Vendor Relations at AHN

Corporate Contracting Division Table of Contents

General

The Corporate Contracting Division of the Allegheny Health Network is providing this information to improve your understanding of our supply chain organization and vendor policies. We hope that facilitating communication between our hospitals and our suppliers will result in quality products, timely deliveries and lower cost. We value our suppliers and business partners and encourage a mutually beneficial relationship. Your cooperation with our requirements is greatly appreciated.

        Allegheny Health Network
        Corporate Contracting Division
        Four Allegheny Center, 9th Floor
        East Commons Professional Building
        Pittsburgh PA 15212
        (412) 330-4500
        Fax: (412) 330-4510

Sales Representative contact hours: 8 AM to 4 PM Monday through Friday.

Equal Employment Opportunities

The Allegheny Health Network requires that all business conducted with our organization be of the highest level of professional standards. The Allegheny Health Network does not discriminate because of race, color, religion, creed, age, sex, sexual orientation, gender identity, national origin, genetics, veteran or military status, qualified disability, or any other status protected by applicable law, and complies with all legal requirements and other applicable laws, orders, rules and regulations, including but not limited to those mandated by local, state and federal governments.

Vendor Relations

The Allegheny Health Network Corporate Contracting seeks to use qualified vendors who can partner with us in our efforts to be the most innovative supply chain specialists in the healthcare industry. To this end, we have identified the following characteristics that we desire from our business partners to secure our goal:

  • Observe the visitation rules of our hospitals
  • Be willing to participate in reverse auction bids
  • Accept our net 60 payment terms from receipt of invoice
  • Have Electronic Data Interchange (EDI) capabilities
  • Support our e-materials strategy
  • Participate in our coordinated distribution system

We deem these attributes as vital for the continued success of our network.

Vendor Registration and Credentialing

Allegheny Health Network has implemented a vendor credentialing program to ensure that we meet our regulatory obligations to provide a safe, secure and infection free environment for our staff, physicians and patients.

The Vendor Credentialing program is applicable to all vendors and has a dual focus. First and foremost, this program is designed to assist the Allegheny Health Network and our vendors with managing evidence of personnel credentials, certifications, and understanding of the Allegheny Health Network’s policies that are required to perform your services within our organization. Secondly, this program will enable the Allegheny Health Network to manage the access of the multitude of vendor representatives that visit our organization on a daily basis.

Allegheny Health Network has partnered with ProTech Compliance, Inc., a certified minority business enterprise, located in Pittsburgh, Pennsylvania, to create a uniform vendor credentialing program for all hospitals in Pennsylvania and New York.

Vendor check-in locations at individual Allegheny Health Network hospitals:

Allegheny General Hospital
Sunday – Saturday 6:30 AM to 6:30 PM
Information Desk
Main Lobby Snyder Pavilion First Floor

All Other Times
Security Department
Snyder Pavilion First Floor Room 105

Allegheny Valley Hospital
Monday – Friday 6:00 AM to 3:30 PM
Materials Management Department
Ground Floor, 1943 Building

3:30 PM to 6:00 AM and 24 Hours on Weekends/Holidays
Security Desk
Front Lobby

Canonsburg Hospital
Monday – Friday 9:00 AM to 4:00 PM
Materials Management Department

4:00 PM to 9:00 AM and 24 Hours on Weekends/Holidays
Emergency Department Security Desk

Corporate Contracting
Monday - Friday 7:30 AM to 4:30 PM
Four Allegheny Center, 9th Floor
(412) 330-4500

Forbes Regional Hospital
Monday - Friday 6:00 AM to 3:30 PM
Materials Management Department
Room 1626, First Floor, Service Center

3:30 PM to 6:00 AM and 24 Hours on Weekends/Holidays
Security Department

Jefferson Regional Hospital
24/7
Hospital Lobby Vendor Kiosk

Saint Vincent Hospital
Monday to Friday 7:00 AM to 5:00 PM
Information Desk Front Lobby Vendor Kiosk

West Penn Hospital
Monday to Friday 8:00 AM to 4:00 PM
Information Desk Main Lobby
Mellon Pavilion, Ground Floor

4:00 PM to 8:00 AM and 24 Hours Holidays/Weekends
Central Processing Department

Credentialing

Click here to start the Vendor registration process.

You will be required to start the registration process in the VendorStat Application. Then provide required information and complete the Vendor Attestations related to Credentialing and Training based on level of on-site vendor representative facility/patient access. Specific requirements are identified in the AHN Vendor Visitation policy.

Sales Contacts and Interviews

Allegheny Health Network requires that all salespersons make contact through Corporate Contracting located at the address above. Interviews are granted by appointment only. To schedule an interview with the appropriate contract administrator, please contact the Corporate Contracting main phone number. Corporate Contracting will consider your products and services and when appropriate, refer you to the appropriate administrative, clinical or technical personnel. Should a staff member from one of our hospitals or other entities contact you directly, you must notify Corporate Contracting before making any presentation to the staff member. A copy of all quotations or literature must be forwarded to Corporate Contracting.

