LifeBridge Health > Vendor Portal > Policies and Procedures

Vendor Portal - Policies and Procedures

LifeBridge Health Vendor Management policies and procedures govern:

  • Vendor representative visitation
  • Vendor selection
  • Strategic Sourcing practices and guidelines for the introduction of new products or services into LifeBridge Health

Definitions:
Vendor Representative - Person who is paid by a manufacturer or distributor of a product (including but not limited to drugs, devices, and other supplies) to promote or to provide advice regarding the use of that product.

Personal Conflict – A vendor representative that has a personal relationship with an employee of LifeBridge Health or a member of the LifeBridge Health medical staff whom has control or influence over product, vendor or other purchase decisions. Personal relationships include:

  1. immediate family;
  2. engaged to be married;
  3. partners in a committed relationship; or
  4. live together as a couple.

Financial Conflict - A vendor representative is considered to have a financial conflict if the representative and an employee of LifeBridge Health or a member of the LifeBridge Health medical staff whom has control or influence over product, vendor or other purchase decisions are parties to an arrangement whereby the other person will benefit, directly or indirectly, from amounts earned by the representative on account of purchases made by LifeBridge or one its components.

Immediate Family – includes:

  1. spouse;
  2. domestic partner;
  3. child;
  4. parent;
  5. grandchild;
  6. grandparent;
  7. sibling;
  8. aunt or uncle;
  9. niece or nephew;
  10. any other relative who resides in the same household; or
  11. an in-law or step relationship

Credentialing Requirements:
LifeBridge Health credentials all vendor representatives prior to conducting business at any LifeBridge Health facility.

Vendor credentialing includes: drug and criminal background screening, TB/PPD status, evidence of vaccination, blood borne pathogen education, product/service competency, evidence or OR protocol training, HIPAA compliance, OIG, SAM exclusion list and Maryland DHMH sanctions status, proof of liability insurance, documents women and minority-owned businesses (if applicable), articles of incorporation (if applicable) and affirmation of LifeBridge Health policies and procedures.

A vendor representative will not be granted access, in a vendor capacity to a LifeBridge Health facility if the representative has a personal or financial relationship with any individual who has substantial influence over decisions to purchase, order, or prescribe an item for which the representative is responsible.


Appointments:
Vendor representatives are seen by appointment only. All vendor representatives visiting a LifeBridge Health location must register in the vendor management system and prominently display the LifeBridge Health photo ID while on the premises.


Business hours of operation are Monday through Friday, 8:00 a.m. to 4:30 p.m.


Violations of any LifeBridge Health policy may result in revocation of visitation privileges.

Vendor representatives visiting Perioperative Services or other procedural departments must conform to additional guidelines set forth in those departments.


Parking:
Parking is at a premium at all LifeBridge Health facilities and is restricted to patients, their visitors, medical staff, and employees. All vendor representatives must park in locations designated for vendors. Vendors visiting Sinai or Levindale Hospitals for business purposes are not permitted to park in the loading dock or on any main campus lots or garages.


Vendors may park in the Pimlico lot and may use the employee shuttle without charge.


Vendors who have special requirements and choose to park in a patient or visitor designated parking areas must obtain written approval from the Director of Parking Services and are required to pay the full parking fee. Vendors are not permitted to receive or utilize parking discounts or validation.


Telephones and Computer Use:
Vendor representatives are not permitted to use hospital telephones or computers.


Purchase Orders:
A valid purchase order is the only method by which LifeBridge Health commits to acquiring all products and services.

A valid purchase order number must appear on all vendor documents, including packing slips, invoices and, credit memos. Any correspondence from a business partner that relates to a specific business transaction must also reference the purchase order number, which initiated the transaction in question.


Contracts, Price Agreements and Usage Commitment Forms:
Any vendor document that obligates LifeBridge Health or its entities must be approved by the Vice President, Supply Chain Management.


Terms and Conditions of Purchase:
The LifeBridge Health Standard Terms and Conditions, shall be the governing terms wherever a conflict exists between those terms and conditions and those of the business partner.


Deliveries:
All deliveries to LifeBridge Health must be shipped to the Receiving department loading dock, unless prior arrangements for an alternate delivery location have been made and approved by Supply Chain Management department.


Invoices:
Payment will only be authorized when an invoice references a valid purchase order and purchase order description, quantities received, and price match.

LifeBridge Health’s standard payment terms are net 45 days, after receipt of order, FOB Destination.

Invoices are to be sent to LifeBridge Health Accounts Payable department, unless prior arrangements have prior approval of the Supply Chain Management department. Invoices without a purchase order number will be returned to the vendor.


Vendor Selection:
LifeBridge Health embraces an open and competitive atmosphere that is beneficial for both LifeBridge Health and our business partners. We recognize the value of a diverse and competitive marketplace to advance our ability to serve our community.

As a matter of good purchasing practice we periodically evaluate all business partners based on actual performance of services provided to LifeBridge Health. Areas evaluated include, but are not limited to, actual versus promised delivery date, completeness of deliveries, number of shipping errors, invoice accuracy and ability to react to an emergency or unusual requests.

Vendors are responsible at all times for all equipment, materials, implants, samples or other products that they bring to any LifeBridge Health facility and that have not been purchased or leased by LifeBridge Health.

Vendors shall be responsible for all damage to or loss of those items and will hold LifeBridge Health, Inc. and its facilities, directors, employees, agents, and physicians harmless for any damage or loss to those items as well as for any losses suffered by them, and any liabilities they may have to any third party, on account of those items.


Product Approval:
All products to be evaluated, purchased, or used in any LifeBridge Health acute care or post-acute care facility, must be approved by the Value Analysis Executive Committee. Contracted price for a product does not equate Value Analysis Approval.


Value Analysis Teams (VAT):
VAT Leaders are appointed by the Value Analysis Executive Committee for two year terms and conduct monthly review of all requests for new products for the LifeBridge Health.


Request Process:

  • Requestors must submit their request for product review electronically. Vendors may not submit Value Analysis Review Requests.
  • The Corporate Director of Value Analysis (DVA) will work with the requestor to provide all necessary information for the VAT review.

Approval Process:
VAT Teams base their approval on the following criteria:

  • Evidence based patient outcome improvement & clinical effectiveness
  • Total cost impact
  • Effect on staffing/productivity
  • Safety/regulatory requirement
  • Group Purchasing Organization or LBH contract compliance
  • Triple Aim

VAT Teams make one of the following resolutions for any given request:

  1. Approved for Implementation:
  2. Approved for Evaluation:
  3. Deferred: Deferred requests include those that require further investigation or review; in some cases, the VAT Team convenes an appropriate ad-hoc group to perform this work.
  4. Deferred to Value Analysis Executive Committee:
  5. Not Approved: