PinnacleHealth System
Vendor Certification
Welcome
Welcome to PinnacleHealth’s on-line Vendor Certification
PowerPoint Presentation. Completion of this program is
required in order for your company to do business with
PinnacleHealth System.
Please click on the link below to the start the PowerPoint
presentation. At the end of the presentation, please click on
the links to complete the short quiz and Vendor Representative
Data Form and follow instructions to obtain your photo I.D.
badge indicated on the last slide.
Presentation Contents
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What is PinnacleHealth?
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Purpose of Certification
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Mission, Vision, Values, Attributes, & Principles
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Gifts & Endowments including Educational Grants
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Purchasing at PinnacleHealth
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Department Visitation
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System Policies
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Short Quiz
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Photo ID Form
What is PinnacleHealth?
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HARRISBURG HOSPITAL
POLYCLINIC HOSPITAL
SEIDLE HOSPITAL
COMMUNITY GENERAL OSTEOPATHIC HOSPITAL
DILLSBURG PT
ELIZABETHVILLE PHYSICAL THERAPY
RICHARD MAGILL MD
Family Care - CAMP HILL
Family Care - DILLSBURG
KLINE FAMILY PRACTICE
MECHANICSBURG FAMILY PRACTICE
PHS HOME CARE (Pottsville & Hbg.)
PHS HOSPICE
FREDRICKSEN HEALTH CENTER
MILESTONES
MOMS IN MOTION
PENNSYLVANIA HEART CENTER
CUMBERLAND VALLEY PHYSICAL THERAPY
EXTENDED CARE FACILITY
HEART & VASCULAR INSTITUTE
HOME INFUSION THERAPY
WOMANCARE HEALTH BOUTIQUE
NEUROLOGY
PHYCHOLOGICAL ASSOCIATES
SURGICAL CLINIC
WEST SHORE AMBULATORY CENTER
CHILDREN’S RESOURCE CENTER OF GREATER
HARRISBURG
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Family Care – Lower Paxton
Family Care - MARYSVILLE
Family Care - MIDDLETOWN
Family Care - TOWER CITY
Family Care - NEWPORT
EVELYN FREDERICK HEALTH CENTER
EVELYN FREDERICK X-RAY SERVICES
CAMP HILL PHYSICAL THERAPY
MECHANICSBURG FAMILY PRACTICE
LOWER PAXTON PT
PHS HOME INFUSION THERAPY
COMMUNITY IMAGING MRI
INFANT DEVELOPMENT PROGRAM
MRI SERVICES
OCCUPATIONAL SERVICES
REGIONAL CANCER CENTER
REHAB OPTIONS
SKILLED NURSING UNIT – SEIDLE
WOMANCARE
RESOURCE, EDUCATION & COMPREHENSIVE CARE FOR HIV
OF WOMAN & CHILDREN
SUSSEX COURT
WOMAN’S OUTPATIENT HEALTH CENTER
PROFESSIONAL BILLING OFFICE
EMERGENCY SERVICES
Purpose of Certification
Provide a formal orientation to:
• Improve communication between supplier and the
Healthcare System
• Increase supplier understanding of and compliance
with Pinnacle’s procedures and policies
• Facilitate smooth, efficient business transactions
(Link to Vendor Certification Policy# 654)
Vendor Certification
Specific Requirements for
Vendor Representatives
Issues Resolved Through Certification
• Different goals and objectives for
PinnacleHealth and vendors
• Historically Pinnacle certified companies,
not representatives, but most business is
with people
• Communicating effectively with hundreds
of representatives
• Past communications were disjointed and
inconsistent
PinnacleHealth’s Requirements
• Vendor representatives knowing and obeying
Pinnacle’s policies and procedures
• Vendor MUST inform Pinnacle of any
company/employment changes. Vendor is
required to obtain a new/updated badge.
Failure to do so is violation of policy.
• Ensure vendor marketing plans coincide with
the health system’s strategic plans
• Ability to communicate with representatives in
a timely fashion
Certification of Representatives
Representative Requirements
• Formal Orientation
– Resource Materials
– Web-based
PowerPoint
Presentation
• Competency Exams
• Photo ID’s
• Representative
Dbase:
– E-Mail address
– Home address
– Business phone/cell
and home phone
Mission
PinnacleHealth is a charitable organization
dedicated to maintaining and improving the
health and quality of life for all the people of
Central Pennsylvania.
Vision
PinnacleHealth System will be the most
caring, innovative, disciplined and trusted
health system in Central Pennsylvania.
PinnacleHealth System
Cultural Attributes
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Customer Service
Meets Financial Commitments
Empowerment
Trust and Understanding
Courtesy
Open Communication
Control of Your Own Destiny
Pride in PinnacleHealth
Gifts & Endowments
Central coordination of all gifts through Pinnacle’s
Gifts & Endowment’s Department at 231-8089.
