Administrative/

MHS Supply Chain

Title: Vendor Representatives

Scope:
This policy applies to all now existing and future entities of MultiCare Health
System (“MHS”).
This scope includes Tacoma General, Mary Bridge, Allenmore, Good Samaritan,
Auburn Medical Center and all ambulatory areas.
Policy Statement:
All vendor representatives who wish to conduct business with MHS will
complete Vendor Credentialing Compliance (“VCC”) prior to scheduling any
appointments with MHS staff. Vendor/sales representatives must adhere to
the terms set forth in this policy and acknowledged in vendor registration
process. Non-compliant Vendors may be denied the privilege of access to MHS
facilities.
Definitions:
MHS Entities – Includes, but it not limited to, all MHS Departments, Clinics,
Outpatient Facilities, Provider Offices, Resident Physicians, and Program
Offices.
Material Safety Data Sheet (“MSDS”) – Occupational safety and health
document that provides personnel with procedures for handling or working
with a substance in a safe manner, and includes information such as physical
data, toxicity, health effects, first aid, reactivity, storage, disposal, protective
equipment, and spill handling procedures.
Pharmaceutical Representative (“PR”) – Vendor whose primary objective
is to sell, support or introduce medications and pharmacy product.
Value Analysis – A systematic process to review clinical products, equipment,
and technologies. To evaluate their clinical efficacy, safety and impact on the
organizations resources.
Vendor Credentialing Compliance (“VCC”) – Requirements outlined in
Exhibit C are the procedures that Vendors must comply with in order to be
approved access to MHS.
Vendor – a manufacturer or distributor representative whose primary
objective is to sell or support medical products, equipment, or services.
Procedure:

I. Vendor Duties:

MHS VENDOR POLICY

Page 1 of 12 Administrative
 A. All Vendors must register and maintain the required compliance
credentials to access MHS facilities. Please see the attached Exhibit C:
Vendor Credentialing Compliance (“VCC”).
a. Vendors or non-MHS employed personnel who are credentialed
through Medical Staff Services or on-boarded in accordance with
MHS policy may be exempt from VCC.
B. If Vendor does not have proper credentials, Vendor shall visit MHS
Supply Chain for final determination. MHS Supply Chain can be reached
at (253) 403-5216.
C. All Vendors must stay in compliance with vendor credentialing as
required by Exhibit C.
D. Vendor may receive one (1) non-compliance warning. Continued non-
compliance may result in immediate suspension of MHS visitation rights.
MHS reserves the right to discontinue Vendor access to MHS at any time
for any reason.
E. Vendor must ensure compliance with MHS contracts and obligations to
MHS.
F. Vendor must issue no-charge purchase orders for sample products,
products for specific patient use or clinical trials in accordance with Value
Analysis procedures identified in Exhibit B.
G. Vendor must contact non-MHS employed physicians at their private
offices only.
H. Vendors will remit the sales order or invoice for any implants used in a
procedure within 24 hours. Failure to comply will result in the product or
equipment being considered a no-charge item.
I. The Vendor’s visit is specific to the individual patient and procedure on
that day; the Vendor may not use the opportunity of an approved
procedural visit to introduce any unplanned product or technology that
has not been previously approved by the Product Request process. Any
vendor who brings any unapproved product in for use on a patient will
be considered a no-charge item.
J. Vendors may not remain in facility any longer than is necessary for the
procedure(s) scheduled or approved business. The Vendor presence is
strictly limited to the area he/she has been approved for. Vendor may
not enter any other patient care areas or “wander” around the facility.
K. MHS strictly prohibits Vendors from soliciting any health care provider or
facility staff, or leaving promotional materials in public or patient care
areas within the facility without prior approval by MHS Supply Chain.
Displaying of product or promotional materials without prior approval in
public areas such as lobbies, cafeteria, elevators, and parking lot is also
prohibited.
L. The Vendor may not knowingly misrepresent information, such as
contract details, cost of product/services, utilization by other
facilities/physicians, status in local or national trials, FDA status, details
of competing products, or outcomes data.
MHS VENDOR POLICY
Page 2 of 12 Administrative
 M. MHS has established contract standards for a wide variety of products
and services. Non-standard products and services in competition with
these contracts may not be promoted by Vendors without prior approval
by MHS Supply Chain. Only Executive leadership within MHS Supply
Chain is authorized to sign contracts on behalf of MHS. Vendors or other
company/supplier representatives may not attempt to arrange or sign
contracts with any other MHS employee, physician or department.
Vendors may not divulge contract-specific information with anyone
without prior approval by MHS Supply Chain.
N. Non-compliance with any MHS policies and any behavior that disrupts
the facility’s business or patient care, or that affects patient or staff
safety, will result in immediate corrective action. This may include
verbal/written warning to the Vendor, contacting the Vendor’s
supervisor, removal from the facility, limitation or restriction of future
visits by the Vendor and/or all other Vendors from that
supplier/company, notation in the on-line vendor credentialing profile,
and distribution to other MHS facilities.
O. Any questions regarding this policy and all Vendor management
procedures, including access to the facility, should be addressed to the
Strategic Sourcing Manager.

