Supplier Relationship Management Handbook 101310 - Cleveland Clinic

10/13/2010 Page 1 of 39

Supplier Relationship Management Handbook

Cleveland Clinic Supply Chain Management 1950 Richmond Rd. TR301

Lyndhurst, OH 44124

Telephone: 216-448-8000 Fax: 216-448-8080

October 2010

Supplier Relationship Management Handbook 101310.doc

Table of Contents VISION AND MISSION STATEMENTS ....................................................................................................................... 4

SUPPLIER INFORMATION............................................................................................................................................... 5

SUPPLIER GUIDELINES AND PROCEDURES ......................................................................................................... 6 PROCUREMENT OF GOODS AND SERVICES ............................................................................................................................. 6 OFFICIAL AGREEMENTS FOR GOODS AND SERVICES............................................................................................................. 7 SUPPLIER CODE OF CONDUCT ................................................................................................................................................. 7 VENDOR CREDENTIALS PROGRAM ........................................................................................................................................... 8 TRAINING REQUIREMENTS ....................................................................................................................................................... 8 SUPPLIER DIVERSITY POLICY................................................................................................................................................... 9 CONTACTING THE SUPPLY CHAIN MANAGEMENT DEPARTMENT .......................................................................................... 10 VISITS WITHIN THE CLEVELAND CLINIC HOSPITALS............................................................................................................ 10 HIPAA AND PATIENT PRIVACY .............................................................................................................................................. 11 SERVICE CALLS ....................................................................................................................................................................... 11 PRODUCT RECALLS.................................................................................................................................................................. 11 PRODUCT REBATES – REFERENCE TERMS & CONDITIONS ................................................................................................... 12

LOGISTICAL CONSIDERATIONS................................................................................................................................ 13 SHIPPING ................................................................................................................................................................................. 13 RECEIVING ............................................................................................................................................................................... 13 RETURN GOODS ...................................................................................................................................................................... 13

PROCESSING PAYMENTS............................................................................................................................................... 13 PAYMENT TERMS ..................................................................................................................................................................... 14 CHANGES TO PAYMENT TERMS .............................................................................................................................................. 14 INVOICE DISPUTES ................................................................................................................................................................. 14

HAZARDOUS MATERIALS .............................................................................................................................................. 14

APPENDIX A – CLEVELAND CLINIC PURCHASE ORDER TERMS AND CONDITIONS .................... 15

APPENDIX B – VENDOR RELEASE FORM FOR PRODUCT EVALUATION AND TESTING .............. 17

APPENDIX C - CREDIT INFORMATION .................................................................................................................. 19

APPENDIX D – HIPAA ..................................................................................................................................................... 20 POLICY NO. 103..................................................................................................................................................................... 20 BUSINESS ASSOCIATE CONTRACT ............................................................................................................................. 23

APPENDIX E – STANDARDS FOR ENVIRONMENTAL HEALTH, SAFETY, PRIVACY, AND QUALITY.................................................................................................................................................................................. 26

APPENDIX F -IDENTIFICATION BADGE AUTHORIZATION FOR CONTRACTED EMPLOYEES .. 28

APPENDIX G- CONFIDENTIALITY ACKNOWLEDGMENT .............................................................................. 29

APPENDIX H - COMET INSTRUCTIONS ................................................................................................................. 30

APPENDIX I – VISITATION POLICY ....................................................................................................................... 32

APPENDIX J – FREQUENTLY ASKED QUESTIONS............................................................................................ 33

Supplier Relationship Management Handbook 101310.doc

Dear Supplier: Welcome and congratulations on being selected as a Cleveland Clinic hospitals’ vendor. The Cleveland Clinic is an eleven hospital system, located in Cleveland, Ohio, and south central Florida. It is a not-for-profit multi-specialty academic medical system that integrates clinical and hospital care with research and education. The Cleveland Clinic hospitals are engaged in an evolving process to refine our supplier base by establishing relationships with suppliers that share our values and dedication to excellence. This handbook has been developed to provide your organization with important information in order to effectively conduct business with the Cleveland Clinic. As a supplier, your company and its representatives are subject to the policies and procedures contained in the Supplier Relationship Management handbook. The Cleveland Clinic is at the leading edge of science, medicine and surgery expanding and growing with new technology. We look forward to your contributions to our continued success. After reviewing the enclosed handbook, please contact Cleveland Clinic Supply Chain Management Department at 216-448-8000 if you have any questions or concerns. Regards

William A. Donato Executive Director Supply Chain Management

Supply Chain Management

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Vision and Mission Statements

Vision Supply Chain Management will be a competitive advantage for the Cleveland Clinic, optimizing processes and supply relations with a focus on total cost of ownership. We will be customer focused, efficient and flexible to respond to patient needs and those that care for them. We will be innovators, challenging traditional healthcare practices. Mission • Orchestrate sound sourcing solutions that leverage our spend and infrastructure

for maximum negotiating power. • Align Supply Chain Management goals with our team and suppliers, coordinating

efforts that deliver consistently high levels of performance. • Streamline the Supply Chain, capitalizing on technology to improve processes,

communication and cycle-times. • Develop Supply Chain professionals, who thrive in cross functional teams. • Utilize our leadership skills to influence and drive change. • Maximize value by creating strategic supplier relationships founded on continuous

improvement and benchmark quality and service levels. • Drive change by continuously challenging industry practices. • Cultivate a diverse organization and a diverse supply base that operates ethically.


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Supplier Information

This handbook has been created to provide your company with important information you will need to effectively conduct business with Cleveland Clinic hospitals. If you are a new Cleveland Clinic supplier, you should have already completed the Vendor Demographic Process. If you have not completed this process please call the Cleveland Clinic Supply Chain Management office at:

Cleveland Clinic

Supply Chain Management 1950 Richmond Rd. TR301

Lyndhurst, OH 44124

Telephone: 216-448-8000 Fax: 216-448-8080

As a registered supplier you can begin doing business with the Cleveland Clinic in accordance with the policies and procedures contained in this handbook. These policies are subject to change periodically and will be communicated to you in a timely manner.


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Supplier Guidelines and Procedures

Procurement of Goods and Services

The following policies apply to all goods and services procured by Cleveland Clinic hospitals: • Purchase orders (PO’s) are the only approved methods Cleveland Clinic uses

for procuring goods and services. PO numbers must appear on all shipments, packing lists and invoices. Any shipment that does not bear an authorized purchase order number may be returned at the shipper's expense.

• Cleveland Clinic standard terms and conditions (Appendix A) apply to all goods and

services procured by Cleveland Clinic hospitals unless superseded by a pre-existing contract between Cleveland Clinic hospitals and the supplier. Any disagreements with these terms and conditions must be expressed in writing to:

Cleveland Clinic


Lyndhurst, OH 44124 If we receive no notification from a supplier, we will assume that they are in agreement with all the terms of our Purchase Orders. Accordingly, any invoice charging higher prices than those confirmed on the order will be changed and paid as per our purchase order. Contact Supply Chain Management at 216-448-8000 and ask to speak with a member of the Contract Management team for further information.

• Goods may not be shipped and work may not begin until a PO has been issued by

the Cleveland Clinic and accepted by the supplier. • When required by the Cleveland Clinic, a signed acknowledgement copy of the PO

must be returned to the Cleveland Clinic before work may begin. • The Cleveland Clinic only pays for materials and services specified on the PO. The

Cleveland Clinic does not pay for goods shipped in excess of the specified quantity or for work that is not specified on the PO.

• Supply Chain Management via an approved change order or contract amendment

must approve changes to specifications (quantity, price, delivery, and scope of work, etc.).

• If a supplier is providing sample product or equipment for evaluation, please refer to

the Vendor Release Form for Product Evaluation and Testing found in the Appendix. Forms are provided by the SCM category team working on the project for completion.


