Presented as a part of the

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GREENVILLE HOSPITAL SYSTEM VENDOR VISITATION
TRAINING
Presented as a part of the Greenville Hospital
System Vendor Program by Blayre Liebergen,
Purchasing Department
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INTRODUCTION
The following presentation will provide detailed
guidance with regard to credentialing,
monitoring, and compliance as it pertains to
vendors requiring access to any Greenville
Hospital System University Medical Center (GHS)
facilities/campuses. It is intended to offer
insight as to what is specifically expected from
vendors and their representatives while on GHS
premises. The presentation will be broken
down into sections based on specific areas of
emphasis and will be followed by an on-line
examination that will test your mastery of the
information presented. Thank you for your
interest in doing business with the Greenville
Hospital System. Vendor involvement is critical
to our success and we appreciate the role you
play. We hope you enjoy the training and look
forward to working with you in the future.
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AGENDA

• General Requirements for Vendors and Sales
  Representatives
• Vendor Registration
• On-site Sign-In and Sign-Out Procedures
• Expected Vendor Behavior/Violations
• Vendor Parking
• New Product Introduction and Consignments
• Special Area Protocols
• Pharmacy Services
• Perioperative Services
• Privacy and Confidentiality of Patient
  Information
• Asepsis
• Fire and Radiation Safety

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VENDOR REGISTRATION
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VENDOR REGISTRATION
Vendor registration is an important first step in
doing on-site business with GHS. This can be
accomplished easily at home or at work, however,
using one of the main components of the new
Vendor Program an application called VISION
provided through a partnership with Vendormate,
Inc.
DATA CAPTURING Vendormate VISION indexes over
150 fields of self-reported data about the
vendor business and its representatives.
CREDENTIALING Accessing over 1.7 billion public
and private records, Vendormate credentials
Financial Health, Legal Status, Certificate and
License Expiration, and Regulatory Compliance.
MONITORING Vendormate VISION continuously
monitors vendor status, alerts buyers of any
non-compliance, and delivers integrated badging.
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VENDOR REGISTRATION
To register with Vendormate you may visit either
of the following websites
http//www.vendormate.com/
https//ghs.vendormate.com/
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VENDOR REGISTRATION
As a part of the registration process, vendors
will be required to do the following
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VENDOR REGISTRATION
FEES
There is a nominal fee associated with
Vendormate registration. The amount to be paid
is based on the individual vendors risk level.
This level is determined by Vendormate and is
based on information submitted during
registration.
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VENDOR REGISTRATION
Low-Risk Vendors These vendors have little or
no exposure to patients or patient information
and visit our facilities only occasionally.
25 per year
Medium-Risk Vendors These vendors have some
exposure to patients or patient information and
visit our facilities relatively regularly.
100 per year
High-Risk Vendors These vendors have
considerable exposure to patients or patient
information and visit our facilities on a very
frequent basis.
250 per year
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Always sign in!
Print new badge for each appointment!
SIGNING IN AND OUT
100 compliance
Sign-In locations
Wear badge!
??? Call MDC
Can ask Materials Services
Dont forget Sign out!
Sign In Rules
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SIGNING IN AND OUT

• System-generated badges shall now be required to
  gain access to GHS facilities.
• Previous badges either from GHS or issued by
  the vendors company will no longer be
• sufficient. Vendors must sign in at the
  appointed locations on the day of their on-site
  appointment
• and prior to its commencement in order for the
  badge to print.
• Properly registered vendors will receive a
  printed adhesive badge that must be displayed
  prominently throughout your visit.
• Standard badges are not valid for a time period
  longer than one day badges required for an
  extended period should be addressed in advance
  and will be considered on a case-by-case basis.
• Vendors with incomplete or non-existent
  registration will not be able to print a badge
  and will not be allowed in the facilities outside
  of general common areas (i.e. lobbies, Badge
  displays name, date, appointment location, photo,
  vendor status, and individual status
• Upon conclusion of a visit, vendor
  representatives shall properly dispose of the
  adhesive badges to prevent unauthorized use by
  another individual.
• Vendors not wearing a badge will be instructed to
  report immediately to the designated sign-in
  station to obtain one. Representative
  non-compliance will constitute a violation and
  will be reported for tracking purposes.

