Company Representatives perform a valuable function to hospitals and health services through the provision of product support, education, and dissemination of updates in research and technology.

The potential for health services to trial new or alternative products, or receive education regarding the appropriate use of products contributes to the attainment and maintenance of patient care standards.

In recognition of this, company representatives are permitted fair and reasonable access to this health service. In return for this privilege, they are expected to maintain an appropriate standard of behavior as outlined below.

The purpose of these guidelines is to provide a global framework for this health service to develop a policy for visiting Company Representatives relevant to this organisation.
There are risks for both suppliers and health services associated with unsupervised personnel or products circulating in the health service environment.
These guidelines are intended to contribute to a wider risk management strategy, and have been written from a general perspective.

Code of Conduct

• Company Representatives visiting this health care organisation are required to wear a Grampians Health - Ballarat (GH-B) Visiting Company Representative Badge and a Company Identification Badge (including their name and company they represent) and maintain a professional manner.

• Company Representatives shall visit only those wards and departments for which prior approval has been granted by Manager, Supply Services or Clinical Products Advisor.

• Company Representatives must adhere to GH-B Infection Control Guidelines.

• Company Representatives are advised that all employees of this health service are required to comply with GH-B Code of Conduct which is based on the Victorian Public Sector Code of Conduct.

• GH-B staff must adhere to the Gifts, Benefits and Other Gratuities Benefits policy in their dealings with Company Representatives.

Appointments:

"NOTE DUE TO COVID RESTRICTIONS"

Due to the impacts of COVID 19 access to the GH-B Sites and Staff should be made utilising online meeting formats.

Company representatives attendance at GH-B will be dependent; as of the day, on the Department of Human Service Guidance and Response (VHSGR) document.

www.dhhs.vic.gov.au/victorian-health-service-guidance-and-response-covid-19-risks

GH-B COVID SAFE MEASURE MATRIX. (see appendix)

GH-B Staff currently have access to Microsoft Teams as a preferred format.

Visits or online meetings with health services staff will remain via appointment only.

All appointments for new clinical products or sales follow up, including supply chain issues are to be made through the Clinical Products Adviser or Supply Manager.

If Physical visitations are deemed appropriate; in line with the Department of Human Service Guidance and Response (VHSGR)

• Company representatives are required to Attend screening stations prior to entering the building.

• Not permitted to visit wards, departments or a residential facility on the chance that a staff member may be available to see them.

• Are required to wear a GH-B Visiting Company Representative Badge that identifies that the representative has permission and registered to be in the health services.

• Are required to be aware of Ballarat Health Services Emergency Response Codes and the appropriate responses to same depending on the Clinical Area they are designated to visit.

• Are required to sign out and return their Visiting Company Representative Badge to the reception area they originally registered.

Appointment Process:

New Clinical Products ;Sales follow up ;Supply Chain Issues or Approved Clinical Product or Clinical Equipment for Education and Training

• Phone or email request for an initial meeting time with the Clinical Products Adviser or Supply Manager indicating the reason for the appointment.

• If the Clinical Product/s presented is deemed appropriate for use, review or trial in GH-B then contact with the appropriate clinical areas will be approved.

• Meetings with designated Equipment Nurses or Nurse Unit Managers will require formal appointments confirmed with an email response; including a copy to the Clinical Products Adviser.

• A copy of the email request for the designated date / time / venue for Approved Clinical Products or Clinical Equipment for Education and Training is to be sent to the Clinical Products Adviser. This email is to also indicate the Hospital Staff who are responsible for the organization and coordination of the Education and Training sessions.

• Company Representatives meeting with the designated Equipment Nurses or Nurse Unit Mangers at the GH-B, Base Site will be required to register and collect the appropriate GH-B Visiting Company Representative Badge at the Enquiries Desk - Drummond St Entrance(open Monday to Friday 0700hrs to 2000hrs). On completion of their activities they are required to sign out at the help desk, returning their Temporary GH-B Identification Badge.

• Company Representatives meeting with Nurse Unit Managers at the Queen Elizabeth or Aged Care Sites are required to register at the Supply Department collect their Visiting Company Representative Badge and at completion of their activities sign out at the Supply Department and return their GH-B Visiting Company Representative Badge..

Attendance in the Operating Suite or the Interventional Catheter Laboratory
In order to gain access to the perioperative environment, including the Endoscopy Suite and the Interventional Catheter Laboratory, representatives must obtain permission from the Equipment Nurse or Nurse in Charge.

