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The policy does not apply to hospital representatives or to personnel from other medical clinics
in the service area.
POLICY STATEMENT:
The goal of the Urology San Antonio, P.A. is to foster an environment in which
Pharmaceutical and Medical Device Industry Representatives provide information to medical,
pharmacy, nursing staff and other allied health professionals that will promote safe and cost-
effective use of medications and/or medical devices without disruption to normal clinic
operations.
DEFINITIONS:
(2) Visit
Refers to any contact with Urology San Antonio, P.A. staff, including but not limited to,
clinical or clerical/administrative staff working in a Urology San Antonio, P.A.
facility/clinic. Any visit may only be through controlled access at each site. This policy
was established to promote patient safety, security and privacy and requires that
vendors wear Urology San Antonio, P.A. provided name tags when they are at a Urology
San Antonio, P.A. facility. It further requires that vendors check in and check out at
the facility. All representatives should review the entire policy to assure compliance.
Visitors to the 7909 Fredericksburg Road location must check in only in Suite 110 and
host events only in the large conference room. Visitors are never allowed to directly
walk into any clinic/pod without first checking in at the front desk in Suite 110.
(4) Meal
A "meal" is the food served and eaten at one of the customary times for eating, as in
breakfast, lunch, dinner, or "on call" dinners. Representatives hosting a lunch for a
particular pod / clinic are restricted to detailing in that clinic only. Lunches for any
pod at the 7909 Fredericksburg Road location are held only in the Large Conference
Room in Suite 110. No food/drink of any kind is allowed in any pod.
(5) Presentation
The process of presenting the content of an educational topic appropriate to the
specialty of Urology to an audience.
A. Visits are by appointment only. All visits are coordinated exclusively through
RxVantage. Specific questions should be submitted through RxVantage and not
directly to the receptionist at any location. Representatives should never ask a
staff member to schedule any visit. If you have specific issues which have not
been addressed through RxVantage, you may contact Director of Operations
Elizabeth (Liz) Rodriguez-Balch, at 210.731.2050.
B. Any visit may only be through controlled access at each site. It further requires that
vendors check in and check out at the respective facility. Prior to visiting a
physician/health care provider within Urology San Antonio, P.A. facilities, the
representative must register at the appropriate office to receive a vendor badge which
must be returned at the conclusion of the visit. This registration is for a ONE-TIME VISIT
ONLY. It does not provide authorization to visit other areas or other individuals
encountered within the area. Individuals in the designated registration area will
verify an appointment before the vendor is given a badge to proceed to the visit.
Access to Urology San Antonio, P.A. facilities by sales representatives who have not
made a previously scheduled appointment is not permitted and may result in that
representative being permanently banned from all USA locations.
C. Urology San Antonio, P.A. staff/clinic personnel may develop a list of individuals
or departments that do not wish to be called upon by sales representatives.
These lists will be entered into RxVantage by the Executive Director or Director of
Operations. The initial list of site-specific requirements appears in Section VII
below. Representatives must not attempt to make appointments with
individuals or departments on the list.
D. Representatives are encouraged to schedule appointments in Urology San Antonio,
P.A. facilities between 11:30 PM and 1:00 PM, Monday through Friday. A lunch may
not be set up prior to 11:15 a.m. Exceptions must be approved by the Executive
Director with no less than a three day response period.
E. To respect patient privacy, representatives are not permitted unescorted in patient
care areas. Examples of patient care areas include, but are not limited to, the
following:
1. Nurses’ Stations (unless the purpose of the visit is to restock the samples and
the samples are stored near / behind the nurse’s station)
2. Clinic examination rooms;
Drug samples are allowed. However, detailing that specific drug or another drug from
the same pharmaceutical company will be allowed only during appointed times. If
pharmaceutical representatives must re-stock the samples at a time other than during
a scheduled appointment, the rep should restock the drug(s), acquire the required
signature, and leave the clinic. Reps who choose to detail the Providers or staff
during non-appointed times will have their next appointment time canceled.
Repeated violations will result in their company being contacted and asked to assign a
different representative. A Rep may represent more than one drug but cannot
register for visits for each drug. One rep; one visit regardless of the number of drugs
being detailed.
A. All vendors must ensure that their representatives who provide services to the
Urology San Antonio, P.A. meet and adhere to all requirements, rules, policies,
procedures, regulations and vendor protocol of Urology San Antonio, P.A.
B. Vendor representatives who violate any of these rules, policies, procedures and
regulations will be subject to removal and/or refusal of entry.
C. Vendors who are not properly identified and have not completed the vendor
check-in process must be referred to the Vendor Registration area at each site.
Reps are not allowed to enter initially by any door other than the main patient
door. Once the rep has secured the required identification badge, he/she may use
another clinic access point to deliver food, samples, etc. Any rep entering by a
door without an ID badge will be prohibited from making an appointment at the
site for a minimum of four weeks for any purpose.
D. The Director of Operations will follow up on complaints regarding
representatives and may take action up to and including banning the individual
and/or company for a specified period of time.
A. Directors, managers, and supervisors of departments must ensure that all Vendors
follow all policies, procedures, rules, and regulations while on the premises.
B. Employees must be vigilant regarding the presence of unauthorized personnel in the
workplace. Persons not displaying appropriate identification shall be referred to
Director of Operations.
Stone Oak – Detailing permitted only between 12:15 p.m. – 1:00 p.m. The
physicians have a strong preference that restocking of samples occur during this
same time period. No detailing is allowed under any circumstances outside of the
designated time.
Medical Center – Pod A (Effective 03-26-19) has removed all appointments from
RxVantage. Replacement of samples is permitted, but no detailing of any kind at
any time.