CustomerName
Vendor Program
Appointments
NAME
Account Manager
NAME
Account Development Manager
agenda
2
»
Overview
»
How Appointments Work
»
Getting Started
»
Demo
benefits
Hospital Staff
Vendor Representatives
» Drastically reduces cold calls
» Save reps time – sales calls
are planned and efficient
» Creates more time to do main
job
» Guarantees face time with
hospital staff
» Offers tighter control of facility
» Improves compliance –
increased vendor registrations
and document/policy uploads
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» Allows conversations to be
targeted to appointment
attendees.
overview
Hospital Creates
Appointment
» Hospital staff must have a
user account to create
appointments
» Reps must be registered
to have an appointment
» Appointments can be set
as either one-time or
recurring
» Before creating an
appointment, make sure
the rep is compliant with
documents and policies;
and not on a sanction list
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Vendor Rep
Signs In
» Reps can check their status
prior to a visit with the
“Check Compliance”
feature located on their
vendor dashboard
» Reps are able to print badges
up to two hours before
appointment start-time and
one hour after appointment
end-time
» Reps can only print a badge
at the location where they
have an appointment
Badge Printed
or Denied
» Reps are denied a badge
if they are sanctioned or do
not have an appointment
» Reps with an appointment,
can still be denied access
based on your badge rules –
e.g. they are not complaint
with document and policy
requirements
creating an appointment
Set One-Time
or Recurring appointment
Enter brief
Appointment Subject
Enter more detailed
Appointment Description
Staff members
must have a buyer
account in order to
show up in the “invite
staff” section
To create an
appointment, the rep
must be registered
Choose whether to email
the appointment to
yourself and the invitees
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details
» Recurring Appointments
– Utilize for reps who visit frequently
– Set a regular schedule (e.g., weekly, monthly, quarterly)
– Create separate recutting appointments for each
location
» Updating Appointments
– Only appointment creator can modify/delete
– Appointment can be modified/deleted until 2 hours prior
» Appointments ONLY for Remote Badge Print/Sign In
– Conduct a controlled release of this feature by
extending it only to those with appointments.
» Filtering Appointments
– My appointments – created by you
– All appointments – created by anyone in health system
» Custom Badge Templates
– Adds appointment details to the badge
– Available for paper or Dymo badges
» Email Upon Sign In Option
– Request appointment email to go to invited hospital staff
when the rep signs in for the appointment (opt-in
required)
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getting started
» Determine
– Your grace period and start date for enforcing
appointments
– Who is responsible for creating appointments
– Where do reps go if they are denied a badge
» Internal Communication
– Sample email
– Training demos
– Staff enforcement
» Vendor Communication
– Vendormate emails registered vendors
– Sign-in kiosk posters
» Resources
– www.vendormate.com > support
Appendix
internal notification
Subject: [Hospital Name] Vendor Program Appointments
Dear [Hospital Name] Employee,
[Hospital Name] recognizes that our vendors are an essential part of our delivery of the best patient care, and we
value that relationship. To help us maintain consistent and professional relationships with our vendors, we require
that vendors use the [Hospital Name] vendor program to register and set appointments with our staff before visiting.
Starting [date], representatives who visit [Hospital Name] will be required to sign in electronically at the information
desk at each location. With a valid appointment and current credentials, a representative will be able to print out a
single-use identification badge that is to be worn throughout his or her visit to any location. Appointments will not be
permitted without a current, compliant registration.
Appointments are essential to our efforts to manage access to facilities and patient care areas for policy compliance.
You may create appointments with registered vendor representatives at https://login.vendormate.com.
For technical assistance, go to https://login.vendormate.com and select the Support Center link at the bottom of the
page.
Thank you for your support,
[Name]
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vendor notification
Subject: [Hospital Name] Appointment Required
Dear [Hospital Name] Vendor Representative,
[Hospital Name] recognizes that our vendors are an essential part of our delivery of the best patient care, and we
value our relationship with you. To help us maintain consistent and professional relationships with our vendors, we
require that vendors have an appointment with our staff before visiting and be registered in the [Hospital Name]
vendor program. Your contact at [Hospital Name] will create the appointment record in our application.
Starting [date], when you visit [Hospital Name] you will be required to sign in electronically at [sign-in location]. With
a valid appointment and current credentials, you will be able to print out a single-use identification badge that is to be
worn throughout your visit. Appointments will not be permitted without a current, compliant registration.
Registering ensures we have the most accurate picture of your business, your capabilities, and contact information.
Appointments are essential to our efforts to manage access to facilities and patient care areas for policy compliance.
Registering and setting appointments save you time because our staff knows in advance that you are an eligible
supplier and has set aside time to meet with you. Our staff can begin discussing business with you right away.
We appreciate your prompt attention to this matter. If you have technical questions, go to
https://login.vendormate.com and select Support Center at the bottom of the page.
Thank you,
[Hospital Name] Vendor Support
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sample kiosk sign
» Customized per facility
» Placed near sign in
stations for rep
awareness
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sample custom badge templates
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