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Official Agreements for Goods and Services

We would like to remind you that only the Supply Chain Management Department at the Cleveland Clinic can award official agreements for goods and services. Agreements that are not signed by either an officer of the Cleveland Clinic hospitals or Supply Chain Management are not valid and will adversely impact your ability in receiving payment for goods and/or services rendered. Individual department administration personnel are not officers of Cleveland Clinic hospitals. If you have an agreement signed by someone else besides an officer of the Cleveland Clinic hospitals or Supply Chain Management, please contact our Contract Management Department at 216-448-8000 in order to rectify this situation. You will be put into contact with one of our SCM category teams to help you through the process. We appreciate your attention to this matter and look to have a continued business relationship.

Supplier Code of Conduct All Cleveland Clinic hospitals’ suppliers are expected to comply with the following when conducting business with Cleveland Clinic hospitals: • Direct all business correspondence regarding the sale of materials or services

including informing Supply Chain Management of financial, economic, supply changes, recalls or other material conditions that affect or might affect Cleveland Clinic patient safety, ongoing operations, or operating decisions to the Cleveland Clinic through Supply Chain Management (unless instructed by Supply Chain Management to do otherwise) at:

Cleveland Clinic


Lyndhurst, OH 44124

Telephone: 216-448-8000 Fax: 216-448-8080

• Conduct all negotiations with Supply Chain Management and negotiate in an ethical

manner. Only the Supply Chain Management Department at the Cleveland Clinic can award official agreements for goods and services. Agreements that are not signed by either an officer of the Cleveland Clinic or Supply Chain Management are not valid and may adversely impact your ability in receiving payment for goods and/or services rendered.

• Do not offer Cleveland Clinic staff money, loans, credits or prejudicial discounts, gifts, entertainment, favors, products or services for their personal use or benefit. Cleveland Clinic policy prohibits any employee from receiving gifts and/or gratuities from any supplier. Please express your gratitude in terms of quality, service and price.

• Make available, through Supply Chain Management, technical information, engineering support, systems, policies, procedures, processes, products, warranties


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and services that may improve the Cleveland Clinic’s use of the supplier's products and services.

• Advise Supply Chain Management of new products, pricing and services, as such information becomes available. Please contact the appropriate category team to ensure that we have proper literature.

• Treat all transactions and dealings with the Cleveland Clinic as confidential and proprietary and do not communicate Cleveland Clinic’s relationships or business dealings to third parties without Cleveland Clinic’s written consent.

• Adhere to Cleveland Clinic’s safety and security policies and procedures, standards of dress and grooming while at any Cleveland Clinic location.

• Do not use Cleveland Clinic’s name in publicity or advertising without Cleveland Clinic’s prior written consent. Make application through our office.

• Complete registration Computer Based Training (CBT) modules as documented in the

letter dated January 1, 2007. Please see appendix for additional information.

Vendor Credentials Program

The following guidelines must be considered in order to determine training and Cleveland Clinic ID badge requirements for supplier representatives, pharmacy representatives, consultants and contractors. The ID Badge is for identification purposes, safety and security, and the representative is still required to adhere to the Access Policy for the health system and any specific criteria outlined by the particular entity he/she has a previously scheduled appointment. The completion of designated training and obtaining an ID Badge is required when:

• Supply Chain Management supplier representative who routinely (weekly or more than 3 days annually) visits clinical or non-clinical settings, including Pharmacy representatives and consultants.

• Construction contractor’s management personnel, including supervisors and foreman who visit a construction site to monitor progress and/or attend meetings (when he/she has exceeded 1-3 days and the project is in progress).

• Architects, engineers, and other construction project consultants on any project if they will be on campus to attend meetings or visit a project site (when he/she has exceeded 1-3 days and the project is in progress).

• International visitors must be accompanied by a Cleveland Clinic employee or a representative identified based on the preceding criteria who has successfully completed the program and has been issued a badge. Visitors are to be escorted at all times.

Training Requirements

• For representatives on construction related projects, weekly Interim Life Safety-Environment of Care orientation training program is conducted. Classes are held every Tuesday at Chester W2-170 from 0730-0930.

• Non-clinical supplier representatives are scheduled for the following lessons

delivered through COMET


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-HIPAA Overview -Introduction to Environment of Care -National Patient Safety Goals -Preventing Occupational Exposure to Bloodborne Pathogens -Preventing Occupational Exposure to TB -Vulnerable Populations

• Clinical supplier representatives are scheduled for the following lessons via COMET

-HIPAA Overview -Patient Rights -Privacy Practices -Protected Health Information -Specialty Groups -Sterile Field Review -Introduction to Patient Safety -Preventing Occupational Exposure to Bloodborne Pathogens -Preventing Occupational Exposure to TB -Introduction to Environment of Care -National Patient Safety Goals -Vulnerable Populations

Supplier Diversity Policy

The Cleveland Clinic hospitals has established a Minority Business Enterprise (MBE) Procurement policy to ensure that an ongoing and aggressive affirmative procurement program that is effective, fair, competitive and includes as many Minority Business Enterprise (MBE) sources as practical. The definition of an MBE is a business which is a least 51% owned by minority group members, or in the case of publicly owned businesses, at least 51% of the stock is owned by minority group members.

"Minority business enterprise" means a business enterprise that is owned or controlled by one of more socially or economically disadvantaged persons. Such disadvantaged may arise from cultural, racial, chronic economic circumstances or background or other similar cause. Such persons include, but are not limited to, African-Americans, Puerto Ricans, Spanish-speaking Americans, American Indians, Eskimos, and Aleuts. Source: The White House, Executive Order 11625, October 13, 1971

Women-owned concerns are a business, which regardless of ethnic background, is at least 51% owned by a woman or women who also control and operate it. "Control," means exercising the power to make decisions. "Operate" means being actively involved in day-to-day management. If you did not indicate to the Cleveland Clinic that you are a minority business or women-owned business enterprise, please contact


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Cleveland Clinic


Lyndhurst, OH 44124

Telephone: 216-448-8000 Fax: 216-448-8080

Contacting the Supply Chain Management Department Any company wishing to furnish goods or services to the Cleveland Clinic hospitals should either write, e-mail, or telephone the Supply Chain Management Department. Your request will be given to an appropriate category team and an appointment will be made based on their discretion. Visits without a prearranged appointment are not permitted.

Visits within the Cleveland Clinic hospitals

All sales and service calls to Cleveland Clinic hospitals’ departments are coordinated through the Supply Chain Management Department. These contacts may result from either a request by a particular department or by a vendor representative. It is required that any visit to any department be scheduled in advance. Upon arrival at Cleveland Clinic hospitals, go to the specified appointment area only. Some departments have individual visitor procedure policies to conform to the nature of the work done in their areas. Please become familiar with them. In particular, the nursing floors, lobbies, dining rooms, and fellow reading rooms are inappropriate places for sales visits. Calls to the surgical centers may be made only in certain designated areas and only once the representative has completed registration and training requirements. Please see Appendix for additional information. All sales and service representatives will display prominently, above the waist, photo facing front, an Identification (ID) Badge when making calls of any nature to any Cleveland Clinic hospitals department. The ID Badge, in conjunction with a scheduled appointment, is the official symbol of an authorized visit. Other types of identification tags as furnished by some companies may be worn, but in no case are they to be used in lieu of an ID Badge issued by the Cleveland Clinic. Failure to register in the Supply Chain Management Department and failure to display prominently the ID Badge are serious infractions of our Cleveland Clinic Supplier Relationship Management program. Violations of this policy will be handled through progressive discipline and could result in complete loss of visiting rights to Cleveland Clinic. Any observed or reported violation of the Cleveland Clinic Supplier Relationship Management program is handled in the following manner:

• First Occurrence – Written confirmation of the incident and notification to the

supplier representative’s immediate supervisor will be sent. If the incident occurs again or corrective action is not remedied, visitation privileges to the Cleveland Clinic hospitals and affiliate locations will be revoked for a specified period of time determined by SCM leadership.


