Vendor Access Policy

Vendor FAQs
 
General   Participant are not considered Vendor 
How do I know if the policy applies to me?  Representatives for the purposes of this policy. 
The policy defines “Vendor Representative” 
If you are unsure if you are considered a 
using the following definition:  
“Vendor Representative,” reference Appendix B 
“Vendor Representative” means a sales or  of the policy to review a list of exceptions.  
service professional that represents a company 
Where does the policy apply?  
or companies to The Resource Group and/or 
The policy applies at all Ascension Participants, 
Ascension Participants including: physicians, 
defined in the policy using the following 
nurses, buyers, purchasing agents, executives 
definition: 
and other Associates that may be general users 
or influencers of the company’s product.  “Ascension Participant” means an 
Vendor Representatives represent  Ascension-owned or Ascension-controlled site 
manufacturers, distributors, service companies,  of care, currently excluding Ascension Living 
and other organizations. Vendor  sites, which, through a Participation Agreement 
Representatives generate sales, manage  with The Resource Group, has access to The 
contracts, provide quotes, demonstrate  Resource Group’s contract portfolio. 
products, make repairs, and perform many 
other duties generally associated with  If you are unsure whether a facility is 
representing their company.   Ascension-owned/Ascension-controlled, you 
can check our roster at 
Contractors, delivery service representatives,  http://theresourcegroup.com/participantroster 
general or skilled laborers performing facility 
 
maintenance and construction, installers 
installing equipment in non-patient care areas, 
Credentialing 
facility-employed project consultants, clinical 
trial researchers, or any third-party  How do I get credentialed with symplr?  
representative providing care or services  To get credentialed, visit​ ​symplr’s website​ and 
directly to patients on behalf of the Ascension  follow the instructions listed. If you have 

 
  

questions, reach out to symplr’s customer 

support.    

Are corporate packages available through  Can I display my hard symplr badge in place of 
symplr?   the sticker badge?  
Yes. While vendor representatives may get  No. The hard badge does not serve as a 
credentialed individually, symplr offers  substitute for the sticker badge. You must 
corporate group packages. Reach out to symplr  display the sticker badge at all times.  
customer support to learn more. 
Circumstances for Entry 
What if there is no symplr kiosk at the location 
I’m visiting?   What if the reason for my visit is not listed as 
All Ascension acute facilities have a symplr  one of the approved options on the sign-in 
kiosk. At our non-acute locations, kiosks are not  page?  
available. In these locations, you will need to  There are five approved circumstances for 
use the symplr mobile app to sign in and out  entry: 
and display a mobile badge​. 
1. Support an approved procedure or 
What if I don’t know where the symplr kiosk is  provide direct patient assistance; the 
located in the facility I’m visiting?   procedure/product must be listed on the 
Kiosks are typically located by the main  approved list​. 
entrance, OR entrance, or the supply  2. Provide approved in 
department. If you are unsure, ask the front  servicing/education/training; the event 
desk and they will be able to direct you.   must be approved through The 
Resource Group’s process initiated by 
What if I cannot locate my immunization  completing this​ ​form​.  
records?   3. Perform approved product or equipment 
If you cannot locate your immunization records,  maintenance; you must be requested to 
you can request that your doctor obtain a titer  enter by The Resource Group, facilities, 
that will verify your immunity. A titer is accepted  biomedical engineering, or IT. 
as proof of immunization.   4. Perform supervised consignment 
inventory count; you must be requested 
How do I obtain an immunization exemption?   to enter by The Resource Group. 
Ascension typically doesn’t provide exemptions  5. Drop off approved samples, vouchers, 
for religious or personal objections. However, in  coupons. 
some cases, accommodations may be made 
for immune compromised individuals. To  There are limited exceptions to this list. 
request an exemption, complete this ​form 
posted on The Resource Group’s website.   1. Emergent circumstances that will affect 
patient care as determined by a 
  physician 
  

