Vendor Certification

PinnacleHealth System

Vendor Certification

Welcome

Welcome to PinnacleHealth’s on-line Vendor Certification PowerPoint Presentation. Completion of this program is required in order for your company to do business with

PinnacleHealth System.

Please click on the link below to the start the PowerPoint presentation. At the end of the presentation, please click on

the links to complete the short quiz and Vendor Representative Data Form and follow instructions to obtain

your photo I.D. badge indicated on the last slide.

Presentation Contents

• What is PinnacleHealth?

• Purpose of Certification

• Mission, Vision, Values, Attributes, & Principles

• Gifts & Endowments including Educational Grants

• Purchasing at PinnacleHealth

• Department Visitation

• System Policies

• Short Quiz

• Photo ID Form

What is PinnacleHealth?

• HARRISBURG HOSPITAL • POLYCLINIC HOSPITAL• SEIDLE HOSPITAL• COMMUNITY GENERAL OSTEOPATHIC HOSPITAL• DILLSBURG PT• ELIZABETHVILLE PHYSICAL THERAPY• RICHARD MAGILL MD• Family Care - CAMP HILL• Family Care - DILLSBURG• KLINE FAMILY PRACTICE• MECHANICSBURG FAMILY PRACTICE• PHS HOME CARE (Pottsville & Hbg.)• PHS HOSPICE• FREDRICKSEN HEALTH CENTER• MILESTONES• MOMS IN MOTION• PENNSYLVANIA HEART CENTER• CUMBERLAND VALLEY PHYSICAL THERAPY• EXTENDED CARE FACILITY• HEART & VASCULAR INSTITUTE• HOME INFUSION THERAPY• WOMANCARE HEALTH BOUTIQUE• NEUROLOGY• PHYCHOLOGICAL ASSOCIATES• SURGICAL CLINIC• WEST SHORE AMBULATORY CENTER• CHILDREN’S RESOURCE CENTER OF GREATER

HARRISBURG

• Family Care – Lower Paxton• Family Care - MARYSVILLE• Family Care - MIDDLETOWN• Family Care - TOWER CITY • Family Care - NEWPORT• EVELYN FREDERICK HEALTH CENTER• EVELYN FREDERICK X-RAY SERVICES• CAMP HILL PHYSICAL THERAPY• MECHANICSBURG FAMILY PRACTICE• LOWER PAXTON PT• PHS HOME INFUSION THERAPY• COMMUNITY IMAGING MRI• INFANT DEVELOPMENT PROGRAM• MRI SERVICES• OCCUPATIONAL SERVICES• REGIONAL CANCER CENTER• REHAB OPTIONS• SKILLED NURSING UNIT – SEIDLE• WOMANCARE• RESOURCE, EDUCATION & COMPREHENSIVE CARE FOR HIV OF

WOMAN & CHILDREN• SUSSEX COURT• WOMAN’S OUTPATIENT HEALTH CENTER• PROFESSIONAL BILLING OFFICE• EMERGENCY SERVICES

Purpose of Certification

Provide a formal orientation to:

• Improve communication between supplier and the Healthcare System

• Increase supplier understanding of and compliance with Pinnacle’s procedures and policies

• Facilitate smooth, efficient business transactions

(Link to Vendor Certification Policy# 654)

Vendor Certification

Specific Requirements for Vendor Representatives

Issues Resolved Through Certification

• Different goals and objectives for PinnacleHealth and vendors

• Historically Pinnacle certified companies, not representatives, but most business is with people

• Communicating effectively with hundreds of representatives

• Past communications were disjointed and inconsistent

PinnacleHealth’s Requirements

• Vendor representatives knowing and obeying Pinnacle’s policies and procedures

• Vendor MUST inform Pinnacle of any company/employment changes. Vendor is required to obtain a new/updated badge. Failure to do so is violation of policy.

• Ensure vendor marketing plans coincide with the health system’s strategic plans

• Ability to communicate with representatives in a timely fashion

Certification of Representatives

• Formal Orientation– Resource Materials– Web-based

PowerPoint Presentation

• Competency Exams• Photo ID’s

• Representative Dbase:– E-Mail address– Home address– Business phone/cell

and home phone

Representative Requirements

Mission

PinnacleHealth is a charitable organization dedicated to maintaining and improving the health and quality of life for all the people of Central Pennsylvania.

Vision

PinnacleHealth System will be the most caring, innovative, disciplined and trusted health system in Central Pennsylvania.

