Vendor Relations

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Commitment to Supplier DiversitySlice

Supplier Diversity reflects IU Health’s commitment to our community by creating a level playing field for diverse business owners and promoting good financial stewardship through using a wider pool of qualified, cost-competitive suppliers for goods and services. We are committed to giving fair consideration to all vendors and work to ensure that certified minority-, women- and veteran-owned businesses have an equal opportunity to do business with IU Health. This includes:

  • Women-Owned Business Enterprise (WBE): A for-profit enterprise at least 51 percent owned by a woman (or women), who is a U.S. citizen(s), and who controls the firm by exercising the power to make policy decisions and operates the business by being actively involved in day-to-day management.
  • Minority-Owned Business enterprise (MBE): A for-profit enterprise at least 51 percent or more of which is owned by a minority group (i.e. U.S. Citizens who are African-American, Hispanic, Native American, Asian-Pacific American or Asian-Indian Americans) and who control the firm by exercising the power to make policy decisions and operate the business by being actively involved in day-to-day management.
  • Veteran-Owned Business Enterprise (VBE): A for-profit enterprise at least 51 percent owned by a veteran, who is a U.S. Citizen, and who controls the firm by exercising the power to make policy decisions and operates the business by being actively involved in day-to-day management.

For more details about IU Health’s efforts to develop relationships with diverse-owned businesses, contact supplierdiversity@iuhealth.org or 317.962.2166 with questions.

Commitment to Supplier Diversity

Supplier Diversity reflects IU Health’s commitment to our community by creating a level playing field for diverse business owners and promoting good financial stewardship through using a wider pool of qualified, cost-competitive suppliers for goods and services. We are committed to giving fair consideration to all vendors and work to ensure that certified minority-, women- and veteran-owned businesses have an equal opportunity to do business with IU Health. This includes:

  • Women-Owned Business Enterprise (WBE): A for-profit enterprise at least 51 percent owned by a woman (or women), who is a U.S. citizen(s), and who controls the firm by exercising the power to make policy decisions and operates the business by being actively involved in day-to-day management.
  • Minority-Owned Business enterprise (MBE): A for-profit enterprise at least 51 percent or more of which is owned by a minority group (i.e. U.S. Citizens who are African-American, Hispanic, Native American, Asian-Pacific American or Asian-Indian Americans) and who control the firm by exercising the power to make policy decisions and operate the business by being actively involved in day-to-day management.
  • Veteran-Owned Business Enterprise (VBE): A for-profit enterprise at least 51 percent owned by a veteran, who is a U.S. Citizen, and who controls the firm by exercising the power to make policy decisions and operates the business by being actively involved in day-to-day management.

For more details about IU Health’s efforts to develop relationships with diverse-owned businesses, contact supplierdiversity@iuhealth.org or 317.962.2166 with questions.

Product Evaluation Process

IU Health recognizes and values the introduction of new products to its organization. Vendor requests for new product reviews may be initiated by direct communication with IU Health Supply Chain Operations.

Our Process

The Clinical Resource Manager schedules visits according to the area of coverage. If the request appears to have merit or requires clinical or technical expertise to evaluate, IU Health Supply Chain Operations will forward information to the appropriate value analysis committee representative for review. Department heads/directors or their designee may choose to initiate direct contact with vendors regarding a new product or need. If a vendor is asked to provide samples and is unsure of the appropriateness of the request, please contact IU Health Supply Chain Operations. Samples are expressly for use as demonstration and are not intended for use in patient care.

Purchase Order Numbers

Please do not bring any product or equipment to IU Health facilities for trial without a purchase order number. Purchase order numbers may be obtained from IU Health Supply Chain Operations after approval for evaluation has been obtained through the value analysis process. Supplies or equipment brought into IU Health facilities without authorization from IU Health Supply Chain Operations should consider all such items a contribution/donation to IU Health. Prior to participation in any exhibits or product fairs, the vendor must have advance approval from IU Health Supply Chain Operations.

Product Processing through MedApproved

As of 2017, all product requests must be entered into the MedApproved online system by IU Health clinicians and staff. Vendors will be invited to participate during information gathering stage of this process, but access of MedApproved will be largely handled internally.

Note: All vendor representatives are required to complete vendor registration. Please see vendor Registration below for more details. 

For more information contact Supply Chain/Value Analysis: 317.754.5689

Contact Us

Supply Chain

When visiting IU Health, you are asked to be familiar with the protocols outlined here. 