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SIGNING IN AND OUT
Example of GHS new system-generated badge
DAY OF THE WEEK
Todays DateTime of Sign-In
Vendor Name Vendor Company
Yes or no
Individual being visited. Individuals
department.
Time of Appointment
Your photo here.
Registration Status
Alphanumeric ID
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SIGNING IN AND OUT
VENDOR BADGING DOs AND DONTs
DO Wear your badge at all times. Ensure badge
is visible to passers-by. Sign out from an
appointment with one person before going to an
appointment with another person in a different
department. Call the MDC for approval in advance
if circumstances require special badging
considerations. Properly dispose of your badge
after your visit in the receptacles marked for
that purpose.
DONT Give your badge to another vendor it
should be disposed of at the conclusion of all
appointments and visits. Attempt to re-use or
alter, fraudulently or otherwise, the badge
provided to you. Use a badge issued for an
appointment in one place to gain access to
another. Argue with GHS personnel requiring you
to return to the kiosk to obtain a badge just
please do as you are asked. Try to get a badge
for an appointment taking place on another day.
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SIGNING IN AND OUT
Sign-In/Out Locations Vendors may sign in and out
using the kiosks provided
PATEWOOD MEMORIAL HOSPITALandPATEWOOD MEDICAL
CAMPUS
GREENVILLE MEMORIAL HOSPITAL
MAIN LOBBY andPHARMACY SERVICES (Pharmacy
guests only.)
MATERIALS SERVICES
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EXPECTED VENDOR BEHAVIOR
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EXPECTED VENDOR BEHAVIOR
ACCEPTABLE CONDUCT WHILE ON-CAMPUS
Be courteous, respectful, and professional
Follow all applicable policies and rules
Remember that you are a guest
Promote patient safety
Protect the confidentiality of patient information
Follow instructions
Respect patients privacy
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EXPECTED VENDOR BEHAVIOR
VIOLATIONS
Vendors in violation of GHS policies/procedures
will be handled as follows
violation Warning issued to vendor
representative
violation Written warning issued to vendor and
vendor representative
violation Visitation privileges suspended for
30 days
Further violations may result in permanent
professional debarment from all GHS campuses and
facilities these will be handled on a
case-by-case-basis.
Note that this penalty structure is a guideline
only offenses may be handled more aggressively
based on the nature and severity of the violation.
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VENDORPARKING
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PARKING REQUIREMENTS
PARKING

• Vendors are only authorized to park in parking
  spots designated for visitors/patients. Employee
  and staff parking areas are off-limits.
• The following areas are also off-limits,
  regardless of how long a vendor intends to be in
  the facility
• No-Parking Zones
• Fire Lanes
• Parking reserved for physically handicapped
  individuals
• Areas reserved for emergency vehicles
• Loading docks (if parking at the loading dock is
  required for equipment, vendors should drop-off
  the items being delivered, return to their
  vehicles to park in an authorized spot, and then
  proceed inside. At no time should vendor
  vehicles be left at the loading dock while
  vendors are visiting GHS personnel.)