PinnacleHealth System

Cultural Attributes

• Customer Service• Meets Financial Commitments• Empowerment• Trust and Understanding• Courtesy• Open Communication• Control of Your Own Destiny• Pride in PinnacleHealth

Gifts & Endowments

Central coordination of all gifts through Pinnacle’s Gifts & Endowment’s Department at 231-8089.

– All gifts must support the mission of PinnacleHealth

– Details are provided in Pinnacle Health’s Policy# 407 Employee Gifts and Gratuities

(Link to Employee Gifts and Gratuities Policy#407)

Educational Gifts & Grants

Central coordination of all educational grants must be coordinated through the Department of Graduate Medical Education Department at 717-231-8633.

– Certification programs or – Accreditation programs

Purchasing at PinnacleHealth

• All acquisitions of goods and services require a purchase order prior to purchase and delivery – Exceptions: Pharmaceuticals, and

Outsourced Contractors for own use. • Standard Business Terms

– Payment Terms - Net 45– Shipping Terms - FOB Destination

(Link to Purchasing/Receiving Policy#659)

Contracting at PinnacleHealth

The Contracting Process

Determining Value:Contract Evaluation Process

Structured Decision Tools2 Models

Lowest Cost to Requirements (like)

Best Value (dissimilar)


Structured Decision Tools

»Multidisciplinary User Panels»Contract/Supply Chain Management

Facilitator»Written Bids»Cost Analysis on Current and Proposed

Products


Sample Financial Criteria– Unit Price– Freight– Marketing fees to GPO– Other

• Free goods• Incentives• Special payments such as additional GPO fees, etc.• EDI Capability• Corp Rebate Program• Distribution Fee, If applicable


LOWEST COST to REQUIREMENTS

– End Users develop• List of Requirements

– Supply Chain Management evaluates• Financial Criteria


BEST VALUE

– Users assign and evaluate• Quality / Requirements Criteria• Assign points per criteria

– Supply Chain Management evaluates• Financial Criteria


Sample Quality Criteria

– Product Characteristics– Breadth of product line– Product acceptance by users– Conversion assistance– ISO - 9000 certification– Service levels– Value added programs– FDA Approval– Product Liability Insurance– Continuing Education

AWARD

LOWEST COST to REQUIREMENTS

Lowest Cost Bidder meeting requirements

BEST VALUE

Financial Criteria / Quality Criteria = Cost Per QualityPoint Ratio

Contracting Process Results

• Increased end user input• Deliver best overall value / lowest cost

Contract Execution/Constructive Notice

• All Contracts for purchased goods and service

contracts MUST be negotiated and signed by Supply Chain Management Contracts Staff.

EXCEPTION:• All pharmaceutical contracts MUST be negotiated

and signed by the Director of Pharmacy.

New Product Introduction

– Product Acquisition & Mgt.(PAM) Committee• Surgical Services PAM, Clinical/Nursing PAM, Respiratory

Therapy PAM Cardiovascular Services PAM, Womens & Children's Services PAM and Radiology PAM etc.

• Supply Chain Management Staff• Trial , Evaluation, or Pilot• CFO/COO Oversight• Policy 651 Product Acquisition & Management governs new

and existing product processes(Link to Policy 651)

– P&T Committee• Drugs (All drugs must be requested by a physician)

Product/Service cost increases

All product and/or service cost increases MUST be submitted toSupply Chain Management. Allprice increases require 30 dayNotice otherwise all invoices willbe held until resolved.

All negotiations, bids, RFP’s, RFI’s,etc, must be negotiated throughSupply Chain Management.

Group Purchasing Organization Participation

• Novation (VHA) Shareholder• Central Pennsylvania Alliance

Laboratories (CPAL)

Visiting PinnacleHealth

Department Visitation, including service personnel and contractors

• Appointment Only (No exceptions)– with an individual

• PHS VENDOR PHOTO ID MUST BE

VISIBLE AT ALL TIME WHILE

VISITING ANY PHS FACILITY


Department Visitation, including service personnel and contractors

• Certified sales representatives may be accompanied by non-certified managers and/or business partners.

• Non-certified personnel must stay with certified representative

• Speakers must be accompanied by a certified representative


General Behavior

– No solicitation or loitering in public areas– Library for research only (Link to Library Services)

– Respect patients, visitors and anyone else on Pinnacle premises as your customers

– Obey all posted rules in departments(Link to Fire/Safety Information)


Parking

• Free - flat lots (Southgate for Harrisburg Campus, CGOH, Seidle and Polyclinic)

• Pay - garages (Harrisburg Hospital campus)

• Valet Parking - available at Harrisburg Hospital and Southgate. There is a charge for this service.