– All gifts must support the mission of PinnacleHealth
– Details are provided in Pinnacle Health’s Policy# 407
Employee Gifts and Gratuities
(Link to Employee Gifts and Gratuities Policy#407)
Educational Gifts & Grants
Central coordination of all educational grants must be coordinated through the
Department of Graduate Medical Education Department at 717-231-8633.
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Certification programs or
Accreditation programs
Purchasing at PinnacleHealth
• All acquisitions of goods and services
require a purchase order prior to
purchase and delivery
– Exceptions: Pharmaceuticals, and
Outsourced Contractors for own use.
• Standard Business Terms
– Payment Terms - Net 45
– Shipping Terms - FOB Destination
(Link to Purchasing/Receiving
Policy#659)
Contracting at PinnacleHealth
The Contracting Process
Determining Value:
Contract Evaluation Process
Structured Decision Tools
2 Models
Lowest Cost to Requirements (like)
Best Value (dissimilar)
Determining Value:
Contract Evaluation Process
Structured Decision Tools
» Multidisciplinary User Panels
» Contract/Supply Chain Management
Facilitator
» Written Bids
» Cost Analysis on Current and Proposed
Products
Determining Value:
Contract Evaluation Process
Sample Financial Criteria
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Unit Price
Freight
Marketing fees to GPO
Other
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Free goods
Incentives
Special payments such as additional GPO fees, etc.
EDI Capability
Corp Rebate Program
Distribution Fee, If applicable
Determining Value:
Contract Evaluation Process
LOWEST COST to REQUIREMENTS
– End Users develop
• List of Requirements
– Supply Chain Management evaluates
• Financial Criteria
Determining Value:
Contract Evaluation Process
BEST VALUE
– Users assign and evaluate
• Quality / Requirements Criteria
• Assign points per criteria
– Supply Chain Management evaluates
• Financial Criteria
Determining Value:
Contract Evaluation Process
Sample Quality Criteria
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Product Characteristics
Breadth of product line
Product acceptance by users
Conversion assistance
ISO - 9000 certification
Service levels
Value added programs
FDA Approval
Product Liability Insurance
Continuing Education
AWARD
LOWEST COST to REQUIREMENTS
Lowest Cost Bidder meeting requirements
BEST VALUE
Financial Criteria / Quality Criteria = Cost Per Quality
Point Ratio
Contracting Process Results
• Increased end user input
• Deliver best overall value / lowest cost
Contract Execution/
Constructive Notice
• All Contracts for purchased goods and service
contracts MUST be negotiated and signed by Supply
Chain Management Contracts Staff.
EXCEPTION:
• All pharmaceutical contracts MUST be negotiated
and signed by the Director of Pharmacy.
New Product Introduction
– Product Acquisition & Mgt.(PAM) Committee
• Surgical Services PAM, Clinical/Nursing PAM, Respiratory
Therapy PAM Cardiovascular Services PAM, Womens &
Children's Services PAM and Radiology PAM etc.
• Supply Chain Management Staff
• Trial , Evaluation, or Pilot
• CFO/COO Oversight
• Policy 651 Product Acquisition & Management governs new
and existing product processes
(Link to Policy 651)
– P&T Committee
• Drugs (All drugs must be requested by a physician)
Product/Service cost increases
All product and/or service cost
increases MUST be submitted to
Supply Chain Management. All
price increases require 30 day
Notice otherwise all invoices will
be held until resolved.
All negotiations, bids, RFP’s, RFI’s,
etc, must be negotiated through
Supply Chain Management.
Group Purchasing
Organization Participation
• Novation (VHA) Shareholder
• Central Pennsylvania Alliance
Laboratories (CPAL)
Visiting PinnacleHealth
Department Visitation, including service
personnel and contractors
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Appointment Only (No exceptions)
– with an individual
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PHS VENDOR PHOTO ID MUST BE
VISIBLE AT ALL TIME WHILE
VISITING ANY PHS FACILITY
Visiting PinnacleHealth
Department Visitation, including service
personnel and contractors
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Certified sales representatives may be
accompanied by non-certified managers
and/or business partners.
Non-certified personnel must stay with
certified representative
Speakers must be accompanied by a
certified representative
Visiting PinnacleHealth
General Behavior
– No solicitation or loitering in public areas
– Library for research only
(Link to Library Services)
– Respect patients, visitors and anyone else
on Pinnacle premises as your customers
– Obey all posted rules in departments
(Link to Fire/Safety Information)
Visiting PinnacleHealth
Parking
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Free - flat lots (Southgate for Harrisburg
Campus, CGOH, Seidle and Polyclinic)
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Pay - garages (Harrisburg Hospital
campus)
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Valet Parking - available at Harrisburg
Hospital and Southgate. There is a charge
for this service.