II. MHS Duties

A. All MHS entities will:
1. Support the MHS Vendor Policy by only meeting with Vendors who
are in compliance with credentialing as outlined in Exhibit C.
2. Ensure Vendor adheres to Vendor Credentialing Compliance when
arriving for scheduled appointments.
3. Assure Vendors schedule product in-services in compliance with this
policy; with the exception of pharmaceutical representatives who
will go through Pharmacy Purchasing Supervisor or designee.
4. Refer any Vendor without a badge to Vendor Credentialing
Compliance requirements.
5. Notify Vendors that in order to bring in new products or equipment
they must comply with Value Analysis procedures outlined in Exhibit
B.
6. Report violations or non-compliance with this policy and good
business practice to the MHS Supply Chain or Pharmacy Services
Director as appropriate.
7. Ensure that food, lunches, dinners and snacks provided by Vendor
companies are allowed no more than four times per year per
Vendor business line (Ex: Vendor vascular line vs. Vendor total joint
line), per site, and only in conjunction with an approved in-service
program. Any provision of this type of gift must not exceed one

MHS VENDOR POLICY

Page 3 of 12 Administrative
 hundred dollars ($100) per person in accordance with the MHS
Gifts, Gratuities, and Business Courtesies Policy.
8. Ensure compliance with the MHS Medication Sample policy
9. Direct questions regarding this policy to the MHS Supply Chain at
(253) 403-5216.

III. New Products will be introduced through Value Analysis

procedures and only with MHS Supply Chain approval, in
accordance with Exhibit B.

IV. Displays: Vendor Public displays are prohibited unless deemed

appropriate for the educational needs of MHS staff, and approved by MHS
Administration, Pharmacy Administration, Continuing Medical Education,
or MHS Supply Chain.

Related Policies:
Gifts, Gratuities, and Business Courtesies
Clinical Equipment, Non-MHS Owned
Purchase Orders
Sample Medications
Sterile Processing
Exhibits:
Exhibit A: “Pharmaceutical Representatives”
Exhibit B: “Value Analysis”
Exhibit C: “Vendor Credentialing Compliance”
References:
Product Request Form
Vendor Brochure
Point of Contact: Executive Director, Supply Chain 403-1006
Approval By: Date of Approval:
Quality Steering Council 8/15; 2/17
Original Date: 11/98
Revision Dates: 3/99; 7/02; 3/05; 7/09, 5/10, 6/15, 12/16
Reviewed with no Changes Dates: none
Distribution: MHS Intranet
Scope/locations of services updated March, 2017.

MHS VENDOR POLICY

Page 4 of 12 Administrative
 Pharmacy Services

Title: Exhibit A: Pharmaceutical Representatives

Scope:
This Exhibit A outlines Duties of Pharmaceutical Representatives (“PR”)
Objective:
In addition to the responsibilities set forth in the MHS Vendor Policy, each PR is
responsible to adhere to these procedures.
Special Instructions:
The MHS Pharmacy and Therapeutics Committee will evaluate drugs for
formulary inclusion.