Should you have questions regarding the information, please contact IU Health Supply Chain Operations administrative offices at 317.754.5689. IU Health Supply Chain Operations serves as the focal communicator to vendors on behalf of the entire IU Health system.

Pharmacy

IU Health Pharmacy is responsible for developing, maintaining and communicating policies regarding pharmaceutical sales representative activities. Should you have questions regarding IU Health Pharmacy information, please contact the center for Medication Management at 317.962.8436.

Supplier RegistrationSlice

IU Health recently implemented a new automated vendor registration process focused on enhanced supply chain-vendor interaction. Supplier Portal provides a mechanism for the organization to review any company wishing to provide goods or services to IU Health, including upload of required documents, e.g. W-9 tax forms, certificates of insurance, diversity certifications, etc. 

All vendors must register, even if they currently do business with IU Health. Once a vendor has been “validated” through Supplier Portal, they will receive more timely information concerning upcoming requests for proposal, be able to view the status of outstanding receivables, and maintain company account information. Current vendors will be required to register as part of the Supply Chain contract renewal/renegotiation process while potential new vendors should be directed to register here. Accounts Payable will no longer be accepting requests to add new vendors. If there are questions, please send an email to SupplierSupport@iuhealth.org.

Please note:

  • While there is a need for initial registration, there will not be a significant change to your overall process. 
  • Vendors wishing to do business with IU Health will need to visit the new website and register, even if you are currently doing business with IU Health
  • The first person registering from your company becomes the "primary contact" and the administrator of your company’s account with us. You will set up the company information and your own contact information (including email) as the primary contact. Maintain your company’s information in the future using the Update Account Information link. The primary contact can also set up logins for other Supplier Contacts in your company. 
  • If you should not be the primary contact for your company, please forward to the appropriate contact.

Registration Process

Review the workflow chart to help guide you through this process.

Supplier Registration

IU Health recently implemented a new automated vendor registration process focused on enhanced supply chain-vendor interaction. Supplier Portal provides a mechanism for the organization to review any company wishing to provide goods or services to IU Health, including upload of required documents, e.g. W-9 tax forms, certificates of insurance, diversity certifications, etc. 

All vendors must register, even if they currently do business with IU Health. Once a vendor has been “validated” through Supplier Portal, they will receive more timely information concerning upcoming requests for proposal, be able to view the status of outstanding receivables, and maintain company account information. Current vendors will be required to register as part of the Supply Chain contract renewal/renegotiation process while potential new vendors should be directed to register here. Accounts Payable will no longer be accepting requests to add new vendors. If there are questions, please send an email to SupplierSupport@iuhealth.org.

Please note:

  • While there is a need for initial registration, there will not be a significant change to your overall process. 
  • Vendors wishing to do business with IU Health will need to visit the new website and register, even if you are currently doing business with IU Health
  • The first person registering from your company becomes the "primary contact" and the administrator of your company’s account with us. You will set up the company information and your own contact information (including email) as the primary contact. Maintain your company’s information in the future using the Update Account Information link. The primary contact can also set up logins for other Supplier Contacts in your company. 
  • If you should not be the primary contact for your company, please forward to the appropriate contact.

Registration Process

Review the workflow chart to help guide you through this process.

Vendormate RegistrationSlice

Due to the increased emphasis on patient safety and confidentiality in procedural areas, Indiana University Health has initiated a vendor registration process for representatives. All vendor representatives will be required to complete vendor registration through Vendormate. Vendors will register offsite and sign in and out using the badge stations at each facility.

Badge stage locations:

  • IU Health Ball Memorial
  • IU Health Bedford Hospital
  • IU Health Blackford
  • IU Health Methodist
  • IU Health Saxony Hospital
  • IU Health Arnett Hospital
  • IU Health Bloomington Hospital
  • IU Health Paoli Hospital
  • IU Health Tipton Hospital
  • Riley Hospital for Children at IU Health
  • IU Health North Hospital
  • IU Health West Hospital
  • IU Health University Hospital
  • IU Health Fairbanks Hall
  • IU Health Frankfort Hospital
  • IU Health Pathology Laboratory
  • IU Health Beltway Surgery Centers
  • IU Health Physicians

Download the 2005 Deficit Reduction Act.