Operating Room Representatives – A scheduled appointment with an individual is required.

– The scheduled appointment must be coordinated through the OR Specialty Coordinators and/or OR Management.

All Representatives MUST sign in at OR control desk.– All Representatives will be given a daily pass to be in

the restricted OR areas.– Refer to OR Protocol.

THERE ARE NO EXCEPTIONS

(Link to policy to OR Policy/Protocol)


Pharmaceutical Representatives:

– Pharmaceutical vendors must be certified by Supply Chain Management and the Pharmacy.

– Pharmaceutical Vendor Policy: link to policy– Sign in Pharmacy log book at HH and CGOH

when visiting the acute care sites at these facilities.

– All vendor guests must be accompanied by a certified vendor representative.

(Link to Pharmaceutical Vendor Policy#507)

Supply Chain Partners

Southgate Building409 South 2nd Street Supply Chain ManagementSuite 3A • Cubicle w/phone and modem hookup• Conference Rooms available

B2B eCommerce

• Global Healthcare Exchange (GHX)– Currently connected with over 30

trading partners– Currently use transaction sets 850,

855, 832, 856, 810• EDI Direct connectivity for non-GHX

trading partners

Pinnacle Distribution Center

• Centralized Distribution and Receiving for all PHS entities

• Operation located at 3001 North Seventh Street, Harrisburg, PA 17110.

• All Purchase Orders for any PHS location are to be shipped to this distribution center.

Regulatory Agency Requirements

• Medicare Fraud & Abuse

• Access to Books• OIG Cumulative

Sanctions List• FDA Labeling• JCAHO

• Gramm-Leach-Bliley

• HIPAA• PA Dept. of Health• PA Dept. of Labor

and Industry• OSHA• PA Product

Liability

HIPAA

• Health Insurance Portability and Accountability Act

• HIPAA regulates the use and disclosure of Protected Health Information (PHI)

• Regulates the use of ANY information pertaining to patient of the Healthcare Organization

• Required to sign a Business Associate Agreement

(Link to HIPAA Memo and BA Agreement)

Corporate Integrity Program

Hotline 1-888-756-1841

PinnacleHealth Corporate Compliance Officer

100% Follow up on all reported issues/concerns

Exhibits

• Policy 659 - Purchasing / Receiving• OR - Guidelines for Vendor Reps in the OR• Policy 507 - Pharmaceutical Vendor• Policy 654 - Vendor Certification• Policy 651 – Product Acquisition & Mgmt.• Policy 407 - Employee Gifts & Gratuities• Policy 661 - Capital Equipment Purchasing• Fire / Safety Data Sheet• Library Services Use Fact Sheet• HIPAA• Policy 409 -Vendor Interaction

Vendor Interactions Policy #409

•Vendor interactions with PinnacleHealth System employees:

-ALL Vendors must be certified through PHS Vendor Certification Program & comply with PHS Policies

-Interactions between PHS employees and vendors must be approved by the department head in advance of the scheduling

-Non-educational meals should never be accepted from vendors

-Miscellaneous items: May accept gifts and promotional items with value less than $50.00

Vendor Interactions Policy #409 (cont.)

Vendor Sponsored Product Training and Education:

• Vendors may provide MODEST meals not to exceed $15 per individual for employees attending the session

• Meals & Entertainment must be SUBORDINATE in time and focus to the training & education

• Vendors may pay for reasonable travel and modest lodging associated with training off-site

• It is NOT APPROPRIATE for vendors to pay for meals, travel, or other expenses for GUESTS of PinnacleHealth employee attending the training

• ALL vendor paid trips for employees must be PRE-APPROVED by a PinnacleHealth Senior Vice President

(Link to Vendor Interaction Policy#409)

Company Certification

PinnacleHealth System requires all new vendors(company) to complete necessary

forms in order to be a valid vendor/company for PinnacleHealth to do business with.

Please call 717-231-8970 or email [email protected]

for more information.

Reminder to complete:

1. Vendor Certification Quiz

2. Vendor Representative Data Form

3. PPD Testing Requirements for Vendors with patient contact

In order to obtain your PinnacleHealth issued photo I.D. badge, please e-mail both forms [email protected] fax both forms to 717-231-8937and you will be e-mailed aform/instructions to obtain your photo I.D badge.

Vendor Certification

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Transcript of Vendor Certification