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• Second Occurrence – A letter will be sent to the representative’s immediate superior with a copy to senior sales and marketing officers informing them that a second incident occurred violating the Cleveland Clinic Supplier Relationship Management program. This letter will inform them that the specified individual will not be permitted in the Cleveland Clinic hospitals and affiliate locations. We will request another representative to be identified to continue the business relationship.

HIPAA and Patient Privacy Please see the Appendix for further information on Cleveland Clinic HIPAA policies and business associate contract.

Service Calls Our Cleveland Clinic hospitals possess many pieces of expensive and highly technical equipment. It is expected that this equipment be maintained properly. Service representatives are expected to respond promptly to requests for service and to coordinate their work with the departments and Supply Chain Management. The buyers will help you maintain the proper liaison.

Product Recalls

All product recall correspondence is to be directed to:

Cleveland Clinic Supply Chain Management 1950 Richmond Rd. TR301

Lyndhurst, OH 44124

Telephone: 216-448-8000 Fax: 216-448-8080

Please include the date of purchase(s), purchase order number(s) and name of the person(s) that placed the order when sending product recall information.


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Product Rebates – reference terms & conditions All product rebate correspondence (including checks) are to be directed to the address below and not to be sent to any particular Cleveland Clinic hospitals department or departmental personnel: Lockbox Address:

Cleveland Clinic PO BOX 951056 Cleveland, Ohio 44193

Rebates must be quantified by hospital account, in the form of a rebate check (not a credit memo) sent to the lockbox. Payments are expected within thirty (30) days after the negotiated frequency period.


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Logistical Considerations

Shipping

It is the responsibility of the supplier to contain shipping costs for inbound shipments.

Receiving

See the Appendix for receiving information for all of our entities.

Return Goods

We reserve the right to return, at the supplier's expense, material, which does not meet our specifications.

Processing Payments All invoices (no exceptions) must be sent to:

Cleveland Clinic Accounts Payable RK25 6801 Brecksville Road, Suite 20 Independence, OH 44131 Ph. 216-636-7400

Do not send invoices directly to Cleveland Clinic employees or departments. To expedite payment, all invoices must contain the following information to be

considered eligible for payment:

• Valid Cleveland Clinic PO number • Invoice number • Invoice date • Cleveland Clinic "requester" name (must match the PO) • Payment terms • Item/service description (must match the PO) • Quantity ordered (must match the PO) • Unit of measure (must match the PO) • Prices and total cost for each product/service (must match the PO) • Applicable taxes (based on Ship To location) • Discounts • Shipping/handling/freight (must follow Cleveland Clinic’s Inbound Freight

Program) • Separate labor from materials/parts (must match PO) • Address where product was shipped.

Consultants/Contractors/Service Invoices must also include the following:


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• Proof-of-services, where required (for example, timesheets), signed by authorized Cleveland Clinic personnel, must accompany the invoice and include a legible signature (signed and printed) by a Cleveland Clinic staff member and the contractor's Cleveland Clinic staff ID number, if applicable).

• Project name, if applicable, and project manager's name. • Itemization of all reimbursable expenses, with all approved and valid travel and

living expenses broken out from project/labor fees and shown as separate line items. Third-party receipts must also be attached.

• Any other supporting documents as may be required.

Do not submit an invoice until after services have been rendered.

Payment Terms

Cleveland Clinic will pay the supplier in accordance to pre-agreed terms after receipt of a correct and complete invoice. Invoices submitted that do not contain all of the required information are deemed incomplete and will not be processed. Discount calculation will be based on the date of receipt of a correct and complete invoice. Our payment terms are net forty-five (45) days.

Changes to Payment Terms

Payment terms may only be modified when agreed to in a specific acknowledgement signed by an authorized Cleveland Clinic Supply Chain Management representative and an authorized representative of the supplier.

Invoice Disputes

If the Cleveland Clinic disputes an amount due: • Cleveland Clinic will notify the supplier in writing of the basis for the dispute. • Cleveland Clinic will only pay the total amount due on a correct and complete

invoice.

Hazardous Materials Hazardous substances may be present in the supplier's work area. Hazards may include, but are not limited to:

• Biohazard agents • Organic solvents • Acid/bases • Flammables • Corrosives • Beta and/or gamma radiation • Radioactive Materials

Material Safety Data Sheets (MSDS) are available upon request from your Cleveland Clinic point-of-contact or the Cleveland Clinic Environmental Health and Safety department.


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Appendix A – Cleveland Clinic Purchase Order Terms and Conditions Cleveland Clinic Purchase Order Terms and Conditions (“Terms and Conditions”)

Notwithstanding any different or additional terms or conditions contained in Seller's invoice, proposals or other communication, Seller accepts Buyer’s order for products ("Products") or services ("Services") only on the condition that Seller expressly accepts these Terms and Conditions. Unless Seller accepts these terms and conditions without deviation or reservation, no contract shall result from an order. Any terms and conditions in any confirmation by Seller that states different or additional terms shall be null and void. Buyer hereby objects to and rejects such different or additional terms and any such different or additional terms shall be deemed to be material alterations and notice of objection to such terms is hereby given. Seller's commencement of performance of Services or Seller’s shipment of any Products shall be deemed to be acceptance of these Terms and Conditions. Any notice by Seller objecting to these Terms and Conditions must be in writing separate from any form including but not limited to any invoice or acknowledgement form, and must be communicated to Buyer prior to any shipment of Products or commencement of any Services. Any amendment, waiver or other alteration of these Terms and Conditions by Seller shall be effective only if made by mutual agreement. 1. Price. The prices indicated on a Purchase Order (“PO”) are firm and no change or adjustments to

price or any charge, surcharge, fee will be valid unless accepted by the Buyer in writing 45 days prior to change. Seller warrants that the prices for the Products and Services delivered or preformed under this PO are not less favorable than those currently extended to any other customer of Seller for the same or similar Products and Services in similar quantities. The parties recognize that Buyer is a non-profit, tax-exempt organization and agree that this contract will take into account and be consistent with Buyer’s tax-exempt status.

2. Quantity. Buyer may return any Products shipped in excess of the quantities designated in an order. Seller will bear this expense. No substitutions, changes in delivery dates, or other modifications to an order will be accepted by Buyer, without the express approval of Buyer’s Supply Chain Management Department.

3. Discrepancies. Seller shall be responsible for any discrepancies between Products and Services provided and Products and Services ordered. Unless packing slips accompany each delivery, Buyer’s count of Products received shall be conclusive.

4. Inspection and Rejection. Buyer may inspect and reject the Products and Services within a reasonable period of time following receipt from the carrier. Payment for Products and Services delivered or performed shall not constitute an acceptance of such Products and Services. If Buyer finds that any of the Products and Services purchased under this PO do not conform to the PO, Buyer may require Seller to replace the non-conforming Products and Services with conforming Products and Services at Seller’s sole cost.

5. Delivery Delay and Defaults. Except for delays or defaults beyond Seller’s control and not due to Seller’s acts and omissions, Seller is liable for all delays and defaults in deliveries. Buyer may additionally approve a revised schedule, or request shipment via air or special routing to minimize delay. In any such event, Seller shall bear the added expense.

6. Transportation. Seller will deliver and perform all orders of Products and Services under this PO as F.O.B. Destination. Title and risk of loss to Products and Services shall pass to Buyer upon completed delivery or performance and acceptance of the Products and Services at the designated site.

