Vendor Protocol

Vendor Protocol

Establish general operating procedures for all vendor representative visits, and the receipt and delivery of products to the Johns Hopkins Health System.

These procedures apply to all vendors servicing the Johns Hopkins Health System.

Vendor Receipt and Delivery to the Johns Hopkins Health System

• All packing slips, invoices, manifests, and like documentation must have reference to the purchase order numbers.
  
• All packing slips, invoices, manifests, and like documentation must include the stock number assigned when supplied on the purchase order. This applies to storeroom stocked items.
  
• Multiple purchase order invoices and packing slips must be illustrated in such a way that each line item is identifiable to a specific purchase order.
  
• Reference must be made on the packing slip and invoice to those items that were not filled to complete status (partial, back orders, etc.) on the purchase order processed.
  
• Shipments that are drop-shipped by a vendor not indicated on the Purchase Order must have the original vendors name and System issued purchase order number on the packing slip.

Vendor Representative Visitation Protocol – Johns Hopkins Hospital

• All vendors who wish to visit a specific individual within a unit or a department must schedule an appointment following the guidelines established in that area.
• Only designated entrances at each institution will permit vendor representative access with requirements for sign-in/sign-out.
  
• A badge indicating “vendor representative” will be issued and returned upon completion of the vendor representatives appointments. Failure to secure and return the badge and utilize the sign-in/sign-out process will be cause for reprimand based on said procedure.
  
  
  • No vendor will be permitted in patient care areas without specific written permission or accompanied by department employee.
    
  • No vendor will be permitted to enter supply storage areas.
    
  • Vendor representatives should not schedule any social or academic meetings on their  own accord. Such meetings should be coordinated through the Administrator and a faculty or staff member who is ultimately responsible to a Functional Unit Director.

Vendor Representative Visitation Protocol – Corporate Purchasing

• Vendor representatives must secure an appointment from the appropriate individual within Corporate Purchasing prior to a visit.
  
• A daily approved vendor visit list will be forwarded to the receptionist at Corporate Purchasing and those vendor representatives on that list will be permitted in the building.
  
• Any observed or reported violation of the Johns Hopkins Health System visitation policy will be handled in the following manner:
  
  
  • 1^st Occurrence – A written confirmation of the incident and a notification that if the incident occurs again, the vendor representative may be barred from returning to the institution for sales marketing activities and notification will be sent to the vendor representatives immediate superior.
    
  • 2^nd Occurrence – A letter to the vendor representatives immediate superior with a copy to the vendor’s senior sales and marketing officer informing them that a second incident occurred violating the Johns Hopkins Health System policy and that this specific individual will not be permitted to the institution again. Another representative may be substituted as to continue the vendor/institutional relationship.

If the two violations cycle occurs again with the same vendor, Corporate Purchasing will request the vendor to attend a meeting which will inform them that another violation will result in the vendor being removed from the approved vendor status list at the Johns Hopkins Health System for a period of ninety (90) days. Additionally, any existing contracts or bids under construction may be considered null and void during this period at the discretion of the Johns Hopkins Health System.

A contract signed by other than an officer of the respective corporations, or by the Purchasing Department, is invalid and voidable. No employees (except those above) have the authority to bind any Johns Hopkins Health System entity to a contract, purchase order or agreement, promise to pay, sale or trade-in, custodial obligation or equipment evaluation, contractual change or relief, lease or rental agreement, or purchase order modification, addition, or deletion. Any such improper obligation, even if initially honored by the Health System, is voidable at the discretion of the Health System.