the distribution of digital reprints, and in some cases, printed reprints as well.
- -How do I access my company’s registered portal?
- If your company portal is already set up, there are two ways to access - either directly through the URL assigned to your company, or through our generic log in URL (http://app.reprintnexus.com/login).
To access your registered company's direct login URL, simply email us at firstname.lastname@example.org or call our office. From either point of access, you can register your own user account.