The protocol can be found in the Vendor Interaction Policy under Scope: It is not our intention to restrict your opportunity to sell your product or service, but rather to make sure you direct your efforts to the individual in Corporate Contracting and hospital staff most qualified to evaluate them.

Deliveries

The Allegheny Health Network standard delivery terms are F.O.B. Destination, with the supplier assuming all risks and charges. All shipments must have a packing slip enclosed with the purchase order number clearly identified on the carton or delivery documentation. Please take note of our dock addresses and delivery times.

Invoicing

An Allegheny Health Network purchase order number must appear on all invoices. Any invoice received without a purchase order number may be returned. The Allegheny Health Network standard terms of payment are Net 60 days from receipt of invoice. The Allegheny Health Network will consider payment discount terms offered as a factor in the selection of a supplier.

The billing address for all Allegheny Health Network entities is:

Allegheny Health Network Accounts Payable
PO Box 6772
Pittsburgh, PA 15212

Purchase Orders

All products and services introduced to the Allegheny Health Network must have a purchase order. This includes no-charge samples, demonstration models, loaners and direct purchases, and any service/consulting arrangement. Delivery of goods not accompanied by an authorized purchase order number may be refused, returned at the supplier’s expense, discarded or consumed, and the corresponding invoice will be returned without cost or obligation to the Allegheny Health Network. Any invoice for goods or services sent to Allegheny Health Network without a valid purchase order noted on the invoice will be sent back to the vendor. Download the AHN Purchase Orders Terms and Conditions Policy.

Repairs

A purchase order number will be issued for all repairs. Corporate Contracting or the respective Clinical Engineering Department must approve the cost of repair in advance of the return of the equipment.

Medical Equipment

Hospital policies require that the Clinical Engineering Department, Infection Control and Recall Officers provide a safe environment for all staff members, patients and visitors. In order to comply with this policy, all medical equipment devices brought into the hospitals, whether as a direct purchase or for demonstration purposes or as a loaner/rental, must undergo a safety and performance inspection before being put in use. The Materials Management department of the affected facility will help you secure this inspection. Please refer to Introduction of Medical Equipment Policy for further details.

Quotation

The Allegheny Health Network Corporate Contracting emphasizes competitive bidding. All quotations are to be solicited by, and directed to, the responsible Corporate Contracting Administrator. Corporate Contracting is responsible for the security and distribution of all quotations. Vendors are not to address or send copies of their quotations to non-Corporate Contracting personnel. Corporate Contracting shall maintain the confidentiality of bid information before, during and after the bid process. The Allegheny Health Network is committed to accepting bids with the most competitive overall value on a total cost of ownership basis.

Returned Goods

All merchandise that is damaged, in excess of order, or contrary to the purchase order requirements will be returned for full credit with all transportation charges to be paid by the supplier. You will be notified of the return and will be given ten (10) working days from notification to claim the goods, supply a return authorization, or arrange to retrieve goods. Failure by the supplier to retrieve returnable items within ten (10) working days may, at the discretion of Corporate Contracting or the respective Materials Management Department, result in the disposal of the goods, and non-payment of the invoice.

Product Safety Recalls and Alerts

Product Safety Recalls and Alerts should be sent to the Director, Corporate Contracting at the above address and to the Director, Materials Management of the affected hospital. Pharmaceutical recalls shall be sent to the attention of the respective hospital pharmacy department.

Compliance Line

Allegheny Health Network (AHN) is committed to addressing potential compliance concerns or questions identified by patients, employees, business associates or the public. Individuals with concerns or questions should address them with the management of the applicable Allegheny Health Network entity. If management is unable to resolve the issue satisfactorily, individuals can also contact Human Resources, Allegheny Health Network Legal Counsel or the AHN Enterprise Risk and Governance Division. If an individual does not feel comfortable discussing an issue with management, or otherwise wishes to report a concern anonymously, they may call the Allegheny Health Network Compliance Line phone number. The Compliance Line is designed to permit anyone to call and report a compliance-related concern or to obtain clarification on compliance issues.

Calls to the Compliance Line are answered confidentially by trained operators from an outside agency 24 hours a day, 7 days a week. There is no caller ID function on the Compliance Line, and callers are not required to identify themselves. If the caller desires to remain anonymous, he/she will be given a follow-up code to use if he/she wishes to call back and check the status of Allegheny Health Network’s response to the problems or concerns reported.

Issues can also be reported to the Compliance Line via the Internet at www.mycompliancereport.com. Users should select “Begin New Report” and enter access code “AHN” to identify this is an issue occurring at Allegheny Health Network. You will then be asked the specific location of where the issue is occurring, but you do not have to provide your name and can still remain anonymous.