Vendor Guide - Oakwood Healthcare System

Business StandardsSolicitation to patients and employees on OHIpremises is prohibited. Any solicitation or distributionof materials must be authorized in writing.Vendors cannot target promotional activity atmembers of the pharmacy, therapeutics or othercommittees responsible for recommending orapproving formulary drugs, devices, or services foruse in OHI.The Corporate Purchasing Department, OHIAdministration or Pharmacy office must approvevendor participation in OHI events. Displays may notbe placed in OHI public areas. They may only containOHI approved information and are limited toeducational materials of modest cost. OffsiteEducational Programs are permitted with writtenapproval from the OHI site administrator.ComplianceProtected Health Information is confidential. Vendors’direct presence with a patient during patient care issubject to patient consent. If required, Vendors shallwear OHI issued scrubs (for a fee).Vendor representatives’ failure to adhere to theregulations set forth in the Vendor RepresentativeInteractions Policy and other OHI Policies will result inthe following:1. On the first infraction, the facility on-site deptmanager will address the situation with the Vendorrep; identify and clarify the policy to prevent furtheroccurrences. This interaction will be documentedand reported to the Corporate Director ofPurchasing in writing.2. On the second infraction by the same rep, aninvestigation will be conducted that may lead to aletter of reprimand from the OHI CorporateDirector of Purchasing. This letter will be sent tothe rep as well as his/her employer3. After the third infraction by the same rep, aninvestigation will be conducted that may lead tothe rep’s permanent suspension of privilege toaccess OHI facilities. The reps employer will benotified of the infraction in writing. Hospitalmanagement or security will prevent access toreps who do not comply with these policies.Any violation of federal, state or other regulatory laws willlead to the termination of the contract or other businessrelationship. OHI will report these violations to theappropriate agency, which may lead to fines orimprisonment.DeliveriesUnless otherwise specified, all deliveries are FOBHospital and must be directed to the ReceivingDepartment of the appropriate hospital as designatedon the Purchase Order. All shipments must beidentified with our PO number. Deliveries may bemade weekdays, excluding holidays, between thehours of 8 a.m. and 4 p.m. Under no circumstancesshould items be delivered to user departments unlessauthorization is first obtained from either the MaterialsManagement or Purchasing Departments. In suchcases, Materials Management must receive a copy ofthe packing slip. Payment cannot be assured if thesepolicies are not followed.InspectionAll equipment coming into an OHI facility fordemonstration, evaluation, clinical/workplaceapplication or purchase must be inspected beforedelivery to a unit. Patient care equipment will beinspected by Clinical Engineering, non-patient careequipment will be inspected by Facilities Services,and Computer equipment will be inspected byInformation Technology.Prior to removal, any equipment that might containpatient information, e.g., computers, fax machines,must have the approval of Information Technology.InvoicingAll invoices and statements must include the POnumber, addressee’s name as it appears on theorder, FOB point, and payment terms. All originalinvoices are to be sent directly to the attention of theAccounts Payable Department, PO Box 2801,Dearborn MI 48123-2801. Invoices must match theshipment and purchase order price, unit of measure,and item number. Following these procedures willavoid any delays in processing your invoice forpayment. Inquiries regarding invoices should bedirected to Accounts Payable at 313.586.5636.SustainabilityProtecting our environment makes good health andbusiness sense. Oakwood Healthcare, Inc seeksvendors whose products and services reducepackaging materials, energy and waste.W132741 REV 5/21/12Vendor GuideCODE OF CONDUCTBUSINESS STANDARDSVENDOR APPLICATIONSITE VISITSBADGESQUOTATIONSPURCHASE ORDERSDELIVERIES & INSPECTIONCOMPLIANCEOakwood Healthcare, Inc.Corporate Purchasing Department15500 Lundy ParkwayDearborn, MI 48126313.791.4500oakwood.org