FEDF July Comments welcome! 3(6)

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1 I d be interested to hear about the use of translation software by freelance medical writers. I don t have any formal training in translations and don t in fact do many translations (they still don t make up more than 10% of my work). At what point does it make sense to think about using translation software, are there any free programmes out there that are any good, and at what point does it make sense to invest in something like Trados? My experience of translation software is limited but the ones I have used on the internet I find are not very good for medical terminology. As such I always try to find a freelance writer or other freelance clinical research person in the relevant country to do the translation for me. If you re only doing 10% of your turnover as translation, there s not much point in buying special software, although I believe some of it is very good. Contact some of the people who lectured on this at the EMWA conference in Barcelona this year. There was obviously a lot of experience there. It might be more sensible to get other people to do the translation for you, of course. I have just had a project cancelled at short notice (less than 2 weeks) that was for a substantial bit of work (I had blocked out 6 weeks for the work). At present I don t have any cancellation clauses in my contracts with clients and so basically I don t get any compensation as a result of this work falling through. Do other freelancers have some sort of penalty clause for late cancellation - and if so what is considered late cancellation of a project? In this particular case I was going to be paid on a daily rate rather than a fixed fee, so charging a percentage of the contract for late cancellation would not be feasible. How do others handle this? I don t have a cancellation clause in my contracts and have just swallowed it so far, although I have never had such a large project cancelled at short notice. For charging on a daily rate basis as you would have done here, how about writing a clause into the contract such that if the client delays x days in advance of the start date, you would charge y days of fees. Use a sliding scale so that the closer to the start date that they cancel, the higher the cancellation fee should be, so this would hopefully discourage later cancellations. This is just an idea and I have not yet used this myself. This raises a good point. I have an early termination clause in my terms and conditions which states that the client will be liable to pay all fees, expenses and costs due for the period up to the date of early termination, plus expenses and costs incurred after the date of termination where I contracted for those expenses and costs before the date of termination. However, I do wonder whether adding a specific cancellation charge e.g.?50% of project value if cancelled within 2 weeks of expected start date, is worth considering. Fortunately, I haven't had any client cancel a project, the usual scenario is delayed project timelines! I do not use any cancellation clauses, but I avoid the issue another way. First, I generate enough demand for my services that there is always a backlog of several weeks worth of work waiting to be done, so even if something gets canceled last minute, I would just move on to the next project. Two, I give my main attention to established major clients who simply have one project after another for me, so even if they decide to cancel a project, we just move on to their next project and I bill my time to the new project. Three, if new or small clients want to get in line for my services, they have to pay the entire bill up-front. Thus, no one ever cancels - at most they delay on sending the materials they already paid for. Four, I constantly work overtime, so if somehow there was a cancellation and nothing else to do, it would be a much appreciated day of vacation to do something for my own life. 1(6)

2 A couple of times for large projects over several months with sporadic work of maybe 1 week per month I have been paid a non-refundable sum of 30 50% of the projected contract value up front on signing the contract (from French clients). So for large projects, I have now put this in my contract. No objection so far from 3 clients (outside France). This has happened to me several times although I haven't ever lost as much as 6 weeks' work. I've always regarded it as part and parcel of being a freelance. Although clients sometimes - increasingly often now - insist of my signing their contracts, I've never done the reverse and have never seen it as a problem. However, I think it might be a good idea and would be interested to see what other people put in theirs and who advised them. If one already had such a contract, it would make sense to include a cancellation clause. Something for the next issue of Write Stuff, perhaps? How do freelancers approach the question of searching databases in the most cost-effective way, given that search costs and purchase costs for full-text manuscripts will probably need to be passed onto clients? Databases of interest to me are MEDLINE/PubMed for which online access is free, and Excerpta Medica/EMBASE for which online access is not free. I have looked into setting up an account with Thomson Reuters who offer an online information service called DataStar with access to 350 databases worldwide, including MEDLINE & EMBASE. This comes at a cost with initial outlay, online search fees charged by the minute (rate depending on the database), plus additional costs for downloading articles. However, the advantage is that duplicate references between databases are removed, and if I need to search any other database specified by a client, I know I will find it in their catalogue of databases. I have also investigated costs for directly accessing MEDLINE & EMBASE through Elsevier. Has anyone found a way to access EMBASE for free? I know there are periodic offers of a month s free trial, but I am more interested in a longer term solution. Are there any medical writers (or other service providers) out there offering a tailored search service, charging by the hour, with full-text manuscript purchase on top? It would help with writing estimated costs into proposals if I just knew how much a search was likely to cost. Presently there are so may cost variables, it makes costing rather difficult. Any suggestions on how to handle this? I have encountered similar problems so if there is anyone specialising in this type of work I would like to know about them too! I did use DataStar many years ago but felt it was not very user friendly and it was very easy to miss relevant articles by typing in the wrong search criteria so I would prefer to contract this type of work to someone who specialises in this sort of literature database searching. I rarely do formal database searches. The database I have used most in the recent past is the Pharmaprojects database (Informa Healthcare). Since I use this database infrequently it is not worth paying the annual subscription, so I use their bespoke service instead. I usually ask the client if they already subscribe to a database, and if so, if I can access it through the client as it will save them money. If I think a project will require Pharmaprojects data I get a quote from Informa when preparing the project proposal and pass on this fee to the client. I would also give the database to the client at the end of the project (they have paid for it anyway). Hire a medical student to do it for you at his/her library. Pass cost of his/her time on to clients at a mark-up. Pay someone else to do it or ask the client if you can use the service they subscribe to. Most companies subscribe to something. I never buy articles; that's the client's responsibility if they want the job doing properly. And obviously I charge for the time spent searching. 2(6)

3 What do freelancers do about copyright issues? We buy papers in our own names to do work for a client. Therefore, we agree to the copyright laws. There are no issues with copyright at the first draft stage, when we are simply using the papers to write the first draft. There are no issues with copyright at the end of the project when you pass your copy to the client who has reimbursed you for the cost of the paper. However, while the project is ongoing, you still need your own copy but the client needs to see it too. Presumably there is a breach of copyright here. Also 'client' doesn't often mean a single person, it means someone in a company who doesn't have a copyright agreement with the publishers. Do other freelancers worry about this? I must admit I don t worry about this too much if I am just using the articles to write something and then to pass it over to a client. I agree that at some points during the process several people might have electronic copies of the references but as long as it is kept within the confines of that specific project then I don t tend to worry about it. However, if the document I am writing and the associated literature references are going to be widely circulated (e.g. to a sales team or to a team of investigators) or the document is going to be published then I alert the client that copyright issues will need to be addressed. However, I am not sure how many clients then actually resolve the copyright issues I do worry about it and have tried to side step the issue so far by not providing the papers whilst I am working on the document, and submitting them with the final version of my deliverable. Although not specifically stated, I therefore leave it up to the client to find their own copies of the papers to cross check against my work at their interim review stages. Often, if they have provided me with key papers in the first place, this is not an issue. I have just started to write into contracts now that if the client has a group user subscription for the database they want me to search, then they should add me as a user, and this overcomes the copyright issues. This hasn't been an issue in my work so far. For market assessment work, I cite all references used in my report but would not give the actual paper to the client (they don't usually need them, and have never asked for them), so there is no breach of copyright. For clinical study reports, most of the papers I use come from the client anyway and I rarely need to obtain my own papers. If I do obtain a paper myself, and the client also wants a copy, I just give them the reference and tell them where I got mine so that they can get their own copy without breaching copyright laws. Copyright issues Tell me about it! I think "we" are duty bound to pay the copyright charge as we are reproducing papers to use them for OUR financial gain (as well as the clients) whether it be for a manuscript draft or clinical report. As far as I know all my clients pay copyright. The best thing is to get the clients to order the literature once you have provided them with the list of what you require - it passes the buck onto them and very often they can get a special deal with their supplier (which is in the long run, cheaper for them). I am not sure whether University/School/college academic staff and "pupils" pay copyright when obtaining articles for the preparation of research /teaching documents - presumably they do not as it goes under the blanket cover of "for private study and not for financial gain" - or words to that effect? Comments welcome! 3(6)

