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Vendor Guidelines

Updated 11/23/2020

Restricted Access for Vendors, Suppliers, and Business Partners

Notice to all UConn Health Departments

Please carefully review the information below before arranging any onsite visit by a vendor, third party contract worker, supplier or business partner.

Given heightened concerns regarding COVID-19, UConn Health continues to restrict access to our facilities. In addition to our updated patient visitation restrictions, we have refined our guidelines for vendors, third party contract workers, suppliers and other business partners (referred to as ‘vendors’ for purposes of this protocol). Our first priority is to protect the safety of our patients, colleagues and community.

The Connecticut Department of Public Health (DPH) continues to restrict vendor access into health care facilities for routine inspections, services and maintenance, other than emergencies.

Hosting an Onsite Vendor

General Guidelines

  • Vendors that service UConn Health and have been issued a contractor/vendor badge shall follow routine employee screening protocols and State of Connecticut Travel advisory guidelines.
  • ONLY vendors, suppliers, and other partners who are essential to patient care and critical business operations will be allowed onsite, on an as-needed basis.
  • Vendors who do not directly support patient care or critical business operations are advised to work remotely and are not allowed entry to UConn Health facilities. This includes postponement of activities such as in-person sales demonstrations, education, inspections and meetings. Web-based or telephone meetings are encouraged during the interim.
  • Exceptions are made for emergency situations. Extenuating circumstances are evaluated on a case by case basis at the discretion of the Office of Accreditation and Regulatory Affairs, and relevant clinical and operational leadership.

Authorization Process

  • In order to request an exception, the host department representative must receive advance approval from their department head, department/division chair, or the Dean’s Office.
  • Once department level approval is received, the host department must obtain authorization from the Office of Accreditation and Regulatory Affairs prior to scheduling any onsite vendor visit. Decisions are made in collaboration with the appropriate senior leadership. The Office of Accreditation and Regulatory Affairs serves as a centralized point for review and authorization and can be contacted at the following:
  • For emergency situations outside of normal business hours, the host department must notify the appropriate leadership:
  • Hospital areas: Nursing Supervisor, 860-817-0642
  • Facilities Management, all other locations: 860-679-2125

Notification to Screeners

Once authorization has been received, the host department must notify of the following information no less than 24 hours prior to the scheduled visit:

  • Vendor/visitor name
  • Company or organization
  • Date, time and location of scheduled appointment – and point of entry
  • Host name and department

On-Site Vendor Expectations

The following information applies to all vendors. Please note: The department hosting the vendor is responsible for ensuring that these guidelines are followed. The below list of onsite vendor expectations that must be communicated to the vendor community.

  • With appropriate authorization, vendors scheduled to work on-site are required to adhere to all established regulations, safety protocols and guidelines, including the State of Connecticut travel advisory.
  • Vendors must enter through approved public entrances with visitor screening locations only: Main Building Entrance, University Tower Lobby Entrance, Emergency Department (outside business hours only), Outpatient Pavilion (Floors 1 and 3), Musculoskeletal Institute building (Floor 1), and off-site ambulatory services locations.
  • Vendors will be subject to temperature, symptom, and risk screening upon arrival at any UConn Health facility.
  • Vendors should not report to any UConn Health facility for business purposes if they:
    • Are feeling sick.
    • Have a fever, COVID-19 or flu-like symptoms.
    • Have tested positive for COVID-19 in the last 21 days.
    • Have been in close contact with someone who has tested positive for COVID-19 in the last 14 days. Note: This does not include clinical settings with appropriate personal protective equipment.
    • Are under investigation for COVID-19 (have a test ordered or pending due to symptoms).
    • Have been advised to quarantine or to self-isolate for any reason.
    • Have traveled internationally or from an affected state and have NOT complied with the requirements of the State of Connecticut travel advisory.
  • When visiting any UConn Health facility, vendors must adhere to all safety protocols, including approved mask type, social distancing, and hand-hygiene guidelines.
  • Vendor visit is limited to assigned service area or department. Access for non-health care purposes such as dining, Starbucks, Gift Shop is not allowed. Lobbies are not currently accepting visitors.

We understand that these restrictions may be an inconvenience for some and appreciate your understanding. We are continuing to monitor the situation and will share updates as changes are needed. Thank you for your assistance and collaboration in ensuring the health and safety of our partners, clinicians and community.