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Telehealth/Video Visit Update: Due to the federal government shutdown, Medicare and Medicaid patients are unable to 麻豆视频入口 new telehealth/video visits. If you already have a visit 麻豆视频入口d, it will continue as planned. If not, contact your doctor鈥檚 office to 麻豆视频入口 an in-person appointment.

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Information for Prospective & Existing Suppliers

Prospective and existing suppliers can learn more about conducting business with NYU Langone Health.

As a supplier with NYU Langone Health, it is crucial that you understand our standards and expectations in our business dealings. Every supplier should be dedicated to maintaining NYU Langone Health鈥檚 strong reputation and professionalism and conducting business ethically and compliantly. We are committed to strong ethical standards in our operations and expect all suppliers to review and adhere to the principles highlighted below.

Ethical Conduct

Vendors must conduct business ethically and responsibly.

  • Read our policy on .
  • All vendors are expected to adhere to NYU Langone鈥檚 Code of Conduct. Violations of NYU Langone policies may result in a Supplier Corrective Action Report (SCAR), which must be addressed and resolved to maintain approved vendor status and continue doing business with us.
  • Confidentiality and privacy (e.g., HIPAA): vendors must adhere to confidentiality and privacy standards, including HIPAA regulations.
  • Financial integrity: vendors must maintain financial integrity and transparency in all transactions.
  • Learn more about abiding by NYU Langone鈥檚 compliance program and ensuring compliance with federal, state, and local regulation.
  • Conflict of interest (COI): vendors must address potential COI and understand the requirements for disclosure of any activities that could impact business between the vendor and NYU Langone. Read our policies on conflicts of interest.
  • Recordkeeping: vendors must keep accurate and complete records related to vendors鈥� business with NYU Langone Health.
  • Safe and healthy environmental policies: vendors must provide a safe environment that complies with NYU Langone health and safety regulations. Read our Environmental Health and Safety Policies for Vendors and our Contractor and Vendor Vaccine Notice.
  • Monitoring and auditing: NYU Langone鈥檚 Vendor Compliance Team monitors and audits vendors to ensure compliance.
  • Vendor attestation: vendors must regularly attest to adherence to NYU rules and regulations.

Information for Prospective Suppliers

Any payee by NYU Langone is considered a supplier. NYU Langone only pays approved suppliers. Approved suppliers are those companies NYU Langone wishes to do business with that have done the following:

  • completed an electronic New Supplier Application
  • provided a current Form W-8BEN or W-9 during that process
  • are not under federal indictment or under other financial sanctions

If an individual passes the requirements of an independent contractor, as defined by the Internal Revenue Service, and is not engaging in services that may be considered employment, he or she may complete an Independent Contractor Questionnaire that will be approved and evaluated by NYU Langone.

Payee Registration and Management

All suppliers and service providers, also referred to as payees, must be invited to register with PaymentWorks. Existing payees who do not have a PaymentWorks account may request an invitation from their contact at NYU Langone. Learn more about PaymentWorks and registration.

PaymentWorks invitations are reviewed by the appropriate parties within the organization, and this depends on the type of goods or services provided. PaymentWorks registration requires tax ID information, banking information, and any other key data necessary to validate the identity of the payee. It is critical that payees complete the registration process accurately and in a timely fashion. PaymentWorks validation specialists review all payee registrations. After registration is approved, payees can manage their account information as needed. For PaymentWorks support, email Support@PaymentWorks.com.

All suppliers are responsible for maintaining accurate and up-to-date contact information to continue doing business with NYU Langone Health. Suppliers are required to review and confirm their contact details annually. Failure to update or verify this information may make it more difficult to receive communications or payments or to remain an active supplier in our system.

Terms and Conditions

Purchase Orders

Regardless of whether or not a contract is signed, NYU Langone requires a purchase order (PO) to facilitate payment of invoices. Purchase orders must be referenced on every invoice. Orders for goods and services must be made via PO or via a contract supported by a PO and placed by our purchasing department. Department personnel may only place orders if they have a standing PO for services.

Purchase Order Acknowledgments

NYU Langone requires that suppliers acknowledge POs, including POs for services to be used for billing. Inaccurate PO numbers will result in delay of processing of invoices and payment.

Packaging

Payment Terms

NYU Langone鈥檚 standard payment terms are 45, 60 or 90 days, unless otherwise specified in the supplier contract or consideration is offered in the form of contract pricing, in which both consideration and payment terms shall be agreed upon up front in the contract. It is permissible to have standard payment terms established for a supplier; subsequent contracts, depending on the goods and or services provided, may carry nonstandard payment terms.

Vendormate (Applicable for On-Site and Patient Care Area Representatives)

Download our Vendormate guide for suppliers. NYU Langone鈥檚 supplier credentialing program, which is mandatory, is designed to ensure the safety of our patients and staff while conducting business with outside companies. It also ensures that the companies that NYU Langone does business with are not a risk to the financial wellbeing of the institution, and that NYU Langone Health meets its obligations to the regulatory and compliance laws of the industry.

The company Vendormate is responsible for gathering, compiling, reviewing, and storing data from suppliers to ensure they meet the criteria to maintain the ability to do business with NYU Langone. All suppliers with representatives who come on-site must register with Vendormate. Even if a vendor does not come on site, we request that the vendor register and be compliant with the program. The program carries an annual fee, none of which is paid to NYU Langone.