4 Further comments: As copyright is paid you can hang on to the hard copy until you are finished with it then theoretically it should be passed to the client as "they" paid the charge. In these days of electronic supply of papers it is easier however - there is no reason why you cannot hang onto the electronic copy for reference in case of a further work from this client, but do not print it out for, or send it to another client, that would be breach of copyright. SO if another client comes along, THEY pay the copyright charge even though they may require some of the same literature. There should be no problems really, a "with it" client will have costed it all anyway and made sure they knew approximately how many papers etc would be required before approaching the "freelance brigade". BUT as always, if in doubt ASK, but before commencing on the literature search. I have now realised that I have sent off not only 1 but 2 comments that do not quite hit the mark with regards to the enquiries about copyright - oh dear - apologies - still the general comments about copyright might be of interest? - it is a very complex subject Having re-read the question a little more slowly with coffee in hand and croissant by the mouse, I think she was asking whether or not she could copy some of the literature ordered in her name for the client without infringing copyright. I do not think she would be, as the copies would be for the same project. BUT there is a burning question here - when freelancers order literature, their name is attached to the copyright agreement and although clients reimburse the freelancer for the cost of the literature, does the responsibility for copyright then pass from the freelancer to the client when the clients receive the literature at the end of the project. I do not think so If the clients take copies of the literature at a later date they could put the freelancer in breach of copyright? Perhaps all would depend on what the copies would be used for. For example if the literature was to support an application for licensing a product, the client would need to include copies of the relevant literature with the documentation sent to the authorities, this would surely not be infringing copyright? This is the only exception I can think of for the time being. This is a minefield HELP I would strongly recommend that freelancers get their clients to order the literature (if they do not know how to order or where from - tell them and make sure they understand copyright issues) this passes the buck completely such that responsibility for copyright lies firmly where it should - let the client take responsibility for copies etc. Electronic copies make it all a little easier, but perhaps this is not suitable for all literature requirements and of course, it does not get round the copyright issues. I think I must stop now and get back to a rather tricky task - this has been more fun! Maybe totally irresponsible of me, and I may end up in trouble, but I have never given this a second thought! And I don t buy papers for clients. I expect them to supply them. If I come across an interesting-looking paper while working, I ask the client to supply it. 4(6)

5 Does anyone have experience with speech recognition software? I though it still had a long way to go until recently. At my regular doctor s check-up recently, he dictated all findings using Dragon Naturally Speaking software with very impressive results. I suppose, however, that this sort of text is repeated day in day out, so the software has no problem recognising the words. It would be very interesting to hear if anyone has any experience. I tried voice recognition software about 8 years ago, and although it was fine for normal vocabulary I found it wasn t very good in interpreting medical terminology so I didn t take it any further. However, I would be interested to hear whether it has progressed over the years and if it is now useful for the type of work we do. On a similar vein did you know that the full Adobe package has a read aloud function for pdf files that is quite good? I have been doing some promotional slides recently that needed voice-over texts to go with them and this function was very useful to hear what the text sounded like when read aloud by someone else. Word on AMWA listserv is that DNS v.9 has greatly improved. There is even a medical version. A good quality microphone helps I hear. Have never tried it myself. But I believe they offer a free trial month. I would like to know what others do when they pass work on to other freelancers or have work passed on to them from freelancers. If passing work on, do you completely offload it, i.e. pass the colleague on to your client and let go of all association with that particular project, and therefore lose all fees, or do you act as a go-between and take a part of the fee, i.e. not