7. Invoices. Seller will issue invoices for Products and Services provided to the attention of the Buyer’s Accounting Department, in duplicate. Terms of payment are net 45 days after the later of delivery or performance of Products and Services or receipt of invoice.

8. Conflict of Interest. Seller represents that none of Buyer’s employees, officers or directors are employees, officers or directors of Seller or serve on any boards or committees of or in any advisory capacity with Seller except as disclosed herein.


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9. Warranty. Seller expressly warrants that all Products furnished and all Services performed shall conform to the applicable specifications, shall be merchantable and fit for their particular purpose. Seller expressly warrants that all Products furnished and all Services shall be performed timely, shall be of good material and workmanship and free from defects, whether latent or patent. Seller expressly warrants that all Products furnished and all Services preformed shall be free from any claim of any infringement by a third person and that Seller will convey clear title to Buyer. No inspection, acceptance or payment for Products and Services by the Buyer shall constitute a waiver of warranties.

10. Access to Records. If the subject of an order is services within the scope of Section 952 of the Omnibus Reconciliation Act of 1980 and the regulations promulgated thereunder, for a period of six (6) years after the furnishing of such services the Secretary of Health and Human Services and the Comptroller General of the United States shall, upon written request, have access to such books, documents and records of Seller necessary to verify the nature and extent of the costs of the Services provided by the Seller, in accordance with said laws.

11. Indemnification. Seller shall defend, indemnify and hold harmless Buyer (including all directors, officers, employees, affiliates, and agents) from and against all damages, costs ( including, but not limited to court costs and attorney’s fees), loss, or cause of action for any claims arising from or relating to acts or omissions of Seller (including its subcontractors), breach of any material terms of this PO, violation of federal, state or local laws, rules or regulations, alleged or actual latent or patent defective Products or Services, and any claim of infringement of any third party intellectual property rights (including but not limited to, patent, trademark, trade secret and copyright) resulting from action under this PO.

12. Insurance. Seller will maintain such public liability insurance, including, but not limited to, products liability insurance and other insurance that will adequately protect Buyer against such damages, claims, liabilities, costs, losses and expenses.

13. Applicable Law. The terms and conditions of all POs shall be governed by and construed in accordance with the laws of the State of Ohio without regard to its conflict of laws provisions. All actions shall be venued in Cuyahoga County, Ohio courts.

14. Cancellation/Termination. Buyer may cancel an order for any reason as long as notice is given to Seller before order is shipped. Buyer may terminate an order at any time in whole or in part upon written notice to Seller.

15. Use of Name. Without prior written permission, Seller (including its subcontractors, employees, or agents) may not use Buyer’s name or trademarks as an endorsement or otherwise release information relating to the order.

16. Assignment. Seller may not assign or subcontract any of its rights or obligations under this PO .

17. Compliance with Laws. The parties specifically intend to comply with all applicable state and federal laws, rules and regulations, including (i) the personal services safe harbor of the federal anti-kickback statute (42 U.S.C. 1320a-7(b)) and in particular, that the services performed under the PO do not involve the counseling or promotion of a business arrangement or other activity that violates any state or federal law; (ii) the “Stark Law” (42 U.S.C. 1395nn) and (iii) federal and state privacy laws.

18. Equal Employment Opportunity. Buyer is an equal opportunity employer. Seller agrees to comply with the seven (7) paragraphs of the equal opportunity clause set forth in Executive Order 11246 as amended by Executive Order 11375, and as published 41 C.F.R. 60-1.4, to the extent applicable.

19. In the event that the parties have a currently valid, fully executed agreement governing such purchases, then these Terms and Conditions shall not apply.

20. Environmental Impact. The parties agree to cooperate with one and other in connection with the identification, adoption and implementation of environmentally friendly initiatives intended to improve environmental related conditions, including, but not limited to, fuel economy, hazardous waste handling, air quality and conditions of the work environment.


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Appendix B – Vendor Release Form for Product Evaluation and Testing

CLEVELAND CLINIC HOSPITALS

VENDOR RELEASE FORM FOR PRODUCT EVALUATION AND TESTING

___________________________, located at______________________________________ (Company Name) (Address) _______________________________________,(“Company”) agrees to furnish the Cleveland Clinic hospitals sample products or equipment (“Products”), as described on the reverse side hereof, for Cleveland Clinic evaluation and testing purposes subject to the terms and agreements expressed below. Patients cannot be charged.

1. Company agrees to furnish Product(s) at no charge to Cleveland Clinic including delivery and all related return freight costs, installation and/or de-installation, and any insurance; and

2. Company agrees that its participation is voluntary, and that Cleveland Clinic has made no representation,

commitment or guarantee to purchase these or additional Product(s) now or in the future; and

3. Indemnification: Vendor shall indemnify, and defend, and hold Cleveland Clinic, their officers, agents and employees harmless and free from any loss, damage, claim or expense arising out of Vendor’s performance of this Agreement, except that Vendor shall not be liable for the negligence or willful misconduct of Cleveland Clinic. To the extent permitted by the constitution and laws of the State of Ohio, Cleveland Clinic shall hold Vendor, its officers, agents and employees harmless and free from any loss, damage, claim or expense arising out of Cleveland Clinic’s performance under this Agreement, except that Cleveland Clinic shall not be liable for any negligence or willful misconduct of Vendor.

4. Infringement Indemnity: Vendor shall pay for any royalties, license fees and patent or invention rights or

copyrights or trade and service marks and, subject to the statutory duties of the Ohio Attorney General, shall defend and indemnify the Cleveland Clinic for all lawsuits or claims for the infringement of any patient or invention rights or copyrights or trade and service marks involved in any services furnished pursuant to this Agreement. Vendor shall hold harmless and save Cleveland Clinic, their officers, agents, and employees harmless from liability of any kind, including costs and expenses for, or on account of any patented or unpatented invention, process, article or appliance furnished and/or used in the performance of this Agreement.

5. Company agrees the Cleveland Clinic’s sole responsibilities hereunder are to evaluate and to test

Product(s) in good faith and in such a manner and for such a time period as deemed reasonable, necessary and appropriate by the Cleveland Clinic.

6. Company understands, if the Cleveland Clinic shall decide to purchase similar types of products in the

future, bidding, awards, standard terms and conditions, etc. shall apply.

7. Company quote attached, for budgetary purposes only.


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Accepted this _________________________day of ________________________, 20____by: “COMPANY” CLEVELAND CLINIC HOSPITALS (Name – Print or Type) (Name – Print or Type)

(Authorized Signature) (Authorized Signature)

(Title) (Title)

(Date) (Date)

(Original to Cleveland Clinic Supply Chain Management, 1950 Richmond Rd. TR301, Lyndhurst, OH 44124; Copy Vendor, Dept./Committee) Time Frame Description S/N(if any) Purpose/Use Quantity From To Est. Price

Additional Information: *************************************************************************************************************** INSTRUCTIONS: Department of Committee is responsible for completion of this form and purchase requisition. Please forward all forms to: Cleveland Clinic, Supply Chain Management, 1950 Richmond Rd. TR301, Lyndhurst, OH 44124 for signature and issue of no charge purchase order. Product(s) may not be accepted and evaluation may not begin until all signatures and purchase order(s) is/are complete.


