CustomerName Vendor Program

Appointments

NAMEAccount Manager

NAMEAccount Development Manager

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agenda

» Overview

» How Appointments Work

» Getting Started

» Demo

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Vendor RepresentativesHospital Staff

benefits

» Drastically reduces cold calls

» Creates more time to do main job

» Offers tighter control of facility

» Improves compliance – increased vendor registrations and document/policy uploads

» Save reps time – sales calls are planned and efficient

» Guarantees face time with hospital staff

» Allows conversations to be targeted to appointment attendees.

Hospital Creates Appointment

» Hospital staff must have a user account to create appointments

» Reps must be registered to have an appointment

» Appointments can be set as either one-time or recurring

» Before creating an appointment, make sure the rep is compliant with documents and policies; and not on a sanction list

Vendor Rep Signs In

Badge Printed or Denied

» Reps are denied a badge if they are sanctioned or do not have an appointment

» Reps with an appointment, can still be denied access based on your badge rules – e.g. they are not complaint with document and policy requirements

overview

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» Reps can check their status prior to a visit with the “Check Compliance” feature located on their vendor dashboard

» Reps are able to print badges up to two hours before appointment start-time and one hour after appointment end-time

» Reps can only print a badge at the location where they have an appointment

» a

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creating an appointment

To create an appointment, the rep must be registered

Enter brief Appointment Subject

Enter more detailed Appointment Description

Staff members must have a buyer account in order to

show up in the “invite staff” section

Choose whether to email the appointment to

yourself and the invitees

Set One-Time or Recurring appointment

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details » Recurring Appointments– Utilize for reps who visit frequently– Set a regular schedule (e.g., weekly, monthly, quarterly)– Create separate recutting appointments for each

location

» Updating Appointments – Only appointment creator can modify/delete– Appointment can be modified/deleted until 2 hours prior

» Appointments ONLY for Remote Badge Print/Sign In– Conduct a controlled release of this feature by

extending it only to those with appointments.

» Filtering Appointments– My appointments – created by you– All appointments – created by anyone in health system

» Custom Badge Templates– Adds appointment details to the badge– Available for paper or Dymo badges

» Email Upon Sign In Option– Request appointment email to go to invited hospital staff

when the rep signs in for the appointment (opt-in required)

getting started» Determine

– Your grace period and start date for enforcing appointments

– Who is responsible for creating appointments– Where do reps go if they are denied a badge

» Internal Communication– Sample email– Training demos– Staff enforcement

» Vendor Communication– Vendormate emails registered vendors– Sign-in kiosk posters

» Resources– www.vendormate.com > support

Appendix

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internal notificationSubject:  [Hospital Name] Vendor Program Appointments

Dear [Hospital Name] Employee,

[Hospital Name] recognizes that our vendors are an essential part of our delivery of the best patient care, and we value that relationship. To help us maintain consistent and professional relationships with our vendors, we require that vendors use the [Hospital Name] vendor program to register and set appointments with our staff before visiting.

Starting [date], representatives who visit [Hospital Name] will be required to sign in electronically at the information desk at each location. With a valid appointment and current credentials, a representative will be able to print out a single-use identification badge that is to be worn throughout his or her visit to any location. Appointments will not be permitted without a current, compliant registration.

Appointments are essential to our efforts to manage access to facilities and patient care areas for policy compliance. You may create appointments with registered vendor representatives at https://login.vendormate.com.

For technical assistance, go to https://login.vendormate.com and select the Support Center link at the bottom of the page.

Thank you for your support,

[Name]

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vendor notificationSubject:  [Hospital Name] Appointment Required

Dear [Hospital Name] Vendor Representative,

[Hospital Name] recognizes that our vendors are an essential part of our delivery of the best patient care, and we value our relationship with you. To help us maintain consistent and professional relationships with our vendors, we require that vendors have an appointment with our staff before visiting and be registered in the [Hospital Name] vendor program. Your contact at [Hospital Name] will create the appointment record in our application.

Starting [date], when you visit [Hospital Name] you will be required to sign in electronically at [sign-in location]. With a valid appointment and current credentials, you will be able to print out a single-use identification badge that is to be worn throughout your visit. Appointments will not be permitted without a current, compliant registration.

Registering ensures we have the most accurate picture of your business, your capabilities, and contact information. Appointments are essential to our efforts to manage access to facilities and patient care areas for policy compliance.

Registering and setting appointments save you time because our staff knows in advance that you are an eligible supplier and has set aside time to meet with you. Our staff can begin discussing business with you right away.

We appreciate your prompt attention to this matter. If you have technical questions, go to https://login.vendormate.com and select Support Center at the bottom of the page.

Thank you,

[Hospital Name] Vendor Support

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sample kiosk sign

» Customized per facility

» Placed near sign in stations for rep awareness

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sample custom badge templates