Vendor Information
Information for Vendors
Overview
Northern Light Health (NLH) values its vendors as strategic partners in delivering high-quality, cost-effective care to the communities it serves. These vendor rules of engagement and expectations establish accountability across supply chain activities and aim to reduce unwarranted variation in products, utilization, suppliers, and processes when clinically appropriate. All requirements are designed to protect patient safety, confidentiality, and operational integrity, and compliance with all applicable federal and state laws and regulations is mandatory.
If you are a vendor and have questions, please contact our Supply Chain Business Operations Specialist at supplychainadmin@northernlight.org. For questions regarding payments, reach us at accountspayable@northernlight.org.
Vendor Credentialing and Requirements
Log in to or create your Vendormate Profile
All vendors and vendor representatives must register and maintain active credentialing through Northern Light Health’s Vendor Credential and Compliance Monitoring System (Vendormate) prior to conducting business at any facility. Vendors must ensure all required documentation is current and approved, remain eligible to participate in federal and state healthcare programs, and consistently sign in and out for each visit while wearing a visible, daily issued Vendormate badge. Northern Light Health will not conduct business with any vendor or representative who is excluded, debarred, or otherwise ineligible to participate in programs such as Medicare or Medicaid.
Scheduling and Facility Visits
Vendor representatives may visit Northern Light Health facilities only with prior authorization and by appointment. New products, service, or technology presentations must be coordinated through Supply Chain, while pharmaceutical representatives must schedule directly with Pharmacy. All other visits must be arranged through the appropriate department. Vendors are expected to ensure their presence does not interfere with patient care or daily operations and must travel directly to and from their scheduled appointment without engaging in unauthorized activities within the facility. A daily issued badge must be visible while on any Northern Light Health premises. Please review our Rules of Engagement and Expectations.
Code of Conduct
Vendors are required to comply with the Northern Light Health Code of Conduct and are held to the same ethical and behavioral standards as employees. They must always act professionally and are responsible for promptly reporting any safety concerns or suspected wrongdoing to the appropriate department leadership. The Code of Conduct is available within Vendormate and on the Northern Light Health website.
Access to Patient Care Areas
Access to patient care areas is strictly limited and requires prior approval from appropriate leadership. These areas include patient rooms, procedure rooms, nursing units, outpatient clinics, and emergency departments. Vendors must only enter approved areas and must follow all supervision and safety protocols. For operating room access, vendors may enter only the assigned surgical suite, exit immediately after the procedure, return any facility-issued scrubs, and sign out before leaving the facility. Vendors are not permitted to loiter or conduct business in unauthorized areas such as hallways, lounges, or cafeterias.
Patient Privacy and Confidentiality
Vendors must comply with all patient privacy requirements, including the Health Insurance Portability and Accountability Act (HIPAA). Access to confidential patient information is strictly prohibited unless explicitly authorized and supported by a valid Business Associate Agreement (BAA). Vendors are responsible for maintaining the confidentiality of all patients and organizational information encountered during their work with Northern Light Health.
Product, Service, and Technology Review
All vendor products, services, and technologies must undergo a formal review process through Northern Light Health Supply Chain before being introduced or discussed with clinical staff. Following review, offerings may be referred to by a value analysis committee, declined due to existing contractual obligations, or approved for further discussion. Vendors are not permitted to conduct trials, demonstrations, or discussions outside of this established review process.
Purchasing and Purchase Orders
A valid Northern Light Health purchase order (PO) issued by the Supply Chain Department is required prior to the ordering, delivery, or use of any product, equipment, or service. Verbal orders are not permitted, and Northern Light Health assumes no financial responsibility without an authorized purchase order and documented receipt. Emergency orders must be coordinated through Supply and Distribution or the Administrator on Duty according to established procedures.
Deliveries and Invoicing
All deliveries must be sent to the address specified on the purchase order and must include the PO number in all shipping documentation. Shipments without proper identification may be refused or returned at the vendor’s expense. All invoices must match the purchase order exactly and be submitted to the designated address. All unapproved charges or discrepancies will not be paid.
Contracts and Consignment
Contract negotiations are managed exclusively by authorized Northern Light Health Supply Chain Contract Managers, and agreements are only valid when signed by an authorized NLH representative. Department staff are not authorized to sign contracts. Vendors providing products on consignment must comply with the Northern Light Health consignment policy.
Promotional Practices and Samples
Vendors must comply with Northern Light Health’s Conflict of Interest policy and are not permitted to distribute promotional materials, advertise, or make public announcements within NLH facilities without prior written approval. Pharmaceutical samples are strictly prohibited. Non-pharmaceutical clinical and non-clinical samples may be permitted only with prior approval from the appropriate review teams.
Cybersecurity and Information Security
Vendors are required to adhere to all Northern Light Health information security and cybersecurity policies. This includes protecting system access, sensitive data, and ensuring compliance with organizational and regulatory standards for information security.
Compliance and Enforcement
Failure to comply with Northern Light Health vendor requirements may result in disciplinary actions, including written warnings, temporary suspension, or permanent revocation of access to all facilities. Vendors must acknowledge their understanding of an agreement to comply with these requirements through Vendormate. Northern Light Health reserves the right to enforce these policies to maintain a safe, compliant, and patient-focused environment.
Failure to Comply
Non-compliance with these vendor rules of engagement may result in immediate suspension or permanent loss of access to Northern Light Health facilities, reinforcing the organization’s commitment to maintaining high standards of safety, integrity, and care.
Northern Light Health Compliance Policies and Procedures