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Appendix C - CREDIT INFORMATION


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Appendix D – HIPAA

Policy No. 103 Effective Date: 1/1/03

Last Revision: 7/10/02

Business Associates PURPOSE OF THE POLICY 103.1 Purpose. This policy describes the practice and manner in which the entities of the Cleveland Clinic Foundation d/b/a Cleveland Clinic obtain assurances from Business Associates that act on behalf of Cleveland Clinic and that receive or have access to Protected Health Information (PHI) to maintain such PHI with confidentiality. POLICY 103.2 Written Assurance. Cleveland Clinic may disclose Protected Health Information to a Business Associate and may allow a Business Associate to create or receive Protected Health Information on its behalf only if Cleveland Clinic receives satisfactory written assurance that the Business Associate will safeguard the PHI. The written assurance may be obtained:

(a) With the Cleveland Clinic Model Business Associate Contract (BAC) attached to this Policy as a stand-alone BAC, checking the “As follows” box on the Model BAC,

(b) With the Cleveland Clinic Model Business Associate Agreement (BAC) attached to this Policy as an additional contract which augments a separate written agreement between the parties, checking the "In a separate written agreement" box on the Model BAC, or

(c) Without a separate BAC but with a written contract that incorporates the terms of the Cleveland Clinic Model BAC, either directly or as an exhibit to the contract.

103.2.1 Modification to Model BAC Prohibited. The Cleveland Clinic Model BAC may not be modified and signed by CLEVELAND CLINIC without the approval of the applicable Cleveland Clinic institution’s Legal Department. The CLEVELAND CLINIC Model BAC contains only those provisions required by the Federal Privacy Rule. The Model BAC is not intended to include the other material terms and conditions of various business relationships and should not be used to document such terms and conditions.

103.3. Applicable Compliance Date. The written assurance described in Paragraph 103.2 above shall be required prior to any use of Cleveland Clinic PHI by a Business Associate or disclosure of Cleveland Clinic’ PHI to a Business Associate occurring on or after April 14, 2003.

103.3.1 Exception for Existing Written Contracts. Written contracts with Business Associates that were executed prior to April 14, 2003 do not need a form of written assurance as described in Paragraph 103.2 above until they are either renegotiated or until April 14, 2004,


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whichever is earlier. Oral contracts with Business Associates that were in effect prior to April 14, 2003 require a written assurance by April 14, 2003.

103.4 Placeholder Language. The following placeholder language should be considered for insertion into applicable new or renegotiated contracts that become effective prior to April 14, 2003 and whose term extends to or beyond April 14, 2003 where no Business Associate Contract is executed yet: The parties agree to enter into a mutually acceptable amendment to this agreement as necessary to comply with the Standards for Privacy of Individually Identifiable Health Information (the “Privacy Regulations”) issued under the federal Health Insurance Portability and Accountability Act of 1996 (“HIPAA”) which govern the use and/or disclosure of individually identifiable health information. Such amendment shall be entered into on or before April 14, 2003, the date upon which compliance with the Business Associate provisions of the Privacy Regulations is required. Both parties are committed to complying with the Privacy Regulations and HIPAA. 103.5 Business Associates Defined; Examples. Generally a Business Associate is a person or entity, other than a member of the Cleveland Clinic Workforce, performing a function involving the use or disclosure of Protected Health Information of Cleveland Clinic for or on behalf of a Cleveland Clinic entity. Typical Business Associates include, but are not limited to, law firms, IT companies, medical record coders, registries and national patient data banks, financial auditors and advisors, patient billing firms, electronic billing firms, document imaging firms, collection firms, transcription firms, Medicaid assistance firms, medical records copying companies, eligibility inquiry firms, companies that store medical records and x-rays, patient satisfaction surveyors, liability insurers, peer review organizations, professional organizations, JCAHO and other accreditation agencies, clearinghouses, outside chart review organizations, accountants, actuaries, consultants, utilization reviewers, quality assurance managers, underwriters, benefits managers, and practice managers. 103.6 Workforce Members, Physicians Not Business Associates. The following are members of the Workforce and are not Business Associates: employees, volunteers, trainees, and other persons whose conduct, in the performance of work for Cleveland Clinic, is under the direct control of Cleveland Clinic, whether or not they are paid by CLEVELAND CLINIC. In addition non-employed physicians who treat their own patients are not Business Associates (unless they are functioning “on behalf of” Cleveland Clinic, e.g., as the medical director of a hospital department). 103.7 Breaches of Confidentiality by Business Associates. Any pattern of activity or practice of any Business Associate of Cleveland Clinic that constitutes a material breach or violation of the Business Associate’s obligation in its arrangement with Cleveland Clinic or under the written assurance described above in Paragraph 103.2 of which Cleveland Clinic becomes aware shall be reported immediately to the Cleveland Clinic Privacy Office. Cleveland Clinic shall take reasonable steps to cure the breach or end the violation. If the steps taken by Cleveland Clinic are unsuccessful, Cleveland Clinic shall: (a) terminate the contract or arrangement, if feasible, or (b) if termination is not feasible, report the problem to Cleveland Clinic legal counsel to assist in resolution or in reporting the matter to the U.S. Department of Health and Human Services. CITATIONS 45 C.F.R. 160.103


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45 C.F.R. 164.502(e) 45 C.F.R. 164.504(e) 65 Fed.Reg. 82503-82507, 82640-82645 ATTACHMENTS Model Business Associate Contract DEFINITIONS (SEE POLICY 050) Business Associate Business Associate Contract Protected Heath Information Workforce RELATED CLEVELAND CLINIC POLICIES ADMINISTRATIVE Developed By: HIPAA Legal Team


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BUSINESS ASSOCIATE CONTRACT

Business Associate Contract

This Business Associate Contract (“Contract”), effective ______________, 2006 (“Effective Date”), is entered into by and between: ____________________ (the “Business Associate”) and The Cleveland Clinic Foundation d/b/a Cleveland Clinic (the “Covered Entity”) (each a “Party” and collectively the “Parties”). The Covered Entity is obligated to comply with the Standards for Privacy of Individually Identifiable Health Information (the “Privacy Rule”) issued under the Health Insurance Portability and Accountability Act of 1996 (“HIPAA”). Statutory and regulatory references herein are to the aforementioned laws as currently in effect or as subsequently updated, amended, or revised. The Covered Entity has entered into, and may in the future enter into, agreements (“Agreements”) with the Business Associate pursuant to which the Business Associate uses and/or discloses the Covered Entity’s patient-identifiable information (defined as Protected Health Information at 45 C.F.R. § 164.501) (“PHI”). For example, the Business Associate currently uses and/or discloses Covered Entity’s PHI in order to provide or perform __________________________. This Contract supplements, modifies and amends any and all Agreements, whether written or otherwise. The provisions of this Contract supersede any conflicting or inconsistent terms of any Agreement, including any exhibits and attachments thereto. This Contract sets forth the terms and conditions pursuant to which PHI that is provided, created, or received by the Business Associate from or on behalf of the Covered Entity will be handled between the Business Associate and the Covered Entity and with third parties. The Parties agree as follows: 1. Permitted Uses and Disclosures. The Business Associate may use and disclose PHI necessary to perform its obligations to the

Covered Entity except as otherwise specified or restricted herein. The Business Associate may also (a) use PHI if necessary for its proper management and administration and to carry out its legal responsibilities and (b) disclose PHI to third parties for the same purposes so long as (i) the disclosure is required by law or (ii) the Business Associate obtains reasonable assurances from said third party that the PHI will be held confidentially and used or further disclosed only as required by law or for the purpose for which it was disclosed and that the third party will notify the Business Associate of any instances of which it is aware in which the confidentiality of the PHI has been breached. All other uses and disclosures not authorized by this Contract are prohibited.

2. Obligations of the Business Associate. The Business Associate will:

(a) not use or further disclose PHI other than as permitted or required herein, in any written Agreement, or as required by law.

(b) use appropriate safeguards to prevent uses or disclosures of PHI other than as provided for herein or by any written Agreement.

(c) report to the Covered Entity any use or disclosure of PHI not provided for herein or by any written Agreement of which it becomes aware.