letting the client know that you have passed it on? Obviously there are many scenarios, but any advice on what others have done and how things were handled would be appreciated. I think this depends on the type of work and the relationship you have with the client. For some clients I work with regularly they are more than happy if I get someone else to help out if I am busy on other work, as long as I oversee the work done by the other freelancer and I remain the main point of contact for them. In this scenario the client still remains mine and the work is subcontracted but I ultimately still take responsibility for the work. I would then pay the other freelancer slightly less than I would charge the client to pay for my time overseeing the project. However, if is a new client that I have no history with then I would be inclined to just pass the work over to another freelance writer and let them deal direct with the client since otherwise I just end up being the middleman and passing on messages, comments etc. and although you could earn a little bit of money from the work it is not really worth the hassle. However, the goodwill earnt is a bonus - both from the client who you have recommended another freelancer to rather than just turning the work down and also from the freelancer you have passed the work on to. If I subcontract work with the client s permission, I never completely offload that work, as then I would be effectively introducing my client to another writer. I make sure everything goes to the client through me, and I also QC the work done myself before passing it onto the client, regardless of whether or not the client wants to pay for this service. I charge my usual rate to the client and pay my colleague their usual rate. Sometimes our rates match and sometimes I gain a little profit. I tend to view sub-contracting as a last resort as I d rather do the work myself: I don t view it as a way to make money. For me the bottom line is always to maintain quality and good relationships with everyone. I would rather that both my client and my colleague got what they wanted out of the arrangement with the end product being as high quality as if I had written it myself. 5(6)

6 The usual scenario is an or a phone call from a potential client who needs a large piece of work done by yesterday. If I can't do the work, but know of another freelance colleague might be able to, I usually contact that colleague to ascertain their interest and to ask if I can give their contact details to the potential client. Usually, the colleague is also too busy to take on the work, but if not, I just let the potential client deal directly with the other freelancer. I am not interested in sub-contracting such work - if I am already too busy I don't want the hassle of managing contracts, negotiating between subcontractors and clients even for a small chunk of the project fee. I often work with freelance colleagues who either need help to meet deadlines or want my input on a particular aspect of a project. In such cases, I am subcontracted by that freelancer and either charge an hourly rate for my time, or charge a percentage of the total project value based on time spent (e.g. if project requires 100h and I work 10h, then I would get 10% of project value). With the latter type of project, I am included in the project proposal so that the client knows who will be involved in the project and what I will be contributing. I have both supervised subcontractors while retaining all client contact myself, and I have passed work on to other freelancers with no further client mediation. The deciding difference is that I pass work along when it is not the kind of work I myself do, but I use subcontractors for overflow of the services I am actively offering. When I subcontract work, I usually let clients know, but in any case I always thoroughly review all the final work anyway and put my name behind it, so I don't think it really matters to most of my clients that subcontractors are working under my supervision, as long as the work gets done right. I of course retain a large portion of the fee for creating and managing the work, but even so do not find this more rewarding than focusing on work that I cannot subcontract to anyone. When I pass work on to colleagues, it is always to people I know, and I do not ask for any kind of fee. Sometimes they return the favor, but no one keeps score - it is merely collegial referral. If another freelance recommends/suggests me for a job (or vice versa) then I liaise directly with the client. IMO any other arrangement makes life unnecessarily complicated. As far as I m concerned, projects get passed on completely. I am not interested in the complications of having subcontractors nor am I interested in earning on colleagues (had enough of similar complications as a salaried employee), so I don t take on jobs where this might be necessary, which means that I do more smaller projects. Project work is definitely more lucrative than a mark up on somebody else s work and there is no bother. I have worked as a subcontractor for a colleague, but that is just like working for any other client you do the work and issue an invoice (only in one case I was a bit disappointed that the colleague expected me to charge less than by usual rate so they could have their 10%!). And I have asked colleagues to read through or QC pieces of work I have done, and I just pay their bill when it arrives. 6(6)