Vendormate Registration

Due to the increased emphasis on patient safety and confidentiality in procedural areas, Indiana University Health has initiated a vendor registration process for representatives. All vendor representatives will be required to complete vendor registration through Vendormate. Vendors will register offsite and sign in and out using the badge stations at each facility.

Badge stage locations:

  • IU Health Ball Memorial
  • IU Health Bedford Hospital
  • IU Health Blackford
  • IU Health Methodist
  • IU Health Saxony Hospital
  • IU Health Arnett Hospital
  • IU Health Bloomington Hospital
  • IU Health Paoli Hospital
  • IU Health Tipton Hospital
  • Riley Hospital for Children at IU Health
  • IU Health North Hospital
  • IU Health West Hospital
  • IU Health University Hospital
  • IU Health Fairbanks Hall
  • IU Health Frankfort Hospital
  • IU Health Pathology Laboratory
  • IU Health Beltway Surgery Centers
  • IU Health Physicians

Download the 2005 Deficit Reduction Act.

Vendor ConductSlice

While on IU Health premises, vendors are subject to the same standards of conduct as IU Health staff. Vendors are expected to conduct themselves in a proper manner and be professional in appearance. No illegal substances or alcoholic beverages are allowed on IU Health property. IU Health is smoke-free. Smoking or the use of tobacco products of any kind is not permitted. Other vendor conduct includes:

Wireless Technology

Vendors shall not use wireless technologies—including cellular phones, wireless computers and other devices that may emit electromagnetic interference—in any patient care area. These devices may be used in administrative offices, non-patient care conference rooms, cafeterias and physician offices.

Gifts

Do not offer gratuities, fees, gifts, services, loans, entertainment or other favors to IU Health staff with the intent to influence, even by appearance, a decision affecting IU Health or an IU Health patient.

Parking

Use the visitor parking areas closest to the facility you are visiting. Facility maps are available at all information desks. Fees for parking are the vendor's responsibility. Main entrance drives, delivery docks and other designated "No Parking" areas should not be used.

Confidential Information

To assist employees in upholding IU Health's policy on Standards of Conduct for Business Practices, do not request pricing or related confidential information. All questions regarding IU Health policies, procedures and regulations concerning aspects of purchasing should be referred to IU Health Supply Chain Operations.

Vendor Visitation Policies

IU Health recognizes that vendors are important to our success. IU Health also acknowledges the training, knowledge and expertise that vendor representatives possess which contributes to the organization's ability to expedite procedures and thus facilitate desired patient outcomes. Vendors are asked to observe the following visitation policies:

Scheduling visits

Vendors are expected to schedule all on-site activity in advance. Vendor representatives are asked to sign in at the Vendormate badge station upon arrival and wear proper identification while in the facility. Vendor representatives on site without a IU Health visitor's badge will be asked by IU Health management or security personnel to leave the facility.

Presence in procedural areas

The presence of the representative in a procedural area will be scheduled at the request of the surgeon, anesthesiologist, department director, manager or a designee. Presence during an emergent procedure should be verified with the physician and department director, manager or a designee in lieu of a formal appointment. 

Vendor representatives will only be allowed to be present during procedures upon completion of IU Health's vendor registration process.

Presence in patient care areas

Vendor representatives will be permitted in patient care areas only when deemed necessary and approved by department directors, managers or their designees. Representatives will be allowed to pass through a patient care area on a one-time basis when en route to scheduled, office-based appointments. Vendor presence in a patient care area should not be used as an authorization to conduct promotional activities with any physician, pharmacists, nurses or other employees present.

Physician & staff lounge areas

Physician and staff lounges are intended as private areas for breaks. Vendors should not enter these areas, out of respect for the clinical team.

Bringing products into the facility

Any products the vendor brings in will be removed upon departure from the facility, unless otherwise approved. Offering promotional items, including food, for the clinical team is highly discouraged since this practice can be viewed as a conflict of interest and indirectly impacts our cost of products and services.

Policy infractions

At any point where the presence of the representative is deemed intrusive, he or she will be excused from the area, or facility. Any infractions of this policy or inappropriate behaviors will be addressed according to the policy.

Vendor Violation of Guidelines

Violations of the protocol outlined in this site will be reported to Indiana University Health Supply Chain Operations. A file of all complaints will be maintained in IU Health Supply Chain Operations, along with documentation of the notice of the corrective action taken. Any violation of these guidelines may result in one or more of the following consequences:

First Infraction

The sales representative, district manager and home office may receive a notice of violation from IU Health Supply Chain Operations.