(d) ensure that any agents, including a subcontractor, to whom the Business Associate provides PHI on behalf of the Covered Entity agree to the same restrictions and conditions that apply to the Business Associate with respect to the PHI

(e) within 45 days of receiving a written request from the Covered Entity for a copy of PHI, make the requested PHI available to the Covered Entity to enable the Covered Entity to respond to an individual who seeks to inspect or copy PHI.

(f) within 45 days of receiving a written request from the Covered Entity to make PHI available or to amend PHI, make the requested PHI available to the Covered Entity for amendment and incorporate any amendments to PHI directed by the Covered Entity.

(g) within 45 days of receiving a written request from the Covered Entity for an accounting of disclosures of PHI about an individual, provide to the Covered Entity a listing of the persons or entities to which the Business Associate has disclosed PHI about the individual within the prior 6 years (excluding disclosures for reasons of treatment, payment, and health care operations as defined in the Privacy Rule and excluding disclosures made prior to April 14, 2003) along with the dates of, reasons for, and brief descriptions of the disclosures to enable the Covered Entity to respond to an individual seeking an accounting of the disclosures of the individual's PHI.


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(h) make its internal practices, books, and records relating to the use and disclosure of PHI received from, created by, or received by the Business Associate on behalf of the Covered Entity available to the U.S. Department of Health and Human Services so that it may evaluate the Covered Entity’s compliance with the Privacy Rule.

(i) at the termination of any Agreement, or of the uses and/or disclosures of the PHI by the Business Associate, if feasible, return or destroy all PHI received from, created by, or received by the Business Associate on behalf of the Covered Entity that the Business Associate still maintains in any form in connection with this Contract and retain no copies of such information or, if such return or destruction is not feasible, extend the protections of this Contract to the PHI and limit further uses and disclosures to those purposes that make the return or destruction of the PHI infeasible.

3. Obligations of the Business Associate with respect to Electronic PHI. Pursuant to 45 C.F.R. § 164.314(a)(2)(i), Business

Associate will: (a) implement administrative, physical, and technical safeguards that reasonably and appropriately protect the

confidentiality, integrity and availability of the electronic PHI that it creates, receives, maintains, or transmits on behalf of Covered Entity.

(b) ensure that any agent, including a subcontractor, to whom it provides electronic PHI agrees to implement reasonable and appropriate safeguards to protect it.

(c) report to the Covered Entity any security incident of which it becomes aware, as that term is defined under 45 C.F.R. § 164.304.

4. Effective Date, Survival, and Termination. This Contract shall become effective on the Effective Date and shall survive

the termination or expiration of any Agreement and/or the uses and/or disclosures of the PHI by the Business Associate. Notwithstanding the foregoing and notwithstanding any other provision of any Agreement, the Covered Entity may immediately terminate this Contract and/or any related Agreements if the Covered Entity makes the determination that the Business Associate has breached a material term of this Contract.

5. Notices and Reporting. Any notices or reporting to be given hereunder to a Party shall be made via U.S. Mail or express

courier to such Party’s address given below, and/or (other than for the delivery of fees) via facsimile to the facsimile telephone numbers listed below.

If to the Business Associate, to: If to the Covered Entity, to: ______________________________ The Cleveland Clinic Foundation ______________________________ 9500 Euclid Avenue, Cleveland, OH 44195 Attn: __________________________ Attn: Privacy Official Fax: __________________________ Fax: 216.444.4790 With a copy to: With a copy to: ______________________________ Cleveland Clinic Administration Bldg ______________________________ 3050 Science Park Drive, Beachwood, OH 44122 Attn: __________________________ Attn: Office of the General Counsel / AC321 Fax: __________________________ Fax: 216.448.0201


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IN WITNESS WHEREOF, each of the undersigned Parties has caused this Contract to be duly executed in its name and on its behalf.

BUSINESS ASSOCIATE THE CLEVELAND CLINIC FOUNDATION d/b/a Cleveland Clinic By: By: Print Name: Print Name: Print Title: Print Title: Date: Date:

CCHS PRIVACY FORM PF-302.2 © Cleveland Clinic Health System 2002 302—F


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Appendix E – Standards for Environmental health, safety, privacy, and quality The Cleveland Clinic is committed to providing the best care available to our patients. Sales representatives are an integral part of this process. As such, all Sales Representatives must adhere to the same standards we place upon our own staff. The Cleveland Clinic program relates to our standards for environmental health, safety, privacy, and quality. Specifically, Cleveland Clinic requires that all Sales Representatives successfully complete all aspects of our Vendor Credentials process prior to entering our facilities. Upon completion of the Credentials process, all successful representatives will receive a badge to wear while on Cleveland Clinic property. However, all representatives are still required to schedule appointments to conduct business with all health system personnel. Failure to do so will result in an automatic revocation of current visitation and privileges. Privileges will not be re-activated until these requirements are met. Please follow these steps in order to expedite the process:

1. Complete the enclosed forms to initiate the process: a) Identification Badge Authorization; and b) Confidentiality Acknowledgement form as well as c) Documentation of current TB test results (from within 6months)1

Upon completion, please fax to 216-448-8181 or email to [email protected] . The average turn around time for administrative process is three to five business days, which includes registration and assignment of an ID number. Once an ID number has been assigned, Cleveland Clinic will contact the representative with the ID number, so that he/she may begin the second step of the process, completing the computer based training module through the Comet system.

2. Comet training works through the Internet Explorer. Instructions on how to log in and use Comet are included in the handbook. You must complete step one prior to logging into Comet. The web site for training is https://www.cchs.net/onlinelearning

3. After successful completion of the Comet training, representatives must have a background check and be photographed. Both tasks can be completed at either the Parking #1 Office Complex (JJ Parking) on Euclid and E. 93rd St. across from the Main Hospital, in the North Basement in the open area by Room 400 2 , or at Cleveland Clinic Administrative Center (CCAC), 25875 Science Park Drive, Building 1, First Floor AC1-Room 401, Beachwood, OH 441213

a) Representatives must bring the following items to the background check and badge office:

1) Valid Driver’s license 2) Comet transcript (only if you go to get your badge within 24 hours of completing Comet), otherwise they can

look results up online 3) Identification Badge Authorization form 4) A $25.00 processing fee for Ohio residents of two years or more, or $50.00 fee for out-of-state residents

applies, cash. 5) Representatives will be required to complete a Background Screening Release Form

b) You will be photographed for your badge. There is no fee for the original ID badge. There will be a $20.00 replacement fee for your ID Badge if you lose or misplace it. You can pay for a replacement by cash only.

1 TB tests can be scheduled at various Cleveland Clinic locations. See the FAQ’s in the appendix for locations and hours of operation. The Cleveland Clinic fee is $27.00. 2 JJ business hours are Monday through Friday from 8:00am to 4:15pm. Their phone number is 216-444-1208. 3 CCAC Badge Office hours of operation are Monday through Friday from 8:00am to 4:00pm. Their phone number is 216-448-0091. For directions, please visit our website at http://www.clevelandclinic.org/maps.


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The ID badge is valid for one year and is renewable each year following. It is the responsibility of each representative, to update the Cleveland Clinic with current contact information. The renewal process includes the following documentation:

1) Completion of the Identification Badge Authorization Form 2) Confidentiality Acknowledgement Form 3) Comet Training 4) Current TB Test Results

4. Documentation of a current TB test result is required. TB Tests are required annually. Please fax your TB test

results documentation to 216-448-8181.

If you have questions, please contact: Supplier Relationship Management Office: 216-448-8000 Fax: 216-448-8181 Email: [email protected]

Thank you for your time and consideration.