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PARKING REQUIREMENTS
Please noteFailure to comply with parking
rules and regulations can result in the issuance
of a parking citation by facility Security
personnel and can be counted as a violation of
the Vendor Program. The vehicle may also be
towed at the owners expense.
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PARKING REQUIREMENTS
Parking Map for Greenville Memorial Hospital
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PARKING REQUIREMENTS
Parking Map for Patewood Campus
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INTRODUCING NEW PRODUCTS
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INTRODUCING
A NEW PRODUCT
All new products and equipment provided by
vendors must be authorized and coordinated
through the Purchasing Department.
Guidelines for doing so must be strictly adhered
to at all times to ensure our patients are
receiving quality care that is in compliance with
all regulatory requirements.
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INTRODUCING
A NEW PRODUCT
The new product will have to be evaluated and
approved via coordination with the Purchasing
Department. In some cases, the product will have
to go through the appropriate review
committee. Prior to receiving the applicable
approvals, the product in question shall not be
provided by vendors for use in GHS facilities.
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INTRODUCING
A NEW PRODUCT
PLEASE BE ADVISED THAT GHS WILL NOT PAY FOR ANY
PRODUCT OR PIECE OF EQUIPMENT BROUGHT IN WITHOUT
FIRST OBTAINING THE APPROPRIATEAPPROVALS IN
ADVANCE.
For more information on introducing new products,
please refer to Purchasing or refer to and/or
download the A Procedure posted on this
site.
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Establish Consignment Par Levels
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CONSIGNMENT
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CONSIGNMENT
If specialized instrumentation, equipment, or
implants are requested by a surgeon for use in a
case, vendors should deliver those items to
Central Sterile Processing (CSP) by 100 pm on
the preceding day.
A packing list should be included with all items
delivered. That list will be examined by CSP and
the vendor to determine its accuracy against what
is delivered. If it matches the delivery
contents, both parties will sign off onthe list
for future reference.
GHS will not be responsible for any items missing
if there is no packing list included with the
delivery.
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CONSIGNMENT
Dropping off your items with CSP a minimum of one
day prior to the time their use is required, but
please extend to GHS the courtesy of dropping off
two or three days before they will be needed
whenever possible.
Drop off for Fridays case!
800 a.m. OR Case at GHS.
The only times that items should be brought in on
the day of the surgery are either when doing so
has been approved in advance by CSP or when there
is an urgent and/or vital need to do so.
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CONSIGNMENT
Patient care equipment must be reviewed prior to
use in GHS facilities. Unless special
arrangements have been made, vendors should
notify Biomedical Engineering 72 hours in advance
in order to coordinate this review.
HOURS OF OPERATION 730 am to 400 pm Monday
through Friday
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CONSIGNMENT
Vendors will have to fill out this form as a part
of checking in their consignment instrumentation,
equipment, or implants.
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CONSIGNMENT
After cleaning, items will be returned to the
loaner rack until they are picked up by a vendor.
These must be picked up within 24 to 48 hours
from the time the case ended.
After the case has concluded, items will be sent
to CSP for decontamination and cleaning in the
instrument washer.
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SPECIAL AREA PROTOCOLSPharmacy
ServicesPerioperative Services
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PHARMACY SERVICES
On behalf of Pharmacy Services,
Welcome!
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PHARMACY SERVICES
Pharmacy Hours (Monday through Friday) Greenville
Memorial Hospital Pharmacy 8 am to 430
pm Hillcrest/Simpsonville Campus Pharmacy 9 am
to 430 pm Greer Medical Campus Pharmacy 8 am
to 430 pm Patewood Medical Campus Pharmacy 9
am to 430 pm North Greenville Campus Pharmacy
9 am to 430 pm
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PHARMACY SERVICES
All pharmaceutical representatives are required
to sign-in to the Vendormate VISION software in
Pharmacy Services at the campus they are
visiting. Badges for these representatives are a
different color than those of the representatives
visiting other departments and can only be
obtained from Pharmacy Services. Visiting with
GHS physicians should take place by appointment
only.
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PHARMACY SERVICES
Pharmaceutical representatives are prohibited
from entering patient care areas, unless special
permission is granted in advance from either the
Director of Pharmacy or the unit manager/director.
Patient care areas include, but are not limited
to
ICU
Cath Labs
the Emergency Room
CCU
Nursing Stations
Surgery and Anesthesia Suites
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PHARMACY SERVICES
PHARMACEUTICAL REPRESENTATIVES SHALL NOT
Loiter in public areas.
Visit the GHS Emergency/Trauma Center without
leave from Pharmacy Services.
Use the name of GHS, the Dept. of Pharmacy
Services, or any department employee in such a
way as to endorse a drug or company.
Solicit non-formulary items or promote any
indication of a drug that has yet to be approved
by the FDA.
Provide in-services to nursing staff without the
permission of the Director of Pharmacy or nurse
manager.
Conduct educational programs without written
permission from Pharmacy Services at least 2
weeks prior to the program date.
Solicit, leave product, or distribute promotional
material in public areas.
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PHARMACY SERVICES
Personal and personalized gifts are not
authorized. Promotional gifts (pens, notepads,
etc.) are allowed pending approval by the
Director of Pharmacy Services.
Pharmaceutical Representatives are NOT allowed to
bring in food or refreshments they can,
however, provide grants to be used to that end.
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PERIOPERATIVE SERVICES
From everyone on the Perioperative Services
team,
Thank You
We look forward to working with you!
for your interest in doing business with us!
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PERIOPERATIVE SERVICES
Most of the educational material required for OR
representatives will be covered in a separate
course the AORN OR Protocol course. Effective
August 1, 2009 this course is incorporated into
the curriculum for all OR vendor representatives
who call on any GHS ORs.
The following is general information with some
subtle differences tailored specifically for GHS
ORs. This information will explain in detail the
behaviors, procedures, and overall expectations
of vendor guests in our ORs.
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Personal Behavior in the OR
PERIOPERATIVE SERVICES

• You are a guest of the patient.
• Every room will have a circulating nurse, a
  scrub tech, and a CRNA.
• You must wear your GHS Vendor badge. No
  exceptions!
• Introduce yourself to the circulating nurse so
  she/he can document your presence in the OR.

• Refrain from speaking too loudly, using coarse
  language, or telling inappropriate
  jokes.
• Follow instructions from the circulating nurse.
• If you are asked to leave for patient or behavior
  reasons, please do so promptly.
• Only one (1) vendor representative is allowed in
  the operating room at any given time.

