Rules & Guidelines - Meritcare - Hospital Policy

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09.00 Hospital Pharmaceutical Representatives Guidelines

Approved By: D. Marren, VP

Written By: R. Keel, Pharmacy Operations Coordinator

Original Date: 5-80

Effective Date: 5-80

Revised Date: 6-86, 7-89, 5-98


Policy - Hospital Pharmacy
The MeritCare Medical Center recognizes the contributions pharmaceutical companies and their sales representatives provide for physicians, pharmacists, nurses, associates and patients. In an effort to standardize procedures and maintain order in the detailing process, the following policies are to be followed when calling on the various areas of the medical center.
Procedures

  1. All vendor representatives must report to the Hospital Pharmacy Department prior to going elsewhere in the hospital. Representatives calling on the O.R. or Anesthesia departments must also contact either the Chief of Anesthesia or the Anesthesia Manager; those entering the Roger Maris Cancer Center are to follow the policy established by the Roger Maris Cancer Center.
  2. Checking in at the Hospital Pharmacy is done through the department secretary, or in her absence, the purchasing clerk. A call to extension 5601 from the hospital lobby will alert the pharmacy to your arrival and enable the representative to check in at the pharmacy without disruption in the pharmacy work area. Representatives calling on the clinic pharmacies may report directly to the pharmacy.
  3. It is requested that representatives have an appointment with the person they intend to see prior to arriving at the Pharmacy Department. This includes any pharmacy staff member. Failure to have an appointment may result in the vendor not being seen.
  4. Vendors wishing to visit any areas in the hospital other than the Pharmacy Departments will be issued a Vendor Pass by the Pharmacy after having their appointment verified. Vendors found in other areas without a Vendor Pass will be asked to leave the premises. Vendor representatives are not allowed to be part of physician "teaching rounds".
  5. Visitation hours for the Pharmacy Department as well as other areas are:
    Monday - Thursday 9:00 - 11:00 AM
    Friday -1:00 - 3:00 PM
  6. Vendor representatives are not allowed in working areas of the Pharmacy Departments.
  7. Loitering or wandering throughout the hospital, clinic areas, nursing units, or any patient care areas, for the purpose of spontaneous engagement with physicians and other health care personnel is strictly prohibited.
  8. Gifts of minimal value are allowed as long as the gift is related to an individual's work, (pens, notepads, etc.). No gifts will be accepted if there are "strings attached". Meals or other foods may be brought in by pharmaceutical representatives only when related to a continuing education program.
  9. It is requested that the Pharmacy Department be kept informed of those products which are being "detailed" to the Medical Staff, especially as relates to new product releases or new indications. It is also requested that a complete and detailed set of information be provided for the department's files so that it may be available for future use by the Pharmacy, Nursing and Medical Staffs.
  10. Promotion of formulary products and products that have not been reviewed by the Pharmacy and Therapeutics Committee is allowed. Promotion of products that have been reviewed and not approved by the Pharmacy and Therapeutics Committee is not allowed.
  11. Prestocking arrangements will be considered on an individual basis only and will not be accepted unless ordered by standard purchase procedures.
  12. Continuing education programs for Pharmacy are set up through the Hospital Clinical Manager, Physician continuing education is arranged through Medical Education, and educational programs intended for the nursing staff must be coordinated through and approved by the Manager of Education.
  13. Samples are not allowed at MeritCare Hospital. Special circumstances must be arranged by the physician, the vendor, and the Department of Pharmacy. Samples used in the MeritCare clinics must be handled in accordance with the "MeritCare Sample Policy".
  14. Failure to adhere to the above policies will result in notification of the representative's manager, and may lead to the revocation of visiting privileges at MeritCare Medical Center

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