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REPTRAX Vendor Credentialing:

All sales and service representatives must check-in at a Reptrax system located in the hospital lobby or receiving dock. To be in compliance, reps must print ID badge and proceed to the Information Desk for confirmed appointment. When leaving the facility, reps must check-out at a Reptrax system.

Guidelines for Introducing Services, Supplies or Equipment into Procedural Areas and the Surgical Suite

1. All requests for entrance of new services, supplies or equipment to procedural areas or the surgical suite must secure written authorization through the Palos Hospital Capital Equipment and New Technology Request process and receive approval prior to scheduling the procedure. Please allow a minimum of 2 to 3 weeks for review.

2. It is the vendor representative and physician’s responsibility to utilize only products that are FDA approved. It is the physician’s responsibility to provide full disclosure and obtain informed patient consent for any FDA-approved product that is being utilized for an “off-label” use. The exception would be a supply or equipment that is being used as part of a Palos Hospital-approved clinical trial in which case the Capital Equipment and New Technology Request process must be followed including disclosure that it is part of a clinical trial and the informed consent must be present on the patient’s hospital chart prior to the start of the procedure.

Obtaining Access to a Procedural Area or the Surgical Suite

1. Requests that a vendor representative have access to a procedural area or the surgical suite must be made by a physician, nurse practitioner or physician assistant on staff at Palos Hospital and will need to be approved by the Leadership Team of the area or the assistant vice president of Nursing.

2. All approved vendor representatives must have a Palos Hospital identification (ID) badge reader card which can be obtained through the Public Safety department. The Palos Hospital ID must be worn and easily visible at all times.

3. All vendor representatives entering a procedural area or the surgical suite are required to check in with the charge person in that area and to wear clean/unsoiled Palos Hospital surgical scrubs, red hair covers, enclosed shoes, shoe covers and a disposable high filtration mask that covers the nose and mouth completely.

4. When present in a procedural area or the surgical suite, the vendor representative must coordinate his/her activities/responsibilities with the RN circulator.

5. Vendor representatives are not allowed to participate in direct patient care activities and are not allowed to open sterile supplies onto the sterile field.

6. Vendor representatives with specialized training may perform remote calibration to the attending physician’s specifications or instructions, under the direction of the attending physician with the verification of the RN circulator.

7. Vendor representatives are not allowed to solicit physicians to utilize products while in a procedural area or the surgical suite. Vendor representatives will provide product information and support only at the physician’s request.

Any vendor representative who brings a supply or equipment into Palos Hospital without proper authorization/approval will consider all such items as a no cost contribution to the hospital. 

Bringing Supplies or Equipment into Palos Hospital for a Surgical Case

1. All equipment or supplies must be in Sterile Supply Processing (SSP) no later than 24 hours before the scheduled case.

2. All instrumentation and trays should be brought simultaneously and each should be labeled with the surgeon’s name, patient’s name, procedure and the date of the procedure.

3. The vendor representative is responsible for removing all trays, unused implants or supplies from SSP within 24 hours after completion of the case and appropriate decontamination.

4. Storage of instrumentation or trays for future cases will be at the discretion of the manager of SSP.

5. Please note that Palos Hospital will not reimburse freight charges or delivery-type fees for rental/loaners associated with borrowed instruments, implants, surgical suite equipment, and disposables.

6. Palos Hospital will not reimburse vendor for equipment damaged or broken during the routine course of a procedure unless the damage is due to gross abuse or negligence on the part of a Palos Hospital employee and the vendor provides written documentation of such.