The purpose of the Vendor Liaison Office (VLO) is to manage vendor representatives of UW Health. The VLO is in charge of registering and badging vendors, as well as maintaining a database of vendors and monitoring their activities.
The VLO is also tasked with coordinating the on-boarding of all non-physician observers. Through our process, we look to provide an enriching experience while still prioritizing the importance of patient safety and confidentiality.
Learn more at UW Health Vendor Liaison Office on uwhealth.org.
Q. Do occasional visiting vendors/managers need to register, obtain a badge or pay the registration fee?
If the vendor has registered, obtained a badge, paid the fee and listed the sales manager's name as their supervisor on their registration form, the manager needs to stop by the VLO office to sign the UW Health confidentiality clause and receive a day pass. Supervisors may travel with their reports up to four times a year.
Q. Do vendors need to pay a registration fee and secure a photo ID badge?
Most vendor representatives do need to pay a fee and obtain a photo ID badge. All vendor representatives with sales, marketing, or promotional responsibilities must pay the annual registration fee and obtain a photo ID badge. Vendor representatives who do not have a sales responsibility (for example, research staff, service personnel, medical science liaisons, etc.) must still register, but do not need to pay the fee.
Q. Do vendors need to register
A. Yes, all vendors of all clinical materials (drugs, medical/surgical supplies, imaging and laboratory technology - anything that is involved in the care of patients, either directly or indirectly) must register. However, there are a couple of exceptions delineated in UW Health Policy 11.19.
Q. Do vendors who come in mid-year have to pay the full fee?
No. You will be charged a prorated fee based on the number of quarters remaining in the registration year. The registration period mirrors our fiscal year and runs from July - June.
Q. Do vendors who have direct patient care have to do anything special with the VLO?
While our policy specifically prohibits representatives from interacting with our patients, there are a few exceptions to that rule (such as representatives who have a legitimate role in servicing equipment or training faculty and staff). If vendors qualify as an exception to this rule, they will need to provide the VLO with documentation of a negative tuberculosis skin test, vaccination against or documented immunity from measles, mumps, rubella, varicella, and Hepatitis B. They must also complete the annual UW Hospital and Clinics Safety and Infection Control competency assessment. The Vendor Liaison Office will coordinate the documentation of these requirements.
Q. Do vendors who leave before a full year get a refund on their fee?
No. However, if they paid the annual fee, they can transfer that fee to another representative from their company for the remainder of the current registration period.
Q. What does the VLO registration fee pay for?
The registration fee pays for the VLO staff, representative badging, vendor Web site and database maintenance costs and other miscellaneous costs associated with managing vendor relations and policy compliance.
Q. What happens when vendors' ID badges expire?
Starting in July of each calendar year the VLO will begin issuing badges for the upcoming year. Vendors will be required to turn in their old badges to the VLO, pay the annual registration fee and verify their registration information, and then will be issued a new badge.
Q. What if vendors lose their ID badges?
A. They must report to the VLO and pay a $25 badge replacement fee.
Q. What if vendors need scrubs?
When they register they will be issued a Personal Identification Number (PIN) that will allow them to obtain a set of scrubs for a $2 fee. They cannot obtain a second pair of scrubs until the first set is turned in. All scrubs must be returned prior to ceasing business at any UW Health location or a $25 invoice will be sent to their company. Again, the VLO will coordinate this process, including billing the companies for the use of scrubs at any UW Health location.
Q. What is the purpose of the Vendor Liaison Office (VLO)?
The purpose of the VLO is to manage vendor representatives of UW Health. The VLO is in charge of registering and badging vendors, as well as maintaining a database of vendors and monitoring their activities.
The VLO ensures that vendors are adhering to UW Health policies in order to protect physician and staff efficiency and integrity, to avoid disruption of care and to ensure patient privacy and confidentiality.
8.36 Control of Trial Supplies of Prescription Medication
11.19 Regulation of Vendor Representatives and the Vendor Liaison Office
How to Register with the Vendor Liaison Office
Vendor Do Not Call List
Vendor Do Not Call List Registration
Vendor Incident Report Form
Vendor Liaison Database
Vendor Liaison Office FAQ
Vendor Liaison Office Overview
Center for Clinical Knowledge Management (CCKM)
Medical Staff Affairs