Vendor and Supplier Policies
Spartanburg Regional Healthcare System (SRHS) maintains a reputation for integrity and honesty in dealing with patients, employees, vendors and regulating agencies, and the public. We view suppliers as partners providing the best products and services for our patients. We must manage our contractor, vendor and supplier relationships in a fair and reasonable manner, free from conflicts of interest and consistent with all applicable laws and good business practices.
Expected vendor partner behavior is outlined in Vendormate, our supplier credentialing system. Suppliers are required to immediately report any suspected wrongdoing, including safety concerns, to the department leader. While on-site, your company and its representatives shall adhere to SRHS expectations.
Visiting SRHS facilities
To visit any Spartanburg Regional location, vendors are required to be registered in Vendormate, submit an appointment request through Vendormate and have that request accepted. Vendors with no current relationship with SRHS should contact the Purchasing department at firstname.lastname@example.org before visiting any facility.
Any individual who visits an SRHS facility for the following reasons is considered a vendor for visitation purposes:
- Soliciting, marketing, or distributing information regarding the use of vendor products or services.
- Participating or assisting in a clinical procedure/case management on behalf of their company.
- Performing training, education, service or on-site presentations.
The process also applies to one-time visits. All vendor visitors will be required to electronically sign in and wear a badge issued for their pre-scheduled appointment. Badges must always be worn while on SRHS premises and displayed in a visible place for the duration of the visit. Leaders, team members and caregivers will neither meet with, nor allow within their areas, sales or service representatives lacking a valid visitor’s badge or an approved downtime alternative. Loitering in hallways, lounges, cafeterias and other areas of the hospital is forbidden, as are cold calls or unscheduled visits.
Violations will be reported to Purchasing and/or Security after normal business hours. Vendors who do not comply with this process may be suspended or banned from conducting business at any SRHS facility.
We promote competitive procurement to the maximum extent practicable. Our selection of contractors, suppliers and vendors will be made on the basis of objective criteria including quality, technical excellence, price, delivery and adherence to schedules, service and maintenance of adequate sources of supply. Our purchasing decisions will be made on the supplier’s ability to meet our needs, and not on personal relationships. SRHS will not conduct business with any supplier excluded, debarred or ineligible to participate in federal or state health care programs such as Medicare and Medicaid, or whose officers, directors or employees are excluded from participating in federal or state healthcare programs. We employ ethical standards in business practices in source selection, negotiation, determination of contract awards and the administration of all purchasing activities.
Spartanburg Regional is committed to developing mutually beneficial and successful partnerships with diverse suppliers by incorporating them into the everyday process of category reviews and product or service bids. We recognize the importance of having suppliers who mirror the diverse workforce and patient base that is served by Spartanburg Regional Healthcare System.
Suppliers are prohibited from requesting or attempting to gain access to confidential information concerning SRHS patients or product/technology use without a Business Associate Agreement (BAA), as defined by the Health Insurance Portability and Accountability Act (HIPAA). Protected health information may include, but is not limited to, any SRHS patient information, pictures and discussions with caregivers, whether on- or off-site of a Spartanburg Regional property.
Supply and equipment deliveries must be made to the loading dock at the appropriate facility. The correct department/recipient must be noted on the packing slip and carton label. Shipments without identifying information will be returned at the supplier’s expense.
Gifts and entertainment
Spartanburg Regional maintains a policy to guide employees concerning the giving and receiving of gifts and business courtesies, and relationships with vendors, organizations and patients. Suppliers cannot offer, and team members cannot accept, any material gifts, gratuities and/or excessive entertainment in case or in kind from any present or potential supplier. Vendors should be aware of this policy and understand they have a role in complying.
Failure to abide by Spartanburg Regional Healthcare System’s supplier “Code of Conduct” will result in disciplinary action. Depending on the severity of the violation, Supply Chain management reserves the right to enact disciplinary action including suspension or ban of both representatives and products/services from conducting business at any SRHS facility.