GHX Vendor Credentialing

Background

It is the intent of Fred Hutch - Supply Chain (clinical operations) to establish responsible relationships with vendors that are not in conflict with any regulatory requirements.

This policy supports a safe and private environment for our patients, families, and staff while fostering a mutually beneficial relationship with our vendors.

Vendor relationships with practitioners raise a number of operational, compliance, ethical and economic issues. It is recognized that vendor-practitioner relationships can serve legitimate educational and operational purposes and may occasionally include vendor participation in patient care activities. This policy seeks to preserve those legitimate relationships but also provide a framework to avoid conflicts with regulatory concerns; - including but not limited to:

• HIPAA – HIPAA has very strict requirements with respect to preservation of patient privacy. 
• Anti-kickback statute – acceptance of any remuneration to induce referrals for medical services or items potentially violates the statute.
• Ethical considerations with respect to accepting gifts from vendors

Purpose

• To establish guidelines for vendors doing business at Fred Hutch - clinical
• To provide guidelines for all Fred Hutch - clinical workforce when interacting with vendors
• To minimize interruption of patient care and staff productivity
• To support a safe and private environment for our patients, families, and staff
• To provide reasonable security of our patients, staff and property
• To ensure compliance with Federal and State regulatory mandates (i.e., CMS, DOH) and applicable accreditation standards (i.e., The Joint Commission) for monitoring onsite visitation of vendor representatives.
• To assure appropriate identification of all vendors visiting the Fred Hutch - clinical South Lake Union Main Clinic (SLU)

Definitions

Vendor – Personnel who represent a company or companies and enters the Fred Hutch - clinical or sells/markets any patient care supplies, equipment or services to Fred Hutch - clinical, including, but not limited to, all consulting and administrative staff, physicians, administrators, nurses, pharmacists, contracting managers, buyers or purchasing agents and general users of the company's product. Sales Representatives include all categories of supplies, services and equipment (e.g., medical-surgical, pharmaceuticals, laboratory, information technology, capital equipment, office products, etc.). Such representatives can generate sales, demonstrate products, solve problems, advise clients on matters, quote prices or conduct other duties generally associated with representing their company(s).

Pharmaceuticals – any and all medications, drugs and IV solutions.

Policy

This policy applies to vendors entering the Fred Hutch - clinical facilities.

All vendors visiting the Fred Hutch - clinical SLU (with the exceptions of those listed below) will be required to become credentialed using the Vendormate system and will also be required to check in and out at Fred Hutch - clinical utilizing the GHX Healthcare Exchange kiosks.

Exceptions to the Fred Hutch - clinical Vendor Credentialing Policy

Examples of exceptions include:

• Partner Institutions
• Academic institutions
• Catering- Catering personnel must stop at the main floor reception desk, or will be subject to the vendor policy
• City, county, state, and federal agencies
• Corporate entities that provide legal or financial services to Fred Hutch - clinical
• Other health care facilities or systems
• Professional affiliations
• Representatives of The Joint Commission and other accreditation agencies
• Study Monitors

All vendors' representatives visiting the Fred Hutch - clinical SLU are required to register in the Fred Hutch - clinical Vendor Credentialing Program managed by GHX Healthcare Exchange.

The registration process is managed by GHX Healthcare Exchange. All registration fees are paid directly to GHX Healthcare Exchange.

Each vendor representative will be required to provide documentation during the registration process specific to their risk category in order to be credentialed for doing business with Fred Hutch - clinical. This documentation includes but is not limited to:

• Letter of attestation on official company letterhead acknowledging completion of a criminal background check.
• Proof of a current negative tuberculosis test or if a history of a positive TB skin test, the vendor must provide a letter of attestation on official company letterhead that subsequent chest x-ray results are documented and annual TB symptom screening is completed in lieu of skin testing.
• Letter of attestation on official company letterhead citing training and proficiency on the product line or equipment with which the representative will be demonstrating, in-servicing or providing technical assistance.

Vendor representatives who do not provide all required documentation during the registration process will not be authorized to conduct business at Fred Hutch - clinical until all registration requirements are met.

Vendor representatives must acknowledge reading required policies and statements during the registration process. These documents may include but are not limited to:

• Vendor Policy
• Confidentiality and Nondisclosure Agreement
• Vendor Code of Conduct

Vendor representatives who choose not to participate in the Fred Hutch - clinical Vendor Credentialing Program will not be authorized to conduct business with Fred Hutch - clinical.