I. Pharmaceutical Representative Duties:

A. In addition to the responsibilities set forth in the MHS Vendor Policy,
each PR is responsible to:
1. Schedule an appointment with the Pharmacy Clinical Managers, or the
Pharmacy Purchasing Manager through the VCC site for the following
reasons only:
1. New products – provide clinical and bio-availability data
2. Special offers – arranged with the Director of Pharmacy Services,
the Clinical Manager, or the Pharmacy Purchasing Manager only;
3. Follow up on drug recalls; or
4. Signing contracts or agreements.
2. Know the formulary status of company products. MHS Drug
Formularies are available from Pharmacy Services.
3. Not detail non-formulary drugs within the hospital or provider clinics
without WRITTEN approval from the Administrator of Pharmacy
Services or designee.
4. Not go into patient care areas.
5. Not go to provider clinics without a prior appointment through the
VCC site.
6. Leave promotional items only with the individual(s) with whom the
appointment has been made. Non-formulary promotional materials
will not be left.
7. Not provide Medication Samples to any MHS hospital, Emergency
Department, Clinical Unit or Outpatient Clinic. MHS does not allow
medication samples at any of its facilities.
8. Not post, advertise or offer CME on industry sponsored events
regarding medications that are not on MHS formulary.
9. Must get prior approval from Pharmacy Purchasing Manager to bring
food items.
 Value Analysis

Title: Exhibit B: Value Analysis

Scope:
This Exhibit B outlines the Value Analysis procedure.
Objective:
Ensure that new equipment or products are approved through the Value
Analysis procedure prior to use at MHS. In addition to the responsibilities set
forth in the MHS Vendor Policy, the Vendors are responsible to adhere to these
procedures.
Procedure:

I. Value Analysis:
A. New Products will be introduced through Value Analysis procedures and
only with MHS Supply Chain approval.
Vendor Must:
1. Contact PurchasingMailbox@multicare.org to work with Purchasing to
obtain a purchase order (“PO”) in order to receive payment. Failure
to comply will result in the product or equipment being considered a
no-charge item.
2. Schedule and conduct in-services under the direction of Value
Analysis.
3. Provide syllabus of in-service to Value Analysis prior to in-service for
their review. Vendor in-services are to be evidence based, and will
not misrepresent the product or subject in any manner.
4. Adhere to requests of Value Analysis which includes, but is not limited
to, not promoting non-formulary or non-selected products within
MHS. A pharmaceutical representative (“PR”) may not promote non-
formulary medications other than within the Pharmacy Services and
in accordance with Exhibit A.
5. Provide hazard information from MSDS as appropriate for any product
being used or proposed for use at MHS. MHS will not evaluate any
product prior to receipt of MSDS information.
6. Work with Value Analysis in conjunction with MHS Supply Chain in
order to obtain a no-charge PO for samples.
B. Vendors in Clinical Units and Surgical Areas will:
1. Provide only observational and verbal consultative services to
physicians and health care providers during surgical, interventional
and diagnostic procedures. If the product is a medication, the Vendor
 must first obtain permission from the Pharmacy Clinical Manager and
as outlined in Exhibit A.
2. Conduct product ownership transfers to MHS staff upon entering an
MHS operation room and/or procedure room.
3. Refrain from bringing Vendors-in-training, and other individuals into
patient areas to observe patient procedures. Any instance where this
may occur must be approved by the patient, the physician and the
Clinical Director of the department or the Pharmacy Clinical Manager
(if a medication product).
4. Make every effort to ensure that travelling Vendors have the
documentation necessary to allow for case coverage in the assigned
Vendor’s absence.
5. Refrain from entering the room of a patient who is in isolation
precautions at any time.
6. Never physically touch a patient under any circumstances
C. A PR will also follow Pharmacy department procedures outlined in
Exhibit A.