Second Infraction

IU Health Supply Chain Operations may suspend the vendor representative's privileges at IU Health for 60 days and send a notice of violation to the district manager and home office.

Third Infraction

IU Health Supply Chain Operations may revoke the vendor representative's privileges at IU Health for 24 months, at which time the representative may contact IU Health Supply Chain Operations for reinstatement. Notice may also be sent to the district manager and home office.

Vendor Conduct

While on IU Health premises, vendors are subject to the same standards of conduct as IU Health staff. Vendors are expected to conduct themselves in a proper manner and be professional in appearance. No illegal substances or alcoholic beverages are allowed on IU Health property. IU Health is smoke-free. Smoking or the use of tobacco products of any kind is not permitted. Other vendor conduct includes:

Wireless Technology

Vendors shall not use wireless technologies—including cellular phones, wireless computers and other devices that may emit electromagnetic interference—in any patient care area. These devices may be used in administrative offices, non-patient care conference rooms, cafeterias and physician offices.

Gifts

Do not offer gratuities, fees, gifts, services, loans, entertainment or other favors to IU Health staff with the intent to influence, even by appearance, a decision affecting IU Health or an IU Health patient.

Parking

Use the visitor parking areas closest to the facility you are visiting. Facility maps are available at all information desks. Fees for parking are the vendor's responsibility. Main entrance drives, delivery docks and other designated "No Parking" areas should not be used.

Confidential Information

To assist employees in upholding IU Health's policy on Standards of Conduct for Business Practices, do not request pricing or related confidential information. All questions regarding IU Health policies, procedures and regulations concerning aspects of purchasing should be referred to IU Health Supply Chain Operations.

Vendor Visitation Policies

IU Health recognizes that vendors are important to our success. IU Health also acknowledges the training, knowledge and expertise that vendor representatives possess which contributes to the organization's ability to expedite procedures and thus facilitate desired patient outcomes. Vendors are asked to observe the following visitation policies:

Scheduling visits

Vendors are expected to schedule all on-site activity in advance. Vendor representatives are asked to sign in at the Vendormate badge station upon arrival and wear proper identification while in the facility. Vendor representatives on site without a IU Health visitor's badge will be asked by IU Health management or security personnel to leave the facility.

Presence in procedural areas

The presence of the representative in a procedural area will be scheduled at the request of the surgeon, anesthesiologist, department director, manager or a designee. Presence during an emergent procedure should be verified with the physician and department director, manager or a designee in lieu of a formal appointment. 

Vendor representatives will only be allowed to be present during procedures upon completion of IU Health's vendor registration process.

Presence in patient care areas

Vendor representatives will be permitted in patient care areas only when deemed necessary and approved by department directors, managers or their designees. Representatives will be allowed to pass through a patient care area on a one-time basis when en route to scheduled, office-based appointments. Vendor presence in a patient care area should not be used as an authorization to conduct promotional activities with any physician, pharmacists, nurses or other employees present.

Physician & staff lounge areas

Physician and staff lounges are intended as private areas for breaks. Vendors should not enter these areas, out of respect for the clinical team.

Bringing products into the facility

Any products the vendor brings in will be removed upon departure from the facility, unless otherwise approved. Offering promotional items, including food, for the clinical team is highly discouraged since this practice can be viewed as a conflict of interest and indirectly impacts our cost of products and services.

Policy infractions

At any point where the presence of the representative is deemed intrusive, he or she will be excused from the area, or facility. Any infractions of this policy or inappropriate behaviors will be addressed according to the policy.

Vendor Violation of Guidelines

Violations of the protocol outlined in this site will be reported to Indiana University Health Supply Chain Operations. A file of all complaints will be maintained in IU Health Supply Chain Operations, along with documentation of the notice of the corrective action taken. Any violation of these guidelines may result in one or more of the following consequences:

First Infraction

The sales representative, district manager and home office may receive a notice of violation from IU Health Supply Chain Operations.

Second Infraction

IU Health Supply Chain Operations may suspend the vendor representative's privileges at IU Health for 60 days and send a notice of violation to the district manager and home office.

Third Infraction

IU Health Supply Chain Operations may revoke the vendor representative's privileges at IU Health for 24 months, at which time the representative may contact IU Health Supply Chain Operations for reinstatement. Notice may also be sent to the district manager and home office.