Company Representatives are:

• Are required to sign in at the register at the Reception Desk situated in the Operating Theatres or the Cardiovascular Suite.

• Are required to wear a Ballarat Health Services Visiting Company Representative Badge that identifies that the representative has permission to be in the health services.

• Are required to be aware of GH-B Emergency Response Codes and the appropriate responses to same depending on the Clinical Area they are designated to visit.

• 
  Company Representatives are not permitted to participate in direct patient care and shall be under the direct supervision of a Nurse or Medical Officer.

• On completion of their activities they are required to sign out at the Reception Desk and return their GH-B Visiting Company Representative Badge.

• 
  Prior patient consent must be obtained in order for representatives to be present during an operative procedure.
  (Ref: ACORN Standards for Perioperative Nursing 2020)

Product Trials

All product evaluations for GH-B shall be coordinated through the Clinical Products Adviser or in their absence the Manager of Supply Services.

Proposals for Trial and Evalaution of clinical and non clinical products can be submitted to PESCOM by completing the "PESCOM Form" available on the Supply Services SharePoint Page.

Any proposed product trial shall be approved by the Product Evaluation & Standardisation Committee prior to product trial commencement.
Evaluations shall be properly conducted with key evaluation criteria identified and a suitable patient/resident sample tested (in some cases, the Hospital Ethics and Research Committee may require notification prior to approval of Clinical Trial).

After consideration of trial outcomes, including clinical and business evaluation. The clinical product or device is deemed appropriate; commencement of clinical use of the given product or device will be formally approved by the PESCOM.

Appropriate feedback to the company for successful and non successful clinical products and devices will be provided by the Clinical Products Adviser or in their absence the Manager of Supply Services.

Product Samples
Representatives are not permitted to leave product samples in any ward, department or residential facility without prior discussion and approval from the Clinical Products Adviser or Supply Manager
All products and equipment for evaluation must be accompanied by the appropriate documentation, and where relevant, user and service manuals.

Pharmaceutical Samples and Evaluations
Pharmaceutical samples and evaluations are coordinated by the Pharmacy Department.

All Pharmaceutical Representatives are required to notify the Manager of the Pharmacy Department prior to visitation to clinical areas. Notification should include the clinical areas and clinical staff to be visited also including the pharmaceutical products that will be discussed.

Biomedical Equipment
Biomedical equipment shall not be introduced or evaluated without first being inspected and approved for use by the Biomedical or Engineering Department.

Provision of Loan Equipment
The person arranging the equipment identified as 'on loan' shall ensure it meets all safety standards required at BHS, in particular all electrical equipment shall have a 'test & tag' label attached..
Additionally, notification of the delivery of any loan equipment must be reported to Manager, Supply Services with information and appropriate documentation provided.
This should include:

• a completed and authorised indemnity form,

• user and service manuals,

Information such as the value of the item, period of loan, location of use, education and support provided, contact information of the person and department within the organisation with which the loan has been arranged and should address:

• responsibility for servicing/maintenance/insurance/removal at completion of loan period,

• cost of and responsibility for any consumables purchased to enable use of the device/equipment .

Supply of Goods

• Goods or services shall not be supplied to any department without an official Purchase Order number.

• No verbal order or number from any department shall be considered valid except where prior arrangement has been made with the Manager, Supply Services.

• Consignment stock, when replaced, shall have a purchase order number allocated prior to delivery. Please Note: GH-B will not pay any invoice that does not include an official Purchase Order Number unless permission from the Manager, Supply Services has been granted, as in the case of urgent deliveries.

• A Purchase Requisition Number is not a valid alternative for a Purchase Order Number unless specific arrangements have been made under extenuating circumstances.

Accreditation Requirements

• To assist this organisation in achieving compliance with National Safety and Quality Health Standards, external service providers, including company representatives, are expected to comply with this organisation's health and safety requirements.

• This may include participation in an Induction Process to become familiar with the emergency codes and procedures of the organisation.

• Adherence to current GH-B Infection Control Guidelines particularly adherence to GH-B attestation requirements at the time of possible Hospital site visitation.

Reporting
After each visit, representatives are required to provide an email summary report of their activity to Clinical Products Adviser and/or Manager, Supply Services.

This report should include the date, hospital site and department(s) visited, products discussed and in-service education provided. It can be verbal or emailed to supplydepartment@bhs.org.au as negotiated by GH-B.

Important Note:
Representatives found in breach of these guidelines may be refused future commercial access to GH-B.