Review Responsibilities: Purchasing Department
Initial Approval:
Revised/Reviewed:

1. PURPOSE

To identify and obtain latex free products for any patient requiring a latex safe environment.


2. GENERAL INFORMATION

Individuals who are sensitive/allergic will need latex free products. The Central Supply Department and the Purchasing Department will identify latex content through communication with distributors and manufactures and acquire products, as needed utilizing the following process.


3. SPECIFIC INFORMATION
1. Identification


1. When a health care worker cannot identify latex content of a product via product packaging, NOVA Latex Free Alternative Smart Screen, departmentÕs latex free list or available manufacture documentation the Central Supply Department or Purchasing representative will be contacted.
2. The Central Supply Representative or Purchasing Representative will check latex free reference file. If reference file does not contain information concerning needed product, the distributor or manufacture will be contacted to identify latex content.
2. Acquiring Latex Free Product
1. When a latex free product is not available through their normal supply routes, the purchasing representative will contact manufactures/distributor to find an alternative. In cases of emergency outside normal business hours the following steps should be taken: a. The charge nurse of the requesting unit will contact the service center to determine if the product is available. b. The service center associate will locate the item or notify the charge nurse the items is not available. c. If the product is not available, the requesting nurse should determine if an alternative product can be used. An example of this is using cotton balls and tape in the place of latex bandaids.
2. Once latex free item is identified, Central Supply would initiate a patient specific special order. When item must be ordered in bulk for inpatients, the patient will be charged and given all the items. For bulk items needed in the outpatient setting, the product will be charged to the clinic and will managed like other special orders.
3. When latex free product is received, it will be delivered immediately to requestor.
4. Purchasing Representative would do a cost analysis, contractual investigation and utilization analysis to determine if latex free product can replace latex item.
5. When item is a suitable replacement, information will be taken to VAC for approval. With VAC approval the following steps will be taken:
1. Purchasing Representative will contact distributor to determine current inventory levels and target date for conversion.
2. Purchasing Representative would request item to be added to distributor's inventory.
3. If latex free item is added to the system as an alternative, then item will be added to latex Free Alternative smart screen.
4. If latex free item is added to the system as a replacement item, will add to appropriate NOVA Smart Screen under same item number with LF in the description.
6. When item is not a suitable replacement or if utilization will be low, information will be kept in the latex free item file and then the product will be ordered as needed.
7. When items are changed or substituted due to manufacturerÕs backorder, purchasing representative will identify latex content and notify Central Supply and VMG Inventory office of change.
4. DOCUMENTATION

A letter from the manufacture will be obtained stating the item is latex free and kept in the latex free reference file.

5. ENDORSEMENT

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Approved by                               Date
 

________________________________         _________________
Approved by                               Date

© 1999 Vanderbilt University Medical Center
URL: http://www.mc.vanderbilt.edu/pcs/quality/latex/supply.html
Last Modified: Wednesday, November 10, 1999
mary.gaines@mcmail.Vanderbilt.Edu