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APPENDIX F -IDENTIFICATION BADGE AUTHORIZATION FOR CONTRACTED EMPLOYEES This form must be completed in its entirety to be processed. First Name: Last Name:

Date of Birth: M / F SSN# (last 4 digits only)

Email Address: Company:

Telephone #: Fax #:

Company Address:

City: State: Zip Code:

Please circle appropriate answer to the following:

Prior CCF or Agency Temporary? Yes/No Prior CCF Regular Employee? Yes/No Badge: New/Renewal

Locations to be Visited (Please circle appropriate answer): CC Children’s Hospital for Rehabilitation

CCF Research Huron Marymount

CCF Euclid Lakewood Medina CCF Family Health Centers Fairview Lutheran South Pointe CCF OR Hillcrest Lyndhurst Weston Clinic

Areas to be Visited (Please circle appropriate answer): Clinical Non-Clinical Pharmacy Patient Care Materials For Supply Chain Management Only:

From: _________ Until: __________ Badge #: __________

PLEASE NOTE:

Parking arrangements and fees are handled through the Parking Services Office, located at Main Campus JJNb-230 or by calling 216-444-2255.

Main Campus ID BADGE OFFICE HOURS: Monday – Friday 7:00am – 4:15pm

CCAC, 3050 Science Park Dr., Beachwood, OH 44122 - ID BADGE OFFICE HOURS: Monday – Friday 8:00am – 4:00pm


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APPENDIX G- CONFIDENTIALITY ACKNOWLEDGMENT

CONFIDENTIALITY ACKNOWLEDGMENT FORM FOR OBSERVERS

I, __________________________________, understand and acknowledge (Print Your Name) that patient information is confidential. I will neither take nor make any record of

patient information while I am at either The Cleveland Clinic Foundation (CCF) or

any of the other facilities of The Cleveland Clinic Health System (CCHS) without

written permission from either CCF or the applicable CCHS facility. I understand

that patient privacy is protected by state and federal law, including the Health

Insurance Portability and Accountability Act of 1996 (HIPAA).

If I violate this agreement, I agree to accept full personal responsibility, to the

extent permitted by law, for any improper use or disclosure of confidential medical

information caused by me regarding any CCHS patient.

________________________________ (Your Signature) _________________________________________ (Your Institution) _________________________________________ (Date) Supply Chain Management / Foley / January 2007


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APPENDIX H - COMET Instructions

Medina Hospital to be added


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APPENDIX I – Visitation Policy The Cleveland Clinic Hospitals and affiliates are engaged in an evolving process to refine our supplier base, targeting organizations that share our values and dedication to excellence. To ensure fair, consistent, timely and confidential business relationships, your support is requested for the following policy process: 1. All suppliers are expected to schedule an appointment in order to conduct

business with Supply Chain Management (SCM) personnel or any other CCHS personnel; walk-ins are not permitted. Without a scheduled appointment you will be asked to leave the property. To schedule an appointment with SCM personnel, contact the individual directly or call our main number at 216-448-8000 between 8:00am and 4:30pm.

2. Suppliers must be accompanied by a SCM professional to enter and conduct business on the Lyndhurst Campus.

3. Supplier gifts (e.g. meals, holiday gift baskets, promotional items, golf outings, tickets to sporting events, supplier funded travel, etc.) are strongly discouraged. SCM personnel are required to proactively disclose all Supplier gifts to an SCM executive.

4. A supplier Relationship Management (SRM) system will be implemented, automating various data interfaces with our Suppliers including the request for proposal (RFP) process.

The designated entrance for SCM is the main entrance of the Lyndhurst Campus (TRW) located at 1950 Richmond Rd., Lyndhurst, OH 44124. You are required to have an appointment. Upon arrival, the security guard at the main gate will call SCM Receptionist to confirm that you are expected. Proceed to the visitor’s entrance on the first floor where you will be met by your SCM contact and escorted to your meeting place. If your SCM contact is not there, call 216-448-8000 and they will be contacted. All visitors are required to sign in and out, upon exit, at the SCM Receptionist desk. We look forward to your continued support and we strive for supply chain management excellence, focusing on our customers, the patients and those that care for them.


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APPENDIX J – Frequently Asked Questions Who needs an ID Badge? Here is what is recommended by Protective Services. Anyone who is at the Cleveland Clinic who is not an employee or patient clinical and non-clinical. (excluding volunteers and food service personnel who are badges separately) Please note it includes information about visiting managers and international visitors, and code of conduct for those who are included in this group. Who is not included Supply Chain Management Group? Anago Co, AuBonPain, Cleveland Sight Center, Cleveland Clinic Volunteers, InterContinental Hotel employees, McDonalds, Smart Corp, Spherion & Spherion Professionals, Starbucks, Xerox, and Parking garage employees. How do I apply for an ID badge? Contact Supplier Relationship Management at 216-448-8000 or email to [email protected] for instructions. How long will the process take? It can take from 1 to 5 days depending on the representatives’ compliance with the process. (An ID number can take between 1 to 5 business days to obtain, the Comet training completion, and the visit to Chester Conference Center are all part of the process.) Can the training I take with my employer cover the training required for my Cleveland Clinic Badge? No, in order to have consistency for all suppliers, the Cleveland Clinic has prepared training for representatives both clinical and non-clinical. What is the process for Weston Badges? The Security Office is on the first floor beside the Pharmacy. They will see Annette Gadeus; she will provide either full hospital access, or a localized badge depending on what the representative is there for. It is a day badge. Her contact phone number is 954-659-5031. What is the link for Comet Training? From the World Wide Web: https://www.cchs.net/onlinelearning (Note: Be sure to put in the “s” in hppts since the site is secure) From the internet explorer: http://internet.ccf.org What are the requirements for clinical training? The clinical courses include:

HIPAA Overview Introduction to Environment of Care National Patient Safety Goals


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Patient Rights Preventing Occupational Exposure to Blood Borne Pathogens Preventing Occupational Exposure to TB Privacy Practices Protected Health Information Specialty Groups Sterile Field Review Vulnerable Populations

What are the requirements for non-clinical training? The non-clinical courses include:

HIPAA Overview Introduction to Environment of Care National Patient Safety Goals Preventing Occupational Exposure to Blood Borne Pathogens Preventing Occupational Exposure to TB

How long does training take? It takes anywhere from 1 to 3 hours. How do I log in to Comet? Your login will be your assigned ID number including the “T” or “C”, and the password will be the last four digits of your Social Security Number. Who can I contact if I have technical problems? There is a hotline number for comet which is 216-445-4566. The hours for this number are 9:30 to 4:00 Monday through Friday. You can also e-mail COMET at [email protected]. Where can I take training if I do not have a computer? You are welcome to come to HR with an appointment; we can assist here with a lap top or a desk at our extra computer area or contact Amanda Fulajtar 216-445-3238 or [email protected] or Marge Hiles 216-444-2705 or [email protected]. Their hours are Monday through Friday 9-3:30 they can help you if you do not have computer access. Her location is JJ North 2nd Floor the Human Resources Group II. Please call or e-mail her to schedule an appointment to be sure that a computer is free when you go for your training. But it is best to check with her to make sure she is in when you would like to go for training. If I can not print my Comet transcript, will ID Badge be able to check my records? The Comet report updates itself nightly; the recommended time to be sure you show complete would be 24 hours. ID badge office will be able to see these updates sooner at times, but the suggested time period is one day. If I can not print my Comet transcript, can you print a copy for me? Yes, you can log in as them and print them out for them. A transcript of completed courses is a good choice.