2. Requested business meeting approved  expedite the process if you provide the name of 
by The Resource Group  the requestor and additional information about 
the request.  
Representatives may not enter and Ascension 
facility for any other reason.   If the facility is holding a training event and 
invites me to attend, do I still need to fill out 
What if the procedure or product I’m  the form?  
supporting is not on the approved list?   Yes. Vendors are permitted to attend 
If the procedure or product you are supporting  facility-sponsored training events. However, 
is not on the approved list, you are not  vendors must still fill out the​ form​ so the event 
permitted to enter. The only exception is if  can be tracked. During these events, vendors 
patient care will be affected, as determined by  will still be held to the standards in the policy 
the physician. In this case, obtain written  (e.g., no food, promotional items, etc.)​.  
verification from the physician and submit to 
The Resource Group.   If my training event includes multiple sessions, 
do I need to fill out forms for each one? 
What if a staff member asks me to enter the  You may fill out one form and include all details 
facility for an unapproved circumstance?   on the series. The training coordination team 
Unless there is a risk to patient care, this is not  will treat this as one request.  
permitted. In these cases, obtain written 
verification from a physician and submit to The  If approved through the process, do I still need 
Resource Group. You may direct the staff  to be credentialed and sign in through symplr?   
member to The Resource Group if they have  Yes, even if approved through the request 
additional questions. If you are unaware of your  process, you will need to be credentialed and 
Resource Group contact, reach out to the  sign in and out during your visit.  
national Customer Care team at 
ListenFirst@TheResourceGroup.com​ or   
844.753.4778. 
On-site Activities 
What if there is an emergency and I don’t have 
time to sign in?   What if I have my own surgical cap and don’t 
If emergency circumstances prohibit you from  want to use the provided option?  
signing in, you should still sign in and out after  You must wear the surgical caps and bouffant 
the visit, so your visit can be tracked​.   caps provided by the facility. 

What if, while onsite for an approved visit, a 

Training 
staff member of clinician asks me about 
off-contract products?  
What if a staff member asks me for training? 
You may not provide information about 
Do I still need to fill out the form?  
off-contract products at any time while on-site. 
Yes. If a staff member asks you for training, 
If a staff member is inquiring about an 
initiate scheduling by filling out the​ f​ orm​. It will 
off-contract product, direct him/her to The 
  

Resource Group where it will be evaluated for  Enforcement 

consideration.  
How will The Resource Group verify that the 
What if a staff member tells me it’s okay to  violation actually occurred?  
bring in food?   The Resource Group maintains a thorough 
Staff members may not provide local  process for verifying violations that includes 
exemptions to the policy. This will still be  follow up investigation with all parties involved 
considered a violation and will result in a  and the violating representative. If you commit 
permanent ban from Ascension facilities.   a violation, a Resource Group associate will 
speak with you prior to documentation being 
What if a staff member tells me it’s okay to 
submitted.   
engage in any other activity prohibited in the 
policy?   If it is reported that I committed a violation, will 
Staff members may not provide local  I have the opportunity to appeal?  
exemptions to the policy. These will still be  If The Resource Group verifies that the violation 
considered violations and will result in a  occurs, there will be no opportunity for appeal. 
permanent ban from Ascension facilities  However, if you did not commit the violation 
and it was reported erroneously, you may 
What if a staff member requests an 
appeal with The Resource Group.  
unapproved product sample?   
You may not distribute samples other than  What if I wasn’t aware I was violating the 
approved pharmaceuticals, specialty infant  policy?  
formula, glucose meters, and pediatric/adult  Due to the efforts taken to educate the vendor 
nutritionals and supplements. If a staff member  community on the policy, unawareness will not 
requests an unapproved a product sample,  serve as an excuse for non-compliance.  
direct him/her to The Resource Group who will 
determine if the product should be put through  What  if  my  superior  instructs  or  directs  me  to 
The Resource Group’s evaluation process.   take an action that violates the policy? 
Each representative acknowledges that he or
What if, when dropping off samples, a  she will comply will the policy as a condition of
physician requests to speak with me?   being permitted entry. Being instructed to take
You may not access physicians when dropping  an action that violates the policy by a superior
off samples. You may offer to correspond via  does not exempt this compliance. For such
phone or email. If an in-person meeting is  violations, consequences will be enforced on
requested, you must fill out the​ f​ orm​ and be  the individual who committed the violation.
approved and then you may schedule a 
meeting.   If I am banned from one facility, am I banned 
from all Ascension facilities?  
  Yes, upon your first violation you will be banned 
from all Ascension facilities.