Resident and Fellow Policy Manual

Appendix 1 - Sales Representatives and Vendors:

	STRONG MEMORIAL HOSPITAL POLICY	APPROVED BY:  Clinical Council
Strong Memorial Hospital	SECTION 12.  External Relations	DATE:  9/2006
	12.1.1 Sales Representatives and Vendors	PAGE:  1 of 2

Policy:

Strong Memorial Hospital is committed to providing a safe, confidential and restful environment for patients and staff.  In order to maintain that environment, manufacturer representatives must assist by conducting business within the Hospital as described below.  Sales representatives who fail to comply with these expectations may be asked to leave the premises. For pharmaceutical representatives see SMH policy 7.9- Pharmaceutical Company Representatives.

Description:

1. Sales representatives are to schedule appointments prior to visiting hospital personnel.  Specific additional requirements apply to Perioperative Services.  Also see SMH Materials Processing Department Policies and Procedures.
2. All sales representatives must sign in at the information desk in the hospital main lobby.
3. The information desk will issue a visitor badge after verifying the sales representative has a scheduled appointment.  Passes will not be granted for those representatives that do not have appointments.
4. Sales representatives found in the hospital not wearing the proper visitor badge will be asked to leave the institution.
5. Sales representatives participating in shadowing or short term non clinical educational experiences with any patient interaction will adhere to SMH policy 12.7.
6. Sales representatives should supply products and materials for purchase or sale only when accompanied by a specific purchase order.  UR procurement services provides final review and execution of documents committing the university to purchase goods, services and equipment.  The university reserves the right to refuse responsibility for equipment or supplies left without prior approval and proper documentation.  Such merchandise, including drug samples, is considered a donation.
7. The use of the University of Rochester or Strong Memorial Hospital name or that of any of its officers, faculty, divisions or departments in promotion of commercial products or services is not permitted unless expressly approved in advance by the university’s director of business operations.
8. Hospital conference, teaching and clinical space is a scarce resource and must be conserved for the institution’s educational, research and clinical functions.  Vendors will not be provided space for the purpose of general marketing demonstrations unless specific arrangements are made through procurement services and the department head.
9. Gifts to faculty and staff are unnecessary and will not improve the business relationship.  Greater value is placed on vendors’ continued support in providing quality products and services at low prices. Also see SMH policy 13.9 – Gifts or Gratuities.
10. Sales representatives must use only designated visitor parking lots.
11. Sales representatives who cater events for university staff or faculty on university premises should use approved university catering services.   An updated list of university-approved caterers may be obtained from procurement services or the SMH information desk.

References:

University of Rochester Procurement Policy regarding Manufacturers’ in the University setting.

UR Vendor’s Guide to Purchasing Services, Brochure

SMH Ambulatory Policy VII C.  Control of Drug Samples

SMH Operating Room, Materials Processing Department Policy, Manufacturer’s Representatives

SMH 7.9 Pharmaceutical Company Representatives

SMH 12.7 Shadowing and Short Term Non-Clinical Educational Experiences

SMH 13.9 Gifts and Gratuities

History:

10/99     Developed by Value Analysis, with representatives from SMH and UR Procurement Services.

4/00       Revised by Policy Management Team.

5/00       Reviewed and approved by Clinical Council.

4/03       Revised by project director, Information Systems.

5/03       Approved by Policy Management Team.

8/06       Reviewed and updated by director, Value Analysis

9/06       Reviewed and approved by Policy Management Team

©2006, University of Rochester