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Rules & Guidelines - Meritcare - Health System Policy
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09.10 Pharmaceutical Representative Policy
Approved By: Pharmacy & Therapeutics Committee
Written By: R. Keel, Pharmacy Operations Coordinator
Original Date: 11-98
Effective Date: 11-98
Policy
The MeritCare Medical Group recognizes the contributions pharmaceutical
companies and their sales representatives provide for physicians, pharmacists,
nurses, associates, and patients. However, due to appreciable difficulties
in meeting with pharmaceutical representatives while trying to maintain
scheduled appointments and patient confidentiality, the need for a structured
policy becomes evident. In an effort to standardize procedures and maintain
order in the detailing process, the following policies are to be followed
at MeritCare Medical Group.
- Pharmaceutical representatives are not allowed in patient care areas of the clinic during regular patient hours (8am-5pm) without an appointment. This includes exam or treatment rooms and corridors.
- Mutually agreed upon appointments with the physician must be set up in advance by the representative. Simply contacting the receptionist and asking her to arrange a meeting will not be allowed. Please be aware that appointments may be canceled due to patient care needs.
- Loitering or wandering throughout the hospital, clinic areas, nursing units, or any patient care area for the purpose of spontaneous engagement with physicians and other health care personnel is strictly prohibited.
- There will be no food brought into patient care areas of MeritCare Medical Group.
- Display conferences (drug rounds) will be set up and coordinated at a scheduled time and place. Information may be obtained from the pharmacy department.
- Samples will be handled according to the "MeritCare Sample Policy".
- Gifts/trips from pharmaceutical companies to physicians, nurses, and/or other staff must be used only for educational or research programs/activities. Gifts of minimal value are allowed as long as the gift is related to an individual's work (pens, notepads, etc.). Offers of gifts, such as support for an educational or research program, would be considered a philanthropic gift and should be processed through the MeritCare Foundation. The gift would be placed in the Service Area Foundation Fund and the Foundation would provide the appropriate receipt, recognition and acknowledgement to the company.
- Trips paid for by pharmaceutical companies, including tickets and accommodations, must be first approved by the aggregate executive partners, and should be for education, not provided through other means, related to the Services Area's programs. In lieu of expense paid trips, pharmaceutical companies should be encouraged to donate to the Service Area Foundation Fund so the aggregate executive partners can allocate expenses for travel requests in partnership with the Foundation.
- It is requested that the Pharmacy be kept informed by the sales representative 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.
- 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.
Due to differences in work load patterns, work area design, and needs of individual physicians, departments, or other clinics, this policy may be modified as needed to better accommodate the needs of staff. Please contact individual physicians or departments to see if more specific policies are in effect.
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