Supplier Reminders

Code of Conduct

Beaumont Health will conduct its affairs consistent with applicable law, regulations and with business integrity. Patient care is the priority for Beaumont. Suppliers are required to follow Beaumont Health policies and code of conduct.

  • Mission - compassionate, extraordinary care every day
  • Vision - to be the leading high-value health care network focused on extraordinary outcomes through education, innovation and compassion
  • Values - compassion, respect, integrity, teamwork, excellence

Supply Chain Strategy

Create an effective supply chain operating model that will produce sustainable cost reductions, support high customer service standards, consolidate the supply chain infrastructure and standardize business practices.

Materials Management Goals of Service

Provide optimum support to our caregivers by providing them with timely accessibility of appropriate, clean, safe, user-friendly products, equipment and services.

  • have a clear understanding of and maximum influence over all elements of supply chain cost
  • maximize understanding of and support for current and emerging technology
  • work with trading partners to enhance each others quality of service and cost profile

Business Standards

Gifts or gratuities of any kind are subject to Beaumont Health Code of Conduct and any violations of this could negatively impact future business, as well as, be subject to violation of federal, state or other laws. Suppliers will promptly complete and return any requested disclosure form regarding compliance.

Introducing Products or Services

All sales representatives seeking to introduce products or services for consideration at any Beaumont Health site should initially contact the Corporate Purchasing Department located at 27027 Mound Rd in Warren. The purpose for initiating such contact is to become informed of the status of the product or service in question; that is, whether it is currently contracted, whether it is applicable to our institutions, whether previously considered, etc. All purchasing arrangements and contracts are negotiated at this location. Purchasing staff will meet with sales reps by appointment only.

Site Visits

Site visits require you to make appointments with designated hospital personnel after the initial contact with purchasing. It is the intent of this protocol to best manage your time as well as the time of the purchasing department staff and other hospital personnel. Suppliers are to make appointments in advance with specific areas or departments. Under no circumstances will a sales rep be permitted to visit Beaumont staff without a scheduled appointment. 

Upon entrance to a hospital, suppliers are required to sign in at the vendor sign-in/out station and may then access public areas that are not patient care (unless authorized), private offices, designated conference rooms and/or administrative offices.

Parking

Suppliers must park in designated visitor parking areas and pay the appropriate parking fees. Site specific parking restrictions must be observed.

Select the appropriate location below for site specific parking maps and directions.

Badges

Suppliers will receive a temporary badge upon sign in at the site that must be worn while on site. Badges and badge holders must be returned at the close of the business meeting upon sign out at the Vendor Sign-in/out Station. Badges are not transferable.

Image of vendor badges

Quotations

All bids must be submitted on forms accompanying the request for quotation, responding in the format as requested. Beaumont Health reserves the right to accept all, a portion of, or none of the quotation. Usage figures furnished in quotations are approximate based on previous usage and should not be construed as a commitment by Beaumont Health to purchase quantities listed.

Purchase Orders

Suppliers may only deliver or install products, equipment or services that have been pre-approved for use by authorized  Beaumont Health personnel as determined by the Corporate Purchasing Department. Suppliers will not encourage clinicians or hospital staff to bring in any product outside of the established Beaumont Health product process. All purchases of products and services must be approved by appropriate department head and supported by a valid purchase order. Beaumont Health is not responsible or required to pay for any order of products or services not authorized by the Purchasing or Materials Management departments. Such authorization is made by the issuance of a purchase order. Purchase requisitions are not an authorization to purchase. 

Products, equipment, or services provided without prior approval or a valid purchase order will be considered a gift or donation to Beaumont Health or may be returned at the supplier’s expense. 

Products and equipment for trial or evaluation will be provided to Beaumont Health at no charge and supported with a ‘no charge’ purchase order. If a patient charge is generated, a Purchase Order will be required.

Suppliers will not request anyone other than a designated member of Contracting,  Purchasing,  or Pharmacy departments to sign any type of purchasing agreement or contract. Agreements or contracts signed by a non-authorized Beaumont Health agent will be considered non-binding. No agreement will be deemed valid until all Beaumont Health contract conditions are met.

Business Standards

Solicitation to patients and employees on Beaumont Health premises is prohibited. Any solicitation or distribution of materials must be authorized in writing. 

Suppliers cannot target promotional activity at members of the pharmacy, therapeutics or other committees responsible for recommending or approving formulary drugs, devices, or services for use in Beaumont Health.

The Corporate Purchasing Department, Beaumont Health Administration or Pharmacy office must approve supplier participation in Beaumont Health events. Displays may not be placed in  Beaumont Health public areas. They may only contain  Beaumont Health approved information and are limited to educational materials of modest cost. Offsite Educational Programs are permitted with written approval from the  Beaumont Health site administrator.

Compliance

Protected Health Information is confidential. Suppliers direct presence with a patient during patient care is subject to patient consent. If required, suppliers shall wear Beaumont Health issued scrubs (for a fee). 

Suppliers representatives failure to adhere to the regulations set forth in the Vendor Representative Interactions Policy and other Beaumont Health Policies will result in the following:

  1. On the first infraction, the facility on-site dept manager will address the situation with the supplier rep; identify and clarify the policy to prevent further occurrences. This interaction will be documented and reported to the Corporate Director of Value Analysis in writing.
  2. On the second infraction by the same rep, an investigation will be conducted that may lead to a  letter of reprimand and/or suspension of privilege to access Beaumont Health facilities from the Beaumont Health Corporate Director of Value Analysis. This letter will be sent to the rep as well as his/her employer.
  3. After the third infraction by the same rep, an investigation will be conducted that may lead to the rep’s permanent suspension of privilege to access  Beaumont Health facilities. The reps employer will be notified of the infraction in writing. Hospital management or security will prevent access to reps who do not comply with these policies. 

Any violation of federal, state or other regulatory laws will lead to the termination of the contract or other business relationship. Beaumont Health will report these violations to the appropriate agency, which may lead to fines or imprisonment.

Deliveries

Unless otherwise specified, all deliveries are FOB Hospital and must be directed to the Receiving Department of the appropriate hospital as designated on the Purchase Order. All shipments must be identified with our PO number. Deliveries may be made weekdays, excluding holidays, between the hours of 8 a.m. and 4 p.m. Under no circumstances should items be delivered to user departments unless authorization is first obtained from either the Materials Management or Purchasing Departments. In such cases, Materials Management must receive a copy of the packing slip. Payment cannot be assured if these policies are not followed.

Inspection

All equipment coming into an Beaumont Health facility for demonstration, evaluation, clinical/workplace application or purchase must be inspected before delivery to a unit. Patient care equipment will be inspected by Clinical Engineering, non-patient care equipment will be inspected by Facilities Services, Computer equipment will be inspected by Information Technology.

Prior to removal, any equipment that might contain patient information, e.g., computers, fax machines, must have the approval of Information Technology.

Pharmacy Rep Sign-In

In addition to general sign in and out, and if required by the site pharmacy manager, suppliers who are pharmaceutical representatives are to check in with the on-site pharmacy or pharmacy manager.

Invoicing

All invoices and statements must include the PO number, addressee’s name as it appears on the order, FOB point, and payment terms. All original invoices are to be sent directly to the attention of:

Accounts Payable Department

PO Box 5050

Troy, MI 48007

Invoices must match the shipment and purchase order price, unit of measure, and item number. Following these procedures will avoid any delays in processing your invoice for payment. Inquiries regarding invoices should be directed to Accounts Payable.

Sustainability

Protecting our environment makes good health and business sense. Beaumont Health seeks suppliers whose products and services reduce packaging materials, energy and waste.