For vendors
Vendor Credentialing | Reptrax
Research shows that certain health care supplier activities allowed under the Political Reform Act, such as accepting gifts from suppliers, may affect provider behavior and give the appearance of favoritism. To address this issue, all employees and students of the University of California (UC) are subject to the system-wide policies related to purchasing and procurement as well as the UC Health Care vendor relations policy (PDF) which provides system-wide standards aimed at reducing the potential for industry influence on our health care providers’ decisions.
UC Davis Health values its collaboration with industry organizations and wishes to ensure that decisions regarding clinical care and other health care decisions are free from industry influence. To that end, the UC Davis Health Vendor Access Program has been established to monitor vendor/supplier on-site visits and other interactions between industry representatives and our workforce. A summary of the rules established under this program are listed in the sections below. For information about vendor/supplier compliance and conflicts of interests (including our gifts policy), please contact the UC Davis Health Compliance Department.
Introduction
The purpose of this webpage is to provide an overview of the expectations for suppliers visiting our health campus. Suppliers and their representatives are expected to meet all University standards and also to know and adhere to the rules established by each unit they wish to visit. For questions about unit specific rules, ask the department or contact Supply Chain Management.
Vendor Access Program
UC Davis Health is committed to maintaining the highest ethical standards in clinical and business practices. As such, the University has developed policies and procedures that govern vendor/supplier on-site visits and has chosen to use the Intellicentrics SEC3URE (Reptrax) application to support its Vendor Access Program.
All vendor/supplier representatives (representatives) must register with Reptrax, complete all credentialing requirements, and comply with the following when visiting a UC Davis Health location:
Onsite visits
All representatives who wish to visit a UC Davis Health location must have a scheduled appointment with a specific UC Davis Health member prior to coming onsite. Appointments may only be scheduled with those representatives* that have completed the Reptrax registration process. Unscheduled or “cold call” visits are not permitted and access is restricted to the date, area and person specified in the appointment. Representatives cannot make sales visits when they are on site for other official business.
Access to facilities
Representatives must enter UC Davis Health facilities through public entry points and follow facility guidelines once on site. Representatives are confined to public areas unless invited elsewhere as part of their scheduled visit. They must not follow personnel into restricted or badge-accessed areas unless authorized to do so. Restricted areas may include:
- All patient care areas, including surgery/operating rooms
- Conference rooms
- Physician/staff locker rooms or lounges
- Supply processing or storage areas
Reptrax registration
All representatives visiting UC Davis Health locations must register in Reptrax prior to their first visit using the most appropriate and accurate “vendor category”. If required, representatives must complete all background checks and health screenings prior to visiting a UC Davis Health location. Representatives should use their full legal name (the first name can be a preferred name) and include a picture of their face in their Reptrax profile whenever possible.
Check-in and check-out
All representatives* must check-in to Reptrax when they visit UC Davis Health. Information entered into Reptrax must be accurate and free of spelling errors. Representatives must specify the full first and last name of the person extending the invitation, the department/location they are visiting and the most accurate appointment length.
Representatives must check-out of Reptrax at the end of each visit and return all UC Davis Health issued scrubs.
Badges
Representatives must wear an identification badge at all times while on UC Davis Health premises. The badge must be visible, up-to-date and accurate. Representatives whose Reptrax badge is labeled “MASK” must wear a mask at all times while on University premises. A new Reptrax badge should be printed each time the representative visits a new location or the purpose of their visit changes.
Access to clinical areas
Representatives* seeking access to clinical/procedural areas must register in Reptrax as a clinical representative and meet all applicable credentialing requirements. At the discretion of the UC Davis Health workforce member involved in a clinical case, suppliers are permitted in clinical areas for legitimate clinical purposes. All representatives should conduct their business outside of patient care areas whenever possible. Authorized staff must accompany the representative at all times in patient care areas.
Confidentiality and patient privacy
All suppliers and their representatives must comply with (1) all federal and state regulations related to protecting and keeping confidential Protected Health Information (PHI) and (2) all applicable University confidentiality and privacy policies and procedures. If their business requires access to patient care areas, they must sign a confidentiality agreement.
Gifts and promotional materials
Representatives may not provide gifts or giveaways of any nature (pens, note pads, coffee/coffee mugs, gift cards, etc.) to UC Davis Health workforce members during their visit. This applies to all areas of UC Davis Health, both public and restricted, including waiting rooms and hospital cafeterias.
If you have any questions about the Vendor Access Program, please contact Supply Chain Management team at 916-734-2475. You can also print the vendor Reptrax rules overview (PDF), which highlights the rules for vendors/suppliers.
* Applies to the vendor/supplier representatives that are required to register and check-in using Reptrax (SEC3URE). See FAQs for additional details.
UC Davis Health is committed to maintaining the highest ethical standards in clinical and business practices. As such, the University has developed policies and procedures that govern vendor/supplier on-site visits and has chosen to use the Intellicentrics SEC3URE (Reptrax) application to its support Vendor Access Program. Employees can find additional information about Reptrax here (staff only).
If you have any questions or concerns about the Vendor Access Program, please contact Supply Chain Management team at 916-734-2475. For additional information about supplier compliance and potential conflicts of interest, visit the UC Davis Health vendor compliance website.
You can also print the UC Davis Health workforce Reptrax rules overview (PDF), which highlights the rules for our workforce.