On-Site Visits and Credentialing

  • All supplier representatives must have a 麻豆视频入口d appointment before visiting any NYU Langone Health facility.
  • All supplier representatives are required to adhere to standard check-in protocols: Vendormate check-in, obtain printed ID badge, and adhere to dress policy. Printed badges from Vendormate must be displayed in plain sight, and visitors must provide ID for inspection upon request.
  • For vendors entering NYU Langone Health procedural sites, perioperative areas, or any patient care areas, scrubs must be vended via RepScrubs after a Vendormate check-in.
  • All supplier representatives who are required to wear scrubs during their visit must ensure compliance by linking their RepScrubs accounts with Vendormate accounts. Failure to comply with these policies can result in vendor noncompliance and could prevent visitation access to any NYU Langone Health locations.
  • Admission to surgical procedures is restricted to necessary parties. Supplier representatives must have appropriate consent, credentials, and attire to enter sterile or decontamination areas.
  • Supplier representatives entering NYU Langone Health for nonclinical reasons are required to adhere to the visitor check-in process specific to the NYU facility. Supplier visits to support in-servicing and education through presentations and participating in training sessions must be coordinated by nursing education directors or relevant departments heads. All trainers must be registered and compliant with NYU Langone Health鈥檚 vendor credentialing process.
  • Failure to comply with NYU Langone Health requirements, policies, and protocols may prevent supplier representatives from printing an ID badge, which is required for all vendor representatives under NYU policy. Noncompliant behavior will be monitored and recorded by NYU Langone鈥檚 Vendor Compliance Team. Noncompliance may result in supplier corrective action and cause accounts to be blocked and access to NYU facilities being restricted, without any further warning.

Pharmacy

Pharmaceutical supplier representatives are not permitted in patient care areas and must comply with Vendormate registration and compliance requirements. All pharmaceutical suppliers and supplier representatives are expected to adhere to the following compliance and regulatory conditions:

  • Pharmacy license: Any vendor providing pharmacy services must have a pharmacy license. Distributors must have a distributing pharmacy license.
  • Drug Supply Chain Security Act (DSCSA): all pharmaceutical supplier representatives must be compliant with these rules, and all pharmaceutical suppliers must reference DSCSA.
  • DEA compliance: all pharmaceutical suppliers must have a DEA license.
  • An NYU Langone Health review is required to ensure suppliers are in good standing.

In addition, pharmaceutical supplies must be in optimal condition, fully functional, and appropriately packaged.

Product Recall Notifications

NYU Langone Health uses ECRI, automated, centralized recall management software, to help track recalls and improve efficiency and communication.

For urgent assistance or notification, suppliers should send an email to NYULHRecalls@NYULangone.org for further assistance.

In accordance with FDA guidelines, our organization accepts recall notifications via email. Paper is no longer required. See (2006).

Invoices

NYU Langone requires that goods and services be billed on unique invoices, in a manner that does not lead to duplicate invoicing. The following key fields must be present on an invoice for it to be applied to a PO for payment:

  • company name
  • unique invoice/document number
  • invoice date
  • PO number
  • a description of services or the quantity and price of goods delivered
  • remittance address, required even when payment is by automated clearing house (ACH)

Invoice Submission

Read our invoice submission guide for vendors. Invoices, with a PO number referenced, should be submitted electronically. Based on the anticipated volume of activities, we ask that you participate with the Global Healthcare Exchange (GHX) to submit invoices. If electronic invoices are not an option, you can email PDF images, with each invoice being its own PDF document, to NYU Langone Health at NYULMC@DigiScribe.info.

Please allow five to seven business days for invoices to be processed. Suppliers should not send invoices to individual departments or end users within the respective organizations or their satellite offices, as they may be missed and will further delay processing and payments.

Timeliness of Invoices

NYU Langone Health places a high priority on the timely submission of invoices to ensure efficient processing and payment. To maintain financial accuracy and streamline our operations, we have established the following guidelines for our existing and prospective suppliers.

Invoice submission deadline: NYU Langone Health accepts invoices within 30 days of delivery or service and does not accept invoices that are older than 12 months from the date of service or delivery. All invoices must be submitted within this time frame to avoid delays or complications in payment processing.

Invoice accuracy: ensure that all invoices are accurate and complete, including necessary details such as purchase order numbers, itemized descriptions of goods or services provided, quantities, unit prices, and total amounts. Incomplete or incorrect invoices may result in processing delays. An inaccurate invoice cannot be processed until the required information is provided.

Payments

NYU Langone issues payments for invoices based on NYU Langone Health net terms, or the net terms specified in a fully executed contract. In support of our go-green initiatives, we strongly encourage our vendors to enroll in electronic payments via the United States American Bankers Association ACH, or to accept payments via credit card, as these are our primary and most efficient methods for issuing payments. A remittance notification is emailed for every disbursement detailing the invoices paid on the ACH payment.

Suppliers that require payment by check should contact us directly to discuss alternative arrangements.

Environmental and Socially Responsible Procurement

NYU Langone prides itself on its efforts to be as environmentally and socially responsible as possible.

View our full terms and conditions.

Contact Information for Vendor Compliance Inquiries

At NYU Langone Health, we are committed to fostering strong, transparent, and compliant relationships with existing and prospective suppliers. To ensure that you have the support and information you need to successfully conduct business with us, our Vendor Compliance team is available to address any questions or concerns you may have.

For inquiries related to vendor compliance, including questions about our standards, policies, and procedures, email our vendor compliance team at VendorOperationsCompliance@NYULangone.org.

We value your collaboration and are committed to ensuring that our business practices align with the highest standards of integrity and compliance. Please do not hesitate to contact us with any questions or concerns.