Frequently Asked Questions

VUMC Standards of Conduct

Confidentiality

Q: When care of a patient is transferred to a different floor, is it permissable for the previous caregiver/nursing staff to go to the floor to check on the patient's status?

A: Refer to Hospital Policy #10-17, confidential information may be obtained and/or used only by those staff members and health care providers directly or potentially involved in the patient's care or in authorized activities. If the health care worker is still involved in the patient's care, it is permissable. However, if it is just a 'social' visit to check on the patient, the staff should not check the patient status.

Conflicts of Interest

Q: Can a sales staff member take advantage of a discount program offered by a vendor they are working with on a contract deal?

A: This could be a conflict of interest and we recommend that the Sales person contact legal and the supervisor in the department for clarification.

Q: Can the Emergency Department provide samples of medications to assure compliance with the therapy. The patient would not likely get the prescription filled otherwise.

A: This would be considered a charitable donation and is acceptable. However, a logbook must be maintained to document each medication dispensed, the lot number and who received it. This would be necessary in the event of a recall of the product.

Q: Are pharmaceutical representative sponsored lunches a conflict of interest?

A: The Vendor Liason Policy, which is available in the Vendor Liason Department, is very specific about this. The policy is a fairly restrictive policy. From a legal standpoint, this would be permissable with some limitations (e.g., value of the meal). Please consult the Vendor Liason Policy for specifics on what is acceptable and what is not.

Q: What should a staff member do if he/she receive floweres from a patient as a gift? Is this considered a conflict of interest?

A: If the flowers are of nominal value, then it is ok. If the staff receiving the flowers is unsure of the cost or uncomfortable with receiving the gift, then he/she can put the flowers in a common area or share them with other patients.

Q: Can we accept gifts from patiens? If we can, how much is the limit in value?

A: No cash or cash equivalents (e.g., gift certificates) under any circumstances are allowed. If the gift is of nominal value, then it is probably ok.

Q: Can an employee be employed by multiple hospitals at the same time?

A: See the Conflict of Interest policy and the Conflict of Interest statement that employees are required to sign. This policy is in the Staff Handbook and Faculty Manual (Hospital Policy #30-06). In summary, any outside employment needs to be reported to your supervisor and a determination as to whether it is a conflict of interest will be made.

Documentation of Health Care Services

Q: What should we do if a patient wants his/her primary insurance carrier filed instead of Worker's Compensation?

A: The patient cannot dictate filing of claims. We are bound by state and federal laws and these should be followed. The patient may opt to pay out of his/her pocket (except for TennCare patients), but Worker's Compensation is always primary to commercial insurance.

Independent Contractors & Vendors

Q: Is there an issue with Pharmaceutical Representatives rounding on patients with a physician?

A: Yes. This is a violation of confidentiality and is prohibited. Non-professionals (family members, drug representatives, etc.) and those with no vested interest are prohibited from these types of activities. If a visiting resident goes on rounds, the physician is obligated to introduce the resident and give the patient the opportunity to decline his/her presence. The physician can also use consent forms to get patients' consents for the drug representative to be present.

Other

Q: Employees working over 40 hours are supposed to contact their manager to get prior approval. If the overtime is not pre-approved by the manager, the employees are not documenting the hours worked that are over their regular 40 hours. Is this ok?

A: No. An employee must be paid for all hours worked regardless of prior approval. This includes overtime.