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Personal Safety
PERIOPERATIVE SERVICES

• For your safety, please follow all instructions
  given to you during orientation and in the OR
  from the circulating nurse.
• Use proper Personal Protective Equipment.
• Do not touch or lift the patient.
• Avoid sharps from the surgical field.

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PERIOPERATIVE SERVICES

• Dress Code
• In Restricted areas- OR greens, hair cover,
  surgical mask and eye protection
• In Semi-restricted areas- OR greens and hair
  cover
• Non-restricted areas- street clothes

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PERIOPERATIVE SERVICES
PLEASE NOTE All scrub attire provided to a
vendor representative is the property of
GHS. After use, scrub attire must be
placed in the appropriate receptacle designated
for these soiled garments and should NEVER
be removed from the facility.
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ASEPSIS AND INFECTION CONTROL
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ASEPSIS AND INFECTION CONTROL
Asepsis is defined as the absence of pathogens
and pathogenic organisms.
In surgical settings, this term refers to
efforts made by the surgical team to prevent the
transmission of pathogenic organisms to patients
and hospital personnel.
Having a strong surgical conscience awareness
and strict adherence to cleanliness, aseptic
principles, and sterile technique is invaluable
in creating an aseptic environment.
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What can vendors do to protect themselves?
ASEPSIS AND INFECTION CONTROL

• Wear appropriate attire.
• Stay at least 12 inches away from any sterile
  field.
• Do not cross in between 2 sterile fields.
• Do not reach over a sterile field.
• Keep mask and eye protection on at all times.
• Minimize talking and movement.

• Always wash your hands before you enter and after
  you leave.
• If you think you touched something sterile, let
  someone know - dont keep it to yourself!
• If there is any doubt about sterility, consider
  it unsterile.
• When removing your masks, handle by the strings
  as opposed to the part that covers the face.
• Do not open up or touch any sterile supplies.

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PRIVACY AND CONFIDENTIALITY OF PATIENT INFORMATION
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PATIENT CONFIDENTIALITY
Every patient has a right to their privacy and
the right for their information to be kept
confidential. For this reason, it is imperative
that all rules and courtesies are observed during
interaction with, or in front of, a patient.
ASK YOURSELF
How would I want to be treated if I was seeking
medical attention?
Would you want someone to watch you be positioned
for surgery?
How would you feel in you were in the hospital
cafeteria and overheard a GHS employee discussing
your loved ones health?
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PATIENT CONFIDENTIALITY
R
P
P
espect atient rivacy!
VENDOR REPRESENTATIVES ARE NOT AUTHORIZED TO VIEW
A PATIENTS MEDICAL RECORDS.
DO NOT DISCUSS THE PATIENT OR ANY PART OF THE
PROCEDURE AFTER IT HAS CONCLUDED.
VENDOR REPRESENTATIVES ARE NOT AUTHORIZED TO VIEW
THE OR SCHEDULE DO NOT ASK TO SEE IT!
VENDOR REPRESENTATIVES SHOULD ONLY VIEW THE
PORTION OF THE PROCEDURE WITH WHICH THEY ARE
ASSISTING.OBSERVING FURTHER IS UNNECESSARY AND
UNATUHORIZED.
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PATIENT CONFIDENTIALITY
The only acceptable discussion of patient
information is dialogue between a vendor
representative and a GHS
healthcare provider who is caring or the patient.
GHS is bound by HIPAA regulations to protect
patient rights and information violations of
patient confidentiality can result in
litigation.
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SAFETY
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SAFETY
Hospitals use a lot of materials that are highly
flammable and emit noxious fumes when ignited.
When a fire alarm Code Orange is
implemented, please remain calm and report to
the Charge Nurse immediately for evacuation
directions.
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SAFETY
REMEMBER
P
ull the pin
im the nozzle at the base of the fire queeze the
trigger to release product weep product from
side to side
A
S
S
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SAFETY
Hospitals use pieces of equipment that require
radiation to function. While it does produce
many positives in clinical applications,
radiation can still be harmful.
PROTECT YOURSELF!
AVOID UNNECESSARY EXPOSURE
REMAIN BEHIND LEAD SHIELDS (when possible)
MONITOR RADIATION BADGE
DON LEAD APRON PROVIDED
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Congratulations!
You have completed this portion of your vendor
training. We hope you enjoyed this presentation
and look forward to working with you in the
future! Now that you have acquainted yourself
with this material, please visit

http//www.ghs.org/vendors Clink on the link
provided to take the required quiz, then send the
transcript to Vendormate so they can update your
profile.
Thank you
for your time!