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 SUPPLY CHAIN MANAGEMENT
The Corporate Contracting Division of the West Penn Allegheny Health System (WPAHS) is providing this information to improve your understanding of our supply chain organization and vendor policies. We hope that facilitating communication between our hospitals and our suppliers will result in quality products, timely deliveries and lower cost. We value our suppliers and business partners and encourage a mutually beneficial relationship. Your cooperation with our requirements is greatly appreciated. Location:
Equal Employment OpportunitiesWPAHS requires that all business conducted with our organization be of the highest level of professional standards. WPAHS does not discriminate because of race, color, creed, age, sex, national origin, qualified disability, veteran or military status, and complies with all legal requirements and other applicable laws, orders, rules and regulations, including but not limited to those mandated by local, state and federal governments. We require that our suppliers maintain the same nondiscriminatory policies. Notice of Policy for Preventing and Detecting Fraud, Waste and Abuse in Federal and State Healthcare ProgramsIn accordance with the federal Deficit Reduction Act, West Penn Allegheny Health System is required to provide a copy of our policies to prevent and detect fraud, waste and abuse in federal and state healthcare programs to our agents and contractors who furnish Medicaid health care items or services. Therefore, please find this policy attached for your review. It is expected that you, your employees and any of your subcontractors will abide by this policy when providing goods or services to or on behalf of WPAHS entities. If you have any questions about this policy, please contact the System Compliance Office at 412-330-4960. Thank you for your consideration. HIPAA Guidelines for Business AssociatesThe West Penn Allegheny Health System (WPAHS) is required to adhere to rules established by the Health Insurance Portability and Accountability Act (HIPAA) of 1996. HIPAA is a federal law that governs:
HIPAA requires that Covered Entities enter into an agreement with third parties that perform services involving PHI or exchange electronic data on behalf of the Covered Entity. Such third parties are referred to as Business Associates of the Covered Entity. The agreement obligates the Business Associate to appropriately safeguard the PHI. Attached is the WPAHS model Business Associate Agreement. Please work with the management of a WPAHS entity to tailor the agreement to your specific services and execute this agreement before using or disclosing PHI on behalf of WPAHS. Detailed information about the Privacy Rule may be found on the website of the U.S. Department of Health and Human Services at http://www.hhs.gov/ocr/hipaa/. Notice of Privacy PracticesWest Penn Allegheny Health System (WPAHS) is committed to protecting the privacy of medical information, including health, treatment, or payment information, as required by federal and state laws. The WPAHS Notice of Privacy Practices explains how our patient’s health information may be used and disclosed to others, and how patients may obtain their own health information. The Notice applies to all WPAHS entities and Business Associates as defined above and by HIPAA.
Code of EthicsIt is the goal of West Penn Allegheny Health System (WPAHS) to act at all times with the highest ethical standards and integrity, and we expect the same of our Business Associates. The WPAHS Code of Ethics contains the ethical principles to which WPAHS is committed and has been divided into seven sections:
Each employee and Business Associate is asked to acknowledge that they have received West Penn Allegheny Health System’s Code of Ethics, have read it, and intend to comply with its terms throughout their association with the organization. Therefore, please review the Code of Ethics and then print off and complete the last page and return it to West Penn Allegheny Health System’s Corporate Contracting Division at the address above to satisfy this Business Associate requirement. Compliance LineWest Penn Allegheny Health System (WPAHS) is committed to addressing potential compliance concerns or questions identified by patients, employees, business associates or the public. Individuals with concerns or questions should address them with the management of the applicable WPAHS entity. If management is unable to resolve the issue satisfactorily, individuals can also contact Human Resources, WPAHS Legal Counsel or the System Compliance Department. If an individual does not feel comfortable discussing an issue with management, or otherwise wishes to report a concern anonymously, they may call the West Penn Allegheny Health System Compliance Line phone number. The Compliance Line is designed to permit anyone to call and report a compliance-related concern or to obtain clarification on compliance issues. Calls to the Compliance Line are answered confidentially by trained operators from an outside agency 24 hours a day, 7 days a week. There is no caller ID function on the Compliance Line, and callers are not required to identify themselves. If the caller desires to remain anonymous, he/she will be given a follow-up code to use if he/she wishes to call back and check the status of West Penn Allegheny Health System’s response to the problems or concerns reported. West Penn Allegheny Health System’s Compliance Line is: 1-877-867-7325 1-877-TO-SPEAK Vendor RelationsWPAHS Corporate Contracting seeks to use qualified vendors who can partner with us in our efforts to be the most innovative supply chain specialists in the health care industry. To this end, we have identified the following characteristics that we desire from our business partners to secure our goal:
