LifeBridge Health > Vendor Portal > Administrative Policies and Procedures

Administrative Policies and Procedures

Purpose

To describe the LifeBridge Health Vendor Management policies and procedures that governs Vendor representative visitation, vendor selection, procurement practices and guidelines for the introduction of new products or services into LifeBridge Health.

Definitions

A “vendor representative” means anyone who is paid by the 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.

A vendor representative is considered to have a personal relationship with another person if:

  • The representative is a member of the other person’s immediate family
  • The representative and the other person are engaged to be married
  • The representative and the other person present themselves as partners in a committed relationship
  • The representative and the other person live together as a couple

A vendor representative is considered to have a financial relationship with another person if the representative and the other person 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” means:

  • Spouse
  • Domestic partner
  • Child
  • Parent
  • Grandchild
  • Grandparent
  • Sibling
  • Aunt or Uncle
  • Niece or Nephew
  • Any other relative who resides in the same household.

“In-law” and “step” relationships will ordinarily be treated the same as blood relationships. Exceptions may be granted by the Corporate Director, Supply Chain Management in appropriate circumstances (for example, if the vendor and the relative are separated or estranged).

Policy

The policy of LifeBridge Health is to encourage our business partners to keep Corporate Supply Chain Management, and other appropriate department personnel informed supply availability. In addition, it is expected that our business partners will make us aware of any opportunities for new products that will produce improved clinical outcomes and/or lower costs.

Procedure

Credentialing: 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 status
  • Proof of liability insurance
  • Documents of women and minority-owned businesses
  • 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.

Example: A “detailer” for a drug used to treat psychiatric illness has personal relationship with a psychiatrist employed by Sinai Hospital who prescribes, or could potentially prescribe, the drug to some of his/her patients. The individual will not be granted access to any LifeBridge Health facility at which the psychiatrist practices.

Example: A representative for a manufacturer of hip prostheses is married to an orthopedic surgeon who performs hip replacement surgery at Northwest Hospital and who uses, or would consider using the manufacturer’s products. The individual will not be granted access to Northwest Hospital.

Appointments

Vendor representatives are seen by appointment only.  All vendor representatives visiting a LifeBridge Health location must register in the vendor management system and 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. All vendor representatives must park in locations designated for vendors. Vendors visiting Sinai or Levindale Hospitals for business purposes are not permitted to park on the main campus. 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 Manager of Parking Services and are required to pay the full parking fee. Vendors are not permitted to receive parking validation.

Telephones

Vendor representatives are not permitted to use hospital telephones to conduct business without express permission.

Purchase Orders

A valid purchase order is the only method by which LifeBridge Health commits to acquiring all products and most services.  The Corporate Supply Chain Management department is the only department within LifeBridge Health with authority to issue purchase orders; except that the authority to purchase pharmaceuticals is delegated to the Pharmacy department and Construction to Capital Improvements.

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 Corporate Director Supply Chain Management or designee.

Terms and Conditions of Purchase

The LifeBridge Health Standard Terms and Conditions, unless other terms have been agreed to 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 take place to the Receiving department loading dock, unless prior arrangements for an alternate delivery location have been made and approved by Corporate Supply Chain Management.

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 made and approved through the Corporate 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. LifeBridge Health is also committed to promoting the utilization of women and minority-owned businesses. LifeBridge Health seeks business relationships across the spectrum of our health service lines and administrative operations that assure the highest standard of quality and performance consistent with our vital mission. We recognize 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.

Unsatisfactory scores could lead to removal of a business partner from our approved list of vendors, or, at a minimum being put on a probationary period, wherein a specific corrective action plan will be developed and the business partner will be evaluated against their ability to meet or exceed plan.

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

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.