Doing business with St. Michael’s
Frequently asked questions about St. Michael’s Supplier Representatives Policy
1. What is the Supplier Representatives Policy?
The Supplier Representatives Policy was created to establish a consistent protocol governing interactions between third-party suppliers and St. Michael’s physicians and staff. The policy will ensure the hospital’s commercial interests are protected, while respecting patients’ privacy, security and confidentiality.
2. Are pharmaceutical suppliers included in this policy?
Yes, pharmaceutical suppliers fall under this policy as well as the Pharmaceutical Representatives Policy which is aligned with this policy.
3. Are service workers included in this policy?
Yes, all suppliers and service or equipment maintenance staff must follow the policy.
4. How does the policy impact me?
If you interact with any staff member or physician at St. Michael’s, you must:
- Contact the Procurement Services Department (firstname.lastname@example.org) to register at the hospital.
- Obtain a hospital identification badge and wear it while on-site.
- Book a meeting with the clinical leader manager or a physician or staff member from a program area before coming to the hospital.
- Check in with the clinical leader manager on the unit or at the physician’s office when you arrive.
- Do not bring any equipment samples to the hospital, unless approved by the Procurement Services Department.
- Remain outside of patient care areas.
- Maintain ongoing contact with the Procurement Services staff responsible for the procurement of your company’s products.
- Contact the Procurement Services Department to discuss commercial opportunities.
5. Who do I contact in the Procurement Services Department to register at the hospital?
You need to email email@example.com to register at the hospital.
6. How do I obtain a St. Michael’s identification badge?
Email firstname.lastname@example.org and you will be provided with a hospital identification badge request form. You must complete it and bring the form to our cash office located on the first floor of the Donnelly wing. They will provide you with a receipt. You need to email the receipt to email@example.com. You can also fax it to 416-864-5556, but you must call 416-864-6027 before you send it.
Once your completed form and receipt are received you will be put into our barcode system and will be notified you when you can pick up your badge. Badges are available at the service desk located on the fourth floor of the Shuter wing. The desk is open 24 hours a day, seven days a week.
7. Will my identification badge expire?
Yes, your badge will be active in our system for two years. At the end of that time, you will need to renew your badge through the Procurement Services Department.
8. Why do I have to book a meeting before I come to the hospital?
As per the Supplier Representatives and the Interactions with Pharmaceutical Representatives Polices, you are required to book a meeting before coming to the hospital.
These policies have been introduced to govern the interactions between third-party suppliers and St. Michael’s staff, physicians and students to ensure the hospital’s commercial interests are protected, while respecting patients’ privacy, security and confidentiality.
9. What happens if I don’t book a meeting or obtain a hospital identification badge?
If you don’t comply with the policy, you may be asked to leave the hospital and the Procurement Services Department may request that a new supplier representative be provided from your company.
10. If I’m a service or maintenance representative, do I still need to register with the Procurement Services Department?
Yes, you must register with the Procurement Services Department (firstname.lastname@example.org) This is necessary so we have your contact information and so we can co-ordinate your hospital identification badge for you.
If you have already registered with the Procurement Services Department and obtained your badge, you can go directly to the area that requires your service. This information will be specified on the purchase order or service contract agreement provided to you by the Procurement Services Department.
11. The policy says that all meetings must take place outside of a patient care area. What if I have been requested by a clinical team to be with them in a patient care area to provide clinical support on a new product that has been approved for use?
That is fine, however you must co-ordinate this visit with the clinical leader manager on the unit before you arrive at the hospital.
You also need to follow St. Michael’s dress code (i.e. lab coats in the laboratory and scrubs in perioperative services) and hand hygiene protocols before, during and after seeing a patient.
12. Why are samples no longer allowed at the hospital?
All products must be approved by the Procurement Services Department before they are brought into the hospital. If the department has approved an authorized a trial of your product, the goods must be delivered to St. Michael’s Receiving Department instead of being brought in by you.
All drugs being considered for inpatient use require formal evaluation and approval by the Pharmacy and Therapeutics Committee. Consult the Interactions with Pharmaceutical Representatives Policy for more information on this.
13. Am I allowed to conduct product demonstrations?
Demonstration and distribution of products should be scheduled through the Procurement Services Department in conjunction with the respective clinical program’s Value Analysis Team. The program director must provide authorization in writing to the Procurement Services Team.
14. Are staff and physicians able to try our product?
Yes, but the Procurement Services Department must approve the trial before any products can be provided to the hospital.
You must provide appropriate documentation, such as a Health Canada medical device license, to the Procurement Services Department. The department will review the documentation and notify you in writing if your request has been approved. A trial purchase order will be required and all goods must come through St. Michael’s Receiving Department.
15. Can I engage in commercial discussions with staff and physicians at the hospital?
No, all commercial discussions must happen with the Procurement Services Department.