Reptrax/SEC3URE

Research shows that certain health care supplier activities allowed under the Political Reform Act, such as accepting gifts from suppliers, may affect provider behavior and give the appearance of favoritism. To address this issue, all employees and students of the University of California (UC) are subject to the system-wide policies related to purchasing and procurement as well as the UC Health Care Vendor Relations policy which provides system-wide standards aimed at reducing the potential for industry influence on our health care providers’ decisions.

UC Davis Health values its collaboration with industry organizations and wishes to ensure that decisions regarding clinical care and other health care decisions are free from industry influence. To that end, the UC Davis Health Vendor Access Program has been established to monitor vendor/supplier on-site visits and other interactions between industry representatives and our workforce. A summary of the rules established under this program are listed in the sections below. For information about vendor/supplier compliance and conflicts of interests (including our gifts policy), please contact the UC Davis Health Compliance Department or visit their website at https://health.ucdavis.edu/compliance/.

Introduction

The purpose of this webpage is to provide an overview of the expectations for suppliers visiting our health campus. Suppliers and their representatives are expected to meet all University standards and also to know and adhere to the rules established by each unit they wish to visit. For questions about unit specific rules, ask the department or contact Supply Chain Management.

UC Davis Health is committed to maintaining the highest ethical standards in clinical and business practices. As such, the University has developed policies and procedures that govern vendor/supplier on-site visits and has chosen to use the Intellicentrics SEC3URE (Reptrax) application to support its Vendor Access Program.

All vendor/supplier representatives (Representatives) must register with Reptrax, complete all credentialing requirements, and comply with the following when visiting a UC Davis Health location:

Onsite Visits

All Representatives who wish to visit a UC Davis Health location must have a scheduled appointment with a specific UC Davis Health member prior to coming onsite. Appointments may only be scheduled with those Representatives* that have completed the Reptrax registration process. Unscheduled or “cold call” visits are not permitted and access is restricted to the date, area and person specified in the appointment. Representatives cannot make sales visits when they are on site for other official business.

Access to Facilities

Representatives must enter UC Davis Health facilities through public entry points and follow facility guidelines once on site. Representatives are confined to public areas unless invited elsewhere as part of their scheduled visit. They must not follow personnel into restricted or badge-accessed areas unless authorized to do so. Restricted areas may include:          

  • All patient care areas, including surgery/operating rooms
  • Conference rooms
  • Physician/staff locker rooms or lounges
  • Supply processing or storage areas

Reptrax Registration

All Representatives visiting UC Davis Health locations must register in Reptrax prior to their first visit using the most appropriate and accurate “vendor category”. If required, Representatives must complete all background checks and health screenings prior to visiting a UC Davis Health location. Representatives should use their full legal name (the first name can be a preferred name) and include a picture of their face in their Reptrax profile whenever possible.

Check-In & Check-Out

All Representatives* must check-in to Reptrax when they visit UC Davis Health. Information entered into Reptrax must be accurate and free of spelling errors. Representatives must specify the full first and last name of the person extending the invitation, the department/location they are visiting and the most accurate appointment length.

Representatives must check-out of Reptrax at the end of each visit and return all UC Davis Health issued scrubs.

Badges

Representatives must wear an identification badge at all times while on UC Davis Health premises. The badge must be visible, up-to-date and accurate. Representatives whose Reptrax badge is labeled “MASK” must wear a mask at all times while on University premises. A new Reptrax badge should be printed each time the Representative visits a new location or the purpose of their visit changes.

Access to Clinical Areas

Representatives* seeking access to clinical/procedural areas must register in Reptrax as a clinical representative and meet all applicable credentialing requirements. At the discretion of the UC Davis Health workforce member involved in a clinical case, suppliers are permitted in clinical areas for legitimate clinical purposes. All Representatives should conduct their business outside of patient care areas whenever possible. Authorized staff must accompany the Representative at all times in patient care areas.

Confidentiality and Patient Privacy

All suppliers and their representatives must comply with (1) all federal and state regulations related to protecting and keeping confidential Protected Health Information (PHI) and (2) all applicable University confidentiality and privacy policies and procedures. If their business requires access to patient care areas, they must sign a confidentiality agreement.

Gifts and Promotional Materials

Representatives may not provide gifts or giveaways of any nature (pens, note pads, coffee/coffee mugs, gift cards, etc.) to UC Davis Health workforce members during their visit. This applies to all areas of UC Davis Health, both public and restricted, including waiting rooms and hospital cafeterias.

 

If you have any questions about the Vendor Access Program, please contact Supply Chain Management team at (916) 734-2475. You can also print the Vendor Reptrax Rules Overview (1-Pager) , which highlights the rules for vendors/suppliers.

 

* Applies to the vendor/supplier representatives that are required to register and check-in using Reptrax (SEC3URE). See FAQs for additional details.

UC Davis Health is committed to maintaining the highest ethical standards in clinical and business practices. As such, the University has developed policies and procedures that govern vendor/supplier on-site visits and has chosen to use the Intellicentrics SEC3URE (Reptrax) application to its support Vendor Access Program. Employees can find additional information about Reptrax by clicking HERE.

