Question: Does this policy pertain to the outside vendor service staffs that come in to work on the Equipment? Sometimes they are here during the hours that the procurement office is not open. All of them travel here from outside of Iowa City so they are not here the day before to pick up a badge.
Answer: Service vendors are not included in this policy for the activities you mentioned. They cross into the policy if they are also selling you something while they are working. For instance, we have some people who come to repair equipment, but spend a great deal of time detailing the newest equipment, or a new product that could be used with their equipment. If that becomes the case, then we ask them to sign in and get the full orientation. We are making the sign-in process as easy and swift as possible, so it won't be a problem.

Question: I no longer work in sales; however, I do have appointments from time to time with medical staff to discuss current and ongoing clinical trials being conducted here in the hospital. Is there someone I would need to "check in" with as well?
Answer: Yes, you will still need to check in at Procurement Services for each visit to the hospital.

Question: If I am only temporary, or here for the day, must I register?
Answer: Yes, everyone must register, but you may not have to complete the full orientation. If you are associated with or traveling with a vendor who has completed the orientation, you may register as a temp.

Question: What health screening steps will vendors need to go through?
Answer: You must be symptom free, not diagnosed with disease, not exposed to disease unless immunized, etc. Details will be covered in the initial orientation form that you will need to complete and have on file. After that, a reminder document will be available at the check-in desk, and it becomes part of the check-in process.

Question: Is the disease screening policy really fair? Does the public have to do this?
Answer: Yes, especially in pediatric areas.

Question: If I bring in support staff for assisting during in-service, would they need a temporary badge?
Answer: Yes, a badge will be required. If traveling with someone who has gone though orientation, they will not need to complete a separate orientation process. The responsible vendor for the guests is the one who has been though orientation.

Question: How do we handle after-hours visitation by vendors?
Answer: If it is a service call, they may not need a badge. If it is an emergency and they will be detailing parts, they will need a badge and if possible, they should plan ahead and get their badge before 5 p.m.

Question: What should we do with off-site meetings and displays that pertain to UI Hospitals and Clinics with vendors?
Answer: The gift policy applies but there is no need to have a vendor badge.

Question: Does a pharmacy representative dropping off drug samples need to check in at Pharmacy and Procurement Services?
Answer: All vendors must sign in at Procurement Services. If there are questions regarding drug samples, the vendor should visit the Pharmacy Purchasing Office.

Question: If a vendor is here to be present for surgery but has not gone through orientation will they be allowed in for the case?
Answer: We are going to keep track of the number of times this happens and schedule a time for them to come in and go to orientation before they go to another surgery. This will be kept track of on the computer system.

Question: If the company has already signed a business agreement, do we need to fill it out again?
Answer: No, as long as both parts of the business agreement have been completed. But check with our Compliance Office just in case.

Question: If you are a new vendor and do not know the numbers you need to call to make an appointment, who should we call?
Answer: The product specialists can offer names to help you out and get you started. Pharmacy has open hours to facilitate this and Mary Ross will be able to talk with you about the Pharmacy.

ID BADGE CHECK-IN

Question: We have the implant vendors who are often here at 6:00 a.m. for the first of the day surgical procedures at the request of the physicians/OR. How can we get them a badge?
Answer: Our current OR vendor policy has vendors checking in at 7:00 a.m., which has not presented a problem so far. We were advised some time ago that the staff really didn't want the reps up there before 7:00 a.m. anyway. If this is a physician special request, the recommendation is that the rep meet with the doctor at 6:00 a.m., then come to our office as soon after 7:00 a.m. check-in. The reps can do this while the OR is getting the patient ready. All vendors must check in with us and get their white scrubs.

Question: What about the necessity to enter the hospital to work on an operating room procedure after hours or on weekends?
Answer: The procedure is the same as it is now. Report directly to the OR for emergency cases after 5:00 p.m. or on weekends. They will issue your scrubs and allow you to access the OR.

ACCESS

Question: If you have meetings that are spaced out during the day, do we need to leave the building to not be loitering?
Answer: You may wait as you have been doing, in the lobby or cafeterias. We simply do not want you waiting around hoping to catch someone passing in the hallways.

Question: Will vendors that will be participating in fairs at the College of Medicine need to have a badge?
Answer: Faculty will still need to comply with the parts of the policy that pertain to them including gift law, but the vendors (if hosted by the College of Medicine) will follow the rules of the College of Medicine. Vendors that are doing joint displays for UI Hospitals and Clinics and the College of Medicine will need to follow the rules of the new policy, including obtaining a badge and not loitering between the times they are providing information at their display.

NEW PRODUCTS

Question: We are often asked for pens and literature for promotions at departmental events. The policy states this is not allowed. Please clarify.
Answer: The Pharmacy and Therapeutics Subcommittee has always had a policy that does not allow non-literature promotional items.

Question: Are we still allowed to provide pharmaceutical samples?
Answer: There is an approved sample list that is available and only those samples on that list will be allowed.

Question: How do we go about bringing in pharmaceutical samples and is the process still the same?
Answer: The process for pharmaceutical samples remains the same except that you will need a badge to do this and it will say, "Restock" on it so that people in the hospital know that you are not there to be selling items.

ATTENDANCE AT MEETINGS

Question: If a vendor is asked to speak at Grand Rounds, do they need badges and can they do the presentation if asked?
Answer: Vendors will always need a badge when visiting the UI Hospitals and Clinics. They can attend Grand Rounds if it is public or if the conference leader or organizer invites them.

ENFORCEMENT

Question: How are you going to handle companies with multiple divisions? If someone from one division makes an infraction will the other divisions be reprimanded along with the offending division?
Answer: Yes, that is our intention.

GIFTS

Question: What is included in the gift law (ex. educational items)? Are these included?
Answer: The gift law states that some gifts can be accepted such as informational material that is relevant to the employees function such as books, pamphlets, reports, documents (see # 4 under 68B.22).

Question: When you bring in food for an in-service or display can you count the people on the unit or just attendees for the definition of the gift law?
Answer: The gift law is very specific. You cannot exceed the limit of more than $3 per person per day. It should include those people that are attending the meeting or display and will be partaking in the food.