Visiting PinnacleHealth
Operating Room Representatives
– A scheduled appointment with an individual is required.
– The scheduled appointment must be coordinated
through the OR Specialty Coordinators and/or OR
Management.
All Representatives MUST sign in at OR control desk.
– All Representatives will be given a daily pass to be in
the restricted OR areas.
– Refer to OR Protocol.
THERE ARE NO EXCEPTIONS
(Link to policy to OR Policy/Protocol)
Visiting PinnacleHealth
Pharmaceutical Representatives:
– Pharmaceutical vendors must be certified by
Supply Chain Management and the
Pharmacy.
– Pharmaceutical Vendor Policy: link to policy
– Sign in Pharmacy log book at HH and CGOH
when visiting the acute care sites at these
facilities.
– All vendor guests must be accompanied by a
certified vendor representative.
(Link to Pharmaceutical Vendor Policy#507)
Supply Chain Partners
Southgate Building
409 South 2nd Street
Supply Chain Management
Suite 3A
• Cubicle w/phone and modem hookup
• Conference Rooms available
B2B eCommerce
• Global Healthcare Exchange (GHX)
– Currently connected with over 30
trading partners
– Currently use transaction sets 850,
855, 832, 856, 810
• EDI Direct connectivity for non-GHX
trading partners
Pinnacle Distribution Center
• Centralized Distribution and Receiving
for all PHS entities
• Operation located at 3001 North Seventh
Street, Harrisburg, PA 17110.
• All Purchase Orders for any PHS location are
to be shipped to this distribution center.
Regulatory Agency
Requirements
• Medicare Fraud &
Abuse
• Access to Books
• OIG Cumulative
Sanctions List
• FDA Labeling
• JCAHO
• Gramm-LeachBliley
• HIPAA
• PA Dept. of Health
• PA Dept. of Labor
and Industry
• OSHA
• PA Product
Liability
HIPAA
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Health Insurance Portability and
Accountability Act
HIPAA regulates the use and disclosure of
Protected Health Information (PHI)
Regulates the use of ANY information
pertaining to patient of the Healthcare
Organization
Required to sign a Business Associate
Agreement
(Link to HIPAA Memo and BA Agreement)
Corporate Integrity Program
Hotline 1-888-756-1841
PinnacleHealth
Corporate Compliance Officer
100% Follow up on all reported
issues/concerns
Exhibits
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Policy 659 - Purchasing / Receiving
OR - Guidelines for Vendor Reps in the OR
Policy 507 - Pharmaceutical Vendor
Policy 654 - Vendor Certification
Policy 651 – Product Acquisition & Mgmt.
Policy 407 - Employee Gifts & Gratuities
Policy 661 - Capital Equipment Purchasing
Fire / Safety Data Sheet
Library Services
HIPAA
Policy 409 -Vendor Interaction
Vendor Interactions Policy #409
•Vendor interactions with PinnacleHealth System
employees:
-ALL Vendors must be certified through PHS Vendor
Certification Program & comply with PHS Policies
-Interactions between PHS employees and vendors
must be approved by the department head in
advance of the scheduling
-Non-educational meals should never be accepted
from vendors
-Miscellaneous items: May accept gifts and
promotional items with value less than $50.00
Vendor Interactions Policy #409
(cont.)
Vendor Sponsored Product Training and Education:
• Vendors may provide MODEST meals not to exceed $15 per
individual for employees attending the session
• Meals & Entertainment must be SUBORDINATE in time and
focus to the training & education
• Vendors may pay for reasonable travel and modest lodging
associated with training off-site
• It is NOT APPROPRIATE for vendors to pay for meals,
travel, or other expenses for GUESTS of PinnacleHealth
employee attending the training
• ALL vendor paid trips for employees must be PREAPPROVED by a PinnacleHealth Senior Vice President
(Link to Vendor Interaction Policy#409)
Company Certification
PinnacleHealth System requires all new
vendors(company) to complete necessary
forms in order to be a valid vendor/company
for PinnacleHealth to do business with.
Please call 717-231-8970 or email
Supplychainmanagement@pinnaclehealth.org
for more information.
Reminder to complete:
1. Vendor Certification Quiz
2. Vendor Representative Data Form
3. PPD Testing Requirements for
Vendors with patient contact
In order to obtain your PinnacleHealth issued
photo I.D. badge, please e-mail both forms to
SupplyChainManagement@pinnaclehealth.org
or fax both forms to 717-231-8937
and you will be e-mailed a
form/instructions to obtain your photo I.D
badge.