II. NEW PRODUCTS

A. An employee who wishes to introduce a new product/equipment for
use at MHS will submit a New Product Request Form to Value Analysis.
Vendors may not initiate this process.
B. Value Analysis will review the request and forward it to the appropriate
Value Analysis Committee.
C. The request will be reviewed by the appropriate Value Analysis
Committee with the following possible outcomes:
1. Recommend for clinical trial prior to a final decision
2. Approve for implementation
3. Deny the initiative
4. Return the initiative to the requestor(s) to provide additional
information
5. If the proposed product is approved for a clinical trial, the Vendor
Representatives will:
a. Obtain a no-charge PO from the purchasing department to bring
in the product for trial or review.
b. Provide a reasonable supply of the product at no charge.
c. Send all products for the evaluation to the MultiCare Medical
Center receiving dock at 402 South J Street, Tacoma, WA 98415
referencing a valid PO.
d. Provide staff to assist Value Analysis with the evaluation as
requested.
D. Value Analysis Trials:
1. Trials will be collaborated with Value Analysis, Clinical Education,
Nursing Executives, departmental representatives and Vendors for
product evaluation(s) and trials; trials of pharmaceutical products will
be conducted in accordance with Exhibit A.
III. Non-Medication Sample Products:
 A. The Vendor is responsible for obtaining a no-charge PO from
Purchasing for sample products. MHS Supply Chain and Value Analysis
will authorize a PO after receiving a formal price quote if the product is
for a patient specific procedure, or a soft supply to support equipment.
B. Sample products are not to be sent directly to the requesting
department or individual without a PO.
C. Samples are to be left only with the individual/s with whom the Vendor
has an appointment, in accordance with Exhibit C.
D. All sample products will be provided at the Vendor’s expense.
IV. Equipment and Instruments:
A. Obtain authorization from Value Analysis, in conjunction with
department management, prior to demonstrating and/or using the
Vendor’s product.
B. All equipment brought in for the purpose of demonstration or as a
loaner, must comply with the MHS Clinical Equipment, non-MHS
Owned Policy.
C. Arrange for electrical equipment checks by Engineering and/or Clinical
Engineering prior to equipment use.
D. Arrange for cleaning of non-sterile equipment by MHS sterile
processing prior to use.
E. Arrange for sterilization of equipment/instrumentation prior to use.
(Flash sterilization is not to be considered an appropriate option.)
F. Provide for in-service training for end users.
G. Notify Clinical Engineering of the equipment’s presence in the Health
System and when it is removed.
V. In-Services: Obtain permission, schedule and conduct in-services under
the direction of the Clinical Coordinator, the Clinical Educator or the
departmental designee as outlined in the Vendor responsibilities.
 Vendor Credentialing

Title: Exhibit C: Vendor Credentialing Compliance

Scope:
This Exhibit C outlines the Vendor requirements for credentialing and
expectations of Vendors with access to MHS.
Objective:
Ensure that all Vendors have completed MHS requirements in order to have
authorized access to MHS facilities. In addition to the responsibilities set forth
in the MHS Vendor Policy, the Vendors and Pharmaceutical Representatives
(“PR”) are responsible to adhere to these procedures.
Procedure:
Vendors may visit symplr.com and click on “Register Now” to complete that
process. Symplr support can be reached at (866) 373-9725and use option 1 or
support@symplr.com. Upon arrival at MHS, Vendor shall visit the Symplr kiosk
to print their identification badge which must be worn at all times while on
MHS property. A Vendor with a “Red Light” status, must resolve that with
Symplr prior to entering MHS facilities.

I. Vendor Credentialing Duties:

A. Vendor Representatives – All Vendor Representatives will:
1. Contact Symplr to complete the Vendor registration process
MHS Facility KIOSK Location/Vendor Check IN
Allenmore Hospital Emergency Department
Auburn Medical Center Emergency Department reception area
Good Samaritan Hospital Outside of Sterile Processing next to the
loading dock

OR

2nd floor Daly Tower Patient waiting area

Provider Offices/ Clinics/Urgent Cares Office or Clinic Reception Desk
Tacoma General Hospital Emergency Department OR
Waiting area next to Security office 2nd
Mary Bridge Children’s floor

Baker Center Baker Center staff lounge

II. Vendor Credentialing Process:

A. On-site Vendors Who Do Not Need Access to MHS Facilities and

Resources:

1. Register with Symplr, complete/submit the required documentation to become

credentialed, and receive your Smart Phone app or swipe card.
2. Upon entering a MultiCare facility, locate the Symplr kiosk, scan your card or app on
your phone, check in, and print your badge, which must be worn at all times while on
MHS property.
3. Conduct your meeting or service.
4. Check out using your phone or the kiosk upon leaving the building.