If you have any questions or concerns about the Vendor Access Program, please contact Supply Chain Management team at (916) 734-2475. For additional information about supplier compliance and potential conflicts of interest, visit the UC Davis Health Vendor Compliance website at https://health.ucdavis.edu/compliance/general/conflict_of_interest/.

You can also print the UC Davis Health Workforce Reptrax Rules Overview (1-Pager), which highlights the rules for our workforce by clicking HERE.

 

* Applies to the vendor/supplier representatives that are required to register and check-in using Reptrax (SEC3URE). See FAQs for additional details.

Do ALL Representatives have to register in Reptrax?

The following representatives do not have to register in Reptrax:

  • Clinical Engineering Representatives
  • Building Contractor Representatives
  • Third-Party Payer Representatives (Auditors)
  • Clinical Trial Monitors
  • Delivery Services (i.e. FexEx, Amazon, Pizza Hut)
  • Representatives with a UCD printed badge

These representatives should contact the department that extended their invitation for additional details

If a Representative already has a UC Davis Health issued badge, do they need a Reptrax badge too?

No. Suppliers who are performing contractually obligated services may receive a UC Davis Health issued badge. These representatives do not have to register in Reptrax, but must have proper identification and are still obligated to follow all applicable federal, state and University rules. They are also prohibited from making sales visits while on site for other official business unless they have an appointment and check-in to Reptrax.

Is there a charge to register with Reptrax?

Maybe. Based upon the type of representative, various credentials, vaccinations and certifications may be required. A Reptrax registration fee paid directly to Intellicentrics may also be required for some suppliers. Please contact Intellicentircs directly for additional information.

Can suppliers use the Reptrax mobile app to check-out if they checked-in at a physical kiosk?

Yes. Representatives can check-in and check-out at one of our physical kiosks or by using the Reptrax (SEC3URE) mobile app. When using the app, Representatives should select the mobile kiosk that has been created for the facility they wish to visit. Representatives may check-out from the mobile app even if they checked-in at a physical kiosk and vice versa.

 

For visits to the UC Davis Health locations on the Sacramento campus, Reptrax physical kiosks are located at the following locations:

  • Main Hospital Pavilion Information Desk
  • Ellison Ambulatory Care Center (ACC), East Entrance Information Desk
  • Same Day Surgery Center
  • Cancer Center
  • Clinical Engineering Office
  • Facilities Support Services Building (FSSB)

A supplier would like to visit two different locations. Do they have to check-out and check-in again?

Yes.  If a Representative wants to visit a location different than the one indicated on their Reptrax badge, they must check-out of the current location and check-in to the new location to print a new badge. Thi sis the only way for their badge to be compliant for the new visit.

 

Can suppliers use University resources like the copier or the fax machine?

Yes, but only with the department’s approval and they cannot use it for commercial purposes. See UCD PPM 270-25.

Where can I find copies of the vendor/supplier policies and procedures?

Applicable vendor/supplier policies are available in the Reptrax application and must be acknowledged as part of the registration process. Copies of applicable policies and procedures are available upon request from the Supply Chain Management office. Employees can view policies through the UCDMC intranet (Employees Only).

Can suppliers leave small nominal gifts for the staff when they visit?

No. Representatives may not provide gifts or giveaways of any nature (pens, note pads, coffee/coffee mugs, gift cards, etc.) to UC Davis Health workforce members during their visit. For additional information about the gift rules conflict of interest (COI) policies, visit the Compliance COI webpage.

The supplier showed up to my department without a badge? What should I do?

Please turn them away and request that they register/check-in using Reptrax. University policy requires workforce members to enforce our vendor/supplier policies, which may include refusing entry into their department for missing or non-compliant Reptrax badges or for visiting without an appointment.

The supplier is disrupting our services and not following our department rules. Can I ask them to leave?

Yes. Representatives are allowed to visit UC Davis Health at the request and invitation of our personnel. Departments can revoke that invitation at any time and ask them to leave if the Representative is not following the unit’s policies or is disrupting business operations. Furthermore, departments may implement additional rules for supplier on-site visits that exceed University standards in order to meet the individual needs of each location. Representatives who fail to comply with University/department policies or legal/regulatory requirements are subject to reprimand, up to and including termination of visiting privileges.

 

Remember, the presentation of products and services by a Representative at UC Davis Health is a privilege, not a right.

I’d like to educate my staff about vendor/supplier compliance, do you have any handouts I can use?

Vendor Reptrax Rules Overview (1-Pager)

UC Davis Health Workforce Reptrax Rules Overview (1-Pager)

What if I have more questions about the Vendor Access Program?

For more information about the UC Davis Health Vendor Access Program, contact the Supply Chain Management team at (916) 734-2475.

My location is off-campus and does not have a kiosk for printing badges. What options do I have for using Reptrax?

Off-Campus sites without Reptrax badge printing capabilities are responsible for developing a process to badge/identify vendors or suppliers who have successfully checked-in to Reptrax. For example, a department may provide a temporary or reusable badge to Representatives who have successfully checked-in to Reptrax using the mobile application. Sites should confirm that the Representative has checked-in to the correct UC Davis Health location and has an appointment prior to allowing the representative to visit.