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What lessons have printable certificates? Fire extinguisher training and preventing occupational exposure to blood borne pathogens. The blood borne pathogens certificate form has information that needs filled out by us, and information that should be signed by the representative. Can I use the Comet training and transcript as a reference to other hospitals, in order to obtain a badge for their facilities? No. The Cleveland Clinic’s Supplier Relationship Management program is designed for internal use only and applicable to suppliers who are providing service to Cleveland Clinic hospitals, ambulatory surgery centers, and support locations. The supplier’s completion of the requirements for obtaining an ID Badge is not transferable outside of the Cleveland Clinic. If I was a previous employee and took Comet training as an employee is that training grandfathered? Yes, for a one year period. Where are the ID Badge Offices? One is on Main Campus at the Parking #1 Office Complex (JJ Parking) on Euclid and 93rd Street across from the Main Hospital, at the North Basement in the open area by Room 400, just follow the signs. The other location is at CCAC Campus (Beachwood) 25875 Science Part Drive, Building 1, First Floor AC1-Room 401, Beachwood 44122. Offer representatives the website for directions from just about any highway or location: http://intranet.ccf.org/maps What are their operating hours and contact information? The Parking #1 Office Complex is Monday through Friday from 8:30 am to 4:15pm. A general contact number for their office is 216-445-1394. The hours for CCAC are 9:00 to 4:00 and their contact number is 216-448-0091. What do I need to take to the Badge Office? You need a driver’s license, your Comet transcript if you go within 24 hours of completing the training, your approved ID badge from. For Ohio state residents two years or longer $25.00 for background check processing/out of state vendors $50.00 cash only, and for both, you fill out a background form while you are there. Will the background check performed by my employer allow me to be exempt from the Cleveland Clinic background check? No, you will be required to go through our background process in compliance with the Attorney General for the State of Ohio, and Cleveland Clinic Policy. Is the background check going to affect my credit status? No, there is not a credit check for suppliers, therefore not changing any financial point status. How long is the background information kept?


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The form is housed at each office for one year. There are 3 people who have access to this office, it has double alarms, and only one person is in the room with a technician at a time. Security does not have a key to this office. Can I obtain a copy of my background check? Yes, just call the Badge Office at 216-444-1208 and let them know your name, and how you want the form sent. They offer to fax or have the rep come in and pick it up, whatever they are most comfortable with. What types of violations are the reasons to be turned down by Supply Chain? Misdemeanors are acceptable. Felonies are reviewed by Protective Services and Human Resources. They are then given to Supply Chain Management for review and final determination. Who can authorize security access if necessary? As a rule, there should be no security access for representatives, as they should be with an employee in any areas that are restricted. If it is a specific request from the department who wants you to access these areas, you will need written permission, and notation of exactly which areas are to be made available. If it is a driver or delivery person who needs access you can request through the e-mail address provided by ID Badge, the manager is Linda Minefee at [email protected]. If you have questions for Linda her contact number is 216-445-6461 and her supervisor for Access is Jim Shores at 216-444-8438 and his fax number is 216-445-4453 [email protected]. Are there other policies that are specific to other facilities? Yes, you may have additional paperwork to sign at other facilities, they can maintain any policy individually, and it will work in addition to the Cleveland Clinic ID Badge Policy.

The Lerner Building has a general access door which is the 100th street of the Lerner building. Anyone who wants any other access needs to fill out the form, and return it to Colleen Siedlecki, 216-444-3279.

Does my badge work at all locations? Yes, all hospital locations, surgery centers, family health centers, and support locations. If I have an ID badge, do I still need an appointment to make site visits? Yes, you are required to have an appointment scheduled. Walk-ins will no longer be permitted. Please see the Policy/Process letter from William A. Donato. Do I need to sign the business associate contract? This is a contract that is negotiated through Supply Chain Management during business negotiations only. As a general rule, it is not a requirement to the ID Badge Policy, but is part of the business process. When does my badge expire? The expiration date is on the back of your ID badge. It is to be renewed annually, along with some of the Comet training courses that need refreshed. Can I renew my ID badge by mail?


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ID Badge has been instructed not to renew any badges by mail. What happens if I lose my badge? We can first check with the badge office to see if someone has returned the badge to the ID Badge Office their phone number is 216-444-1208. It is good to wait a week or two to see if someone returns it. There is free postage on the back of the badge if someone drops it in the mailbox it will be returned to the ID badge office. Locations are aware that they can put it in an interoffice envelope and return it that way. If it is not located there is a $20.00 replacement fee cash only, the photograph is housed at the Badge Office, and so a new photograph will not be necessary unless requested. What happens if I want to return my ID Badge? Mail it back to:

Cleveland Clinic ID Badge JJNB400 9500 Euclid Ave. Cleveland, OH 44195.

Who needs a TB test? Both clinical and non-clinical suppliers excluding pharmacy representatives at this time. Do I need a TB test annually? Yes, however the first TB test needs to be within 6 months of the application time. When do I need to get a two phase TB test? If you were born out of the country, if you had a questionable initial TB test, or if you have not had a TB test within a year and the physician chooses to see if you are sensitive to the TB testing (called Montoux screening). Can I get a TB test if I am pregnant? Yes, however it is always suggested that they check with their OB/GYN for their approval.

How Human Resources Feels About This: They must have a test or she can self-pay and have the quantiferon blood test (blood draw to test blood) performed for TB surveillance by calling the Occupational Health Department at Walker Building: 216-445-6200. (Need Jill Bernstein’s approval 216-445-5000 and are $27.00, the same as the fee for a TB test which is charged at an employees discount)

What happens if I have a positive TB test result? We still need an annual TB test result and a copy or notification from the physician stating the representative has a negative chest x-ray.


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Where can I get a TB test? Cleveland Clinic Vendor Clients TB Skin Testing - For your convenience TB skin testing is available at the following Cleveland Clinic Occupational Medicine sites: Company Health Care at Marymount Hospital Monday–Friday, 7:30 a.m. – 4 p.m. Southside Corporate Centre 5595 Transportation Blvd., Suite 220 Garfield Heights, Ohio 44125 Phone: 216.587.5431 1 Fax: 216.587.5474 Full service occupational medicine Walk-in minor injury care and follow-up Center for Corporate Health at Hillcrest Hospital Monday–Friday, 7:30 a.m. – 4 p.m. Medical Building 2, 6801 Mayfield Rd., Suite 348 Mayfield Heights, Ohio 44124 Phone: 440.312.4181 1 Fax: 440.312.2907 Minor injury care and physical exams – Tuesdays and Thursdays Call to schedule an appointment All other screening services Monday–Friday Center for Corporate Health at Euclid Hospital Monday–Friday, 7:30 a.m. – 4 p.m. 18901 Lake Shore Blvd., Euclid, Ohio 44119 Phone: 216.692.7555 1 Fax: 216.692.7549 Minor injury care and physical exams – Tuesday and Thursday Call to schedule an appointment All other screening services Monday–Friday Company Health Care at Medina Hospital Monday–Friday, 7:30 a.m. – 4 p.m. 1000 East Washington St. Medina, Ohio 44256 Main Entrance, 1st Floor Phone: 330.721.4955 1 Fax: 330.721.4907 Full service occupational medicine Walk in minor injury care and follow-up Testing is available 7:30am-4:00pm Monday through Friday. The fee for this service is $27.00. We accept Cash or MasterCard/ Visa at the time of testing. Please note that TB Skin Testing requires an injection and a follow up read in 48-72 hours. We ask that you plan for both visits or the test will need to be repeated. Any questions please contact the site closest to your location. I have billing problems with my TB test.


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The fee of $27.00 is a discounted fee. Sometimes because of billing cycles, and additional $7.00 is billed to the representative. They are asked to wait for another month and see if it is no longer billed. If it still remains a problem after a month, Occupational Health can help with the problem. Their contact number is 216-445-4313, and I normally make the call for the representative. Normal Parking Arrangements. Can be handled through the Parking office located at WB1 in the JJN Basement at 216-444-2255. Who can I talk to about parking problems? The parking manager is Bill Gillen, and he needs to address special needs of representatives. His contact information is phone: 216-444-8442 and his e-mail address is [email protected].

Documents

Supplier Relationship Management Handbook 101310 - Cleveland Clinic