Vendor Interaction

Introducing New Products

The Ohio State University Wexner Medical Center has an ethical obligation to provide the highest quality of care for our patients. To do this we use a supply value analysis process that engages both our clinicians and staff to make new product decisions. New supplies are carefully reviewed using a multiple-criteria decision analysis that includes factors such as: evidence-based results, product effectiveness, patient and clinician safety, impact on patient and clinician satisfaction, ease of use, infection control effectiveness, durability, compatibility and financial analysis.

ValuVu by ECRI is used as part of our supply value analysis process. This web‐based software specifically addresses many of the manual inefficiencies that exist today with reviewing and evaluating new products.

• To start this process the sponsor (internal staff member) will enter the product into ValuVu.
• If your sponsor is unsure how to complete the first step, please have them reach out to valueanalysis@osumc.edu.
• Once the sponsor has completed the submission process, the representative assigned to the submission will receive a questionnaire to complete.
• You have 30 days to complete the questionnaire or the product will automatically decline.

If a supplier has any questions about the status of their new product request, they can email valueanalysis@osumc.edu. If a supplier needs assistance, the ValuVu. Please contact ECRI Customer Service team. clientservices@ecri.org or (610) 825-6000 ext. 5891

Vendor Communication Updates

Important Notice: Changes to CSS Vendor Policy

Effective from February 5th, 2024, CSS will be implementing several adjustments to our vendor procedures to ensure a streamlined and efficient process for all involved parties.

Outlined below are the key updates to the CSS Vendor Policy:

1. Drop-off Procedure: Please note that all trays for Level 6 scheduled cases must be delivered to Offsite Central Sterile Supply located at 2814 Kenny Road. Drop-offs should occur 72 hours in advance within the designated time slots of 7 a.m. to 10 a.m. and 3 p.m. to 6 p.m.
2. Quality Check Requirement: Vendors are required to participate in a quality check of all trays before tagging them for procedures. This step is crucial in maintaining the highest standards of service and patient care.
3. Pickup Schedule: Following the procedure, vendors must collect the trays from the facility to which they were delivered within 48 hours.

We understand the importance of these changes and the impact they may have on your operations. To facilitate a smooth transition, a formal email detailing the revised policy was dispatched on January 2nd, 2024.

For any inquiries or clarification regarding the upcoming policy changes, please do not hesitate to reach out to CSS Directors Ben Lawler (benjamin.lawler@osumc.edu) or Jennifer Baughman (jennifer.baughman@osumc.edu).

Your cooperation in adhering to these policy updates is greatly appreciated, and we thank you in advance for your continued partnership and support.

Update for Vendors Visiting Endoscopy Units:

This update applies to UH Endoscopy. Please contact valueanalysis@osumc.edu with any questions.

• If vendor representatives are scheduled for a meeting or case on the unit, they must send an email notification to Endoscopy leadership prior to the meeting. Make sure to include the reason for the visit to the unit.
• Vendor representatives are to be on the unit for their scheduled meeting or case. Once the scheduled business is complete, the representative will need to leave the unit.
• Vendor representatives must be credentialed in Vendormate and check into Vendormate for a badge prior to visiting the unit.
• Vendor representatives will then need to check in with the front welcome desk in Endoscopy. A department representative will then meet with them to escort the vendor representative to their meeting or procedure room.
• Vendor representatives are not approved to walk around the hallways, procedure rooms, pre/post op spaces, etc. The Endoscopy unit is also not to be utilized as a place to try to make additional contacts with other physicians or socialize with physicians and staff.

Policy Updates

All vendors coming into an Ohio State Wexner Medical Center facility are required to check in at the Vendormate kiosk location to receive a daily temporary ID badge, regardless of if they’ve been granted a permeant badge or not. Please reference the vendor kiosk locations below for guidance.

All vendors must be Vendormate credentialed to enter any Ohio State facility. Vendors who aren’t registered or are seen without a temporary badge will be asked to leave the premises. Vendors must also have an established meeting or demonstration with Wexner Medical Center staff and be logged in Vendormate before entering. Vendors aren’t permitted entry without a previously established appointment. This allows our staff time to plan and prepare for meetings rather than potentially interrupting patient care for an ad hoc meeting.

All vendors conducting business with The Ohio State University Wexner Medical Center (OSUWMC) are expected to understand applicable OSUWMC policies. The purpose of these policies is to effectively manage our relationships and interactions with the vendor community to advance our mission of improving people’s lives through innovation in research, education and patient care.

A number of OSU/OSUWMC policies may be applicable to a Vendor’s experience at OSUWMC. The Vendor acknowledges and agrees to comply with the following policies as they apply to the Vendor.  The Vendor is responsible for any costs incurred related to compliance with these policies.

• Digital Accessibility Policy
• Identification Badges
• Sexual Misconduct
• OSU Travel Expense Policy
• OSUWMC Loaner Instrument Trays
• OSUWMC Vendor Interaction Policy
• OSUWMC Vendor Access and Control Policy
• Supply Chain Vendor Information Security Exhibit
• Tobacco Free

Vendors parties requiring remote access to OSUWMC IT systems or Contractors requiring OSUWMC-issued identification badges for in-person access to OSUWMC facilities will require compliance with the Background Check Policy and Standards. Contractors may also be required to comply with health screenings in accordance with the Non-discretionary Vaccination Policy.

Vendors Visiting Our Facilities

Vendormate Credentialing enables Vendor Representatives to register, agree to policies and procedures, and submit proof of adherence to OSUWMC’s Health Screening and Background Check Requirements. All Vendor Representatives must be properly credentialed prior to visiting OSUWMC and Vendor Representatives are responsible for maintaining their Vendormate Credentialing Profile to remain properly credentialed.

Once a Vendor Representative is properly credentialed, that Vendor Representative must properly check in and check out at the Vendormate Credentialing kiosk prior to and after each visit, and have a scheduled appointment with an OSUWMC employee prior to coming on-site. 

Kiosks are located at:

  Rhodes Hall, 1^st Floor – Main Lobby

Ross Heart Hospital, 1^st Floor – Main Lobby

James Cancer Hospital, 1^st Floor – Main Lobby

University Hospital East, 4^th Floor - Operating Room Entrance

Rhodes Hall, 4^th Floor - Operating Room Entrance

Ross Heart Hospital, 2^nd Floor – Cath/EP Lab Entrance

Ross Heart Hospital, 4^th Floor- Operating Room Entrance

James Cancer Hospital, 4^th Floor - Operating Room Entrance

A Vendor Representative without a scheduled appointment will be denied a valid badge for access into the facility. 

Vendor Representatives who decline to complete the credentialing process through Vendormate Credentialing risk revocation of their facility access and the OSUWMC Security will be notified.

Please contact Supplier Relations at supplierrelations@osumc.edu with any questions.