We deem these attributes as vital for the continued success of our health system. Sales Contacts and InterviewsWPAHS requires that all salespersons make contact through Corporate Contracting located at the address above. Interviews are granted by appointment only. To schedule an interview with the appropriate contract administrator, please contact the Corporate Contracting main phone number. Corporate Contracting will consider your products and services and, when appropriate, refer you to the appropriate administrative, clinical or technical personnel. Should a staff member from one of our hospitals or other entities contact you directly, you must notify Corporate Contracting before making any presentation to the staff member. A copy of all quotations or literature must be forwarded to Corporate Contracting. All vendor representatives are required to sign the attached Notice to Vendor Representatives confirming their understanding of the WPAHS vendor requirements. Please call the Materials Management contact for the hospital-specific vendor visitation protocol for that institution prior to your visit. It is not our intention to restrict your opportunity to sell your product or service, but rather to make sure you direct your efforts to the individual in Corporate Contracting and hospital staff most qualified to evaluate them. Supplier RegistrationVendors interested in working with the West Penn Allegheny Health System should complete the Vendor Profile and return it to Corporate Contracting at the above address. DeliveriesWPAHS standard delivery terms are F.O.B. Destination, with the supplier assuming all risks and charges. All shipments must have a packing slip enclosed with the purchase order number clearly identified on the carton or delivery documentation. Please take note of our dock addresses and delivery times. InvoicingA WPAHS purchase order number must appear on all invoices. Any invoice received without a purchase order number may be returned. The WPAHS standard terms of payment are Net 60 days from receipt of invoice. WPAHS will consider payment discount terms offered as a factor in the selection of a supplier. The billing address for all WPAHS entities is:
Purchase OrdersAll products introduced to WPAHS must have a purchase order. This includes no-charge samples, demonstration models, loaners and direct purchases. Delivery of goods not accompanied by an authorized purchase order number may be refused, returned at the supplier’s expense, discarded or consumed, and the corresponding invoice will be returned without cost or obligation to WPAHS. RepairsA purchase order number will be issued for all repairs. Corporate Contracting or the respective Clinical Engineering department, must approve the cost of repair in advance of the return of the equipment. Medical EquipmentHospital policies require that the Clinical Engineering Department, Infection Control, and Recall Officers provide a safe environment for all staff members, patients and visitors. In order to comply with this policy, all medical equipment devices brought into the hospitals, whether as a direct purchase or for demonstration purposes or as a loaner/rental, must undergo a safety and performance inspection before being put in use. The Materials Management department of the affected facility will help you secure this inspection. Quotation PolicyWPAHS Corporate Contracting policy emphasizes competitive bidding. All quotations are to be solicited by, and directed to, the responsible Corporate Contracting Administrator. Corporate Contracting is responsible for the security and distribution of all quotations. Vendors are not to address or send copies of their quotations to non-Corporate Contracting personnel. Corporate Contracting shall maintain the confidentiality of bid information before, during and after the bid process. WPAHS is committed to accepting bids with the most competitive overall value on a total cost of ownership basis. Returned GoodsAll merchandise that is damaged, in excess of order, or contrary to the purchase order requirements will be returned for full credit with all transportation charges to be paid by the supplier. You will be notified of the return and will be given ten (10) working days from notification to claim the goods, supply a return authorization, or arrange to retrieve goods. Failure by the supplier to retrieve returnable items within ten (10) working days may, at the discretion of Corporate Contracting or the respective Materials Management Department, result in the disposal of the goods, and non-payment of the invoice.
Product Safety Recalls and AlertsProduct Safety Recalls and Alerts should be sent to the Director, Corporate Contracting at the above address and to the Director, Materials Management of the affected hospital. Pharmaceutical recalls shall be sent to the attention of the respective hospital pharmacy department. General Terms and Conditions Vendors contracting with WPAHS to provide equipment, supplies, and/or services are expected to adhere to the WPAHS General Terms and Conditions, unless otherwise negotiated and agreed with the WPAHS Corporate Contracting Division.
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