B. On-site Vendors Who Need Access to MHS Facilities and Resources:

1. Register with Symplr, complete/submit the required documentation to become

credentialed, and receive your Smart Phone app or swipe card.
2. Submit completed MHS In-take form and fax to 253.403.3682 or scan the form and
send it to Sophi Gwynne at sgwynne@multicare.org
3. The vendor’s light status in Symplr (red, yellow, green) will be checked. Vendors with
red or yellow light statuses will be contacted and asked to provide the necessary
documentation to Symplr.
4. Upon confirmation of the vendor’s green light status in Symplr, the vendor’s
information will be entered into Lawson 5 for the production of an MHS badge and
Change Gear for an access to MHS computer systems/programs. (PLEASE NOTE:
Permissions for access to MHS computer systems/programs can take 2-3 weeks
depending on IS&T’s workload.)
5. An email with instructions on where and when to pick up the MHS badge will be sent
to the vendor. Vendors must wear their MHS badge at all times while on MHS
property.
6. When computer permissions are established, an email with instructions on how to set
up their computer and access the programs will be sent to the vendor. (PLEASE NOTE:
Vendors must contact the IS&T Help Desk, 253.403.1160, with any computer set-up
questions. Supply Chain Management is not qualified to resolve computer issues.)

C. Remote Vendors Who Need Access to MHS Resources and Networks:

1. Provide the MHS Vendor Credentialing Coordinator with email address so that he/she may
invite vendor to the Limited Patient Exposure price point in Symplr. (This price point
cannot be directly requested from Symplr.)
2. Submit completed MHS In-take form and fax to 253.403.3682 or scan the form and send it
to Sophi Gwynne at sgwynne@multicare.org
 3. The vendor’s light status in Symplr (red, yellow, green) will be checked. Vendors with red
or yellow light statuses will be contacted and asked to provide the necessary
documentation to Symplr.
4. Upon confirmation of the vendor’s green light status in Symplr, the vendor’s information
will be entered into Lawson 5 to obtain a MHS identification number, which will be used to
create a Change Gear request for access to the appropriate MHS computer
systems/programs. (PLEASE NOTE: Permissions for access to MHS computer
systems/programs can take 2-3 weeks depending on IS&T’s workload.)
5. When computer permissions are established, an email with instructions on how to set up
their computer and access the programs will be sent to the vendor. (PLEASE NOTE:
Vendors must contact the IS&T Help Desk, 253.403.1160, with any computer set-up
questions. Supply Chain Management is not qualified to resolve computer issues.)

III. Vendor On-boarding Timeframes:

Vendor On-boarding Time-frame On- Time-frame Other

Scenario:
MHS Form Complete, Credentialing
Green-lighted, and No IS&T Access
Needed
MHS Form Complete, Credentialing
Green-lighted, and IS&T Access Needed
MHS Form Complete, Credentialing NOT
Green-lighted, and No IS&T Access
Needed
MHS Form Complete, Credentialing NOT
Green-lighted, and IS&T Access Needed
MHS Form Complete, Limited Patient
Exposure Credentialing Completed, and
No IS&T Access Needed
MHS Form Complete, Limited Patient
Exposure Credentialing Completed, and
IS&T Access Needed
boarding:
Less than one business day
One business day to process
forms and submit
ChangeGear request.
Less than one business day,
once vendor is green-lighted
in credentialing system.
One business day to process
forms and submit
ChangeGear request once
vendor is green-lighted in
credentialing system.
Less than one business day,
once vendor is green-lighted
in credentialing system.
One business day to process
forms and submit
ChangeGear request, once
vendor is green-lighted in
credentialing system.
Services:
N/A
Two to three weeks for IS&T to
complete requested items and
grant access.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system
and two to three weeks for
IS&T to complete requested
items and grant access.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system
and two to three weeks for
IS&T to complete requested
items and grant access.

MHS Form Complete, Limited Patient
Exposure Credentialing NOT Completed,
and No IS&T Access Needed
MHS Form Complete, Limited Patient
Exposure Credentialing NOT Completed,
and IS&T Access Needed
Less than one business day,
once vendor is green-lighted
in credentialing system.
One business day to process
forms and submit
ChangeGear request, once
vendor is green-lighted in
credentialing system.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system.
72 hours or less, once vendor
has provided required
documentation to be green-
lighted in credentialing system
and two to three weeks for
IS&T to complete requested
items and grant access.