Vendor Resources
At Sutter Health, we are committed to serving as a collaborative partner to our vendors. In order to get the most out of your relationship with us, we have provided helpful resources on credentialing, secure email, accounts payable and other information.
Purchase orders are required for purchases at Sutter Health. Failure to include a valid purchase order number and Sutter contact person on all invoices can result in significant delays in payment, or a rejection of the invoice.
Sutter Health’s standard payment terms are Net 60. For Automated Clearing House (ACH) please call 916-297-9300 to obtain the form. Please complete and submit the ePayment Enrollment form (PDF) to enroll in Commerce Bankshares Control Pay Virtual Card Payment (net 30).
Invoice Submission
Please submit Invoices to Accounts Payable to P.O. Box 619110 Roseville, CA 95661.
or via email S3vendorinvoices@sutterhealth.org.
When submitting via email:
- Include a valid purchase order number and Sutter contact person.
- Submit one invoice per attachment in PDF format only.
- Do not send multiple invoices in a single PDF file.
- Multiple PDF files may be attached; however, limit email size to no more than 5MB.
- Do not send password-protected files or Excel files with multiple tabs or attach other emails to your message. The system will not process these attachments.
- Use HTML format for your email, not rich text.
Accounts Payable Inquiries
For Accounts Payable inquiries related to Sutter Health, please use the following contact Sutter’s Vendor Line 916-297-9300.
The online vendor portal allows vendors to securely access payment status information. Call the Sutter’s Vendor Line 916-297-9300 for information.
Submit all rebates and refunds to P.O. Box 277391 Sacramento, CA 95827-7391.
All supporting documentation should be emailed to StrategicSourcing@sutterhealth.org
Sutter Health has instituted a vendor credentialing program to help ensure we meet regulatory requirements for the safety of our patients, staff, volunteers and visitors. To provide security and flexibility in managing vendors who require access to our facilities, vendors visiting Sutter Health facilities are required to adhere to local entry requirements and check in/out using the applicable vendor credentialing application.
Sutter Health is committed to engaging diversity suppliers to create a positive economic impact in our local communities, increase competition, encourage innovation and entrepreneurship, and increase supply chain resiliency.
Diverse business enterprises interested in doing business with Sutter Health can register at no cost at SutterHealth.SupplierGATEWAY.com.
Sutter Health workforce members may not accept gifts or other items of value from vendors. Our financial resources belong to our communities, and we are mindful of the impact of perceptions, so we are clear in our purpose and interactions with vendors. Our negotiations and agreements with our vendors are developed with honesty & integrity, free from inappropriate bias and in the best interest of Sutter Health. We are proactive in avoiding conflicts of interest and don’t accept gifts, monetary or otherwise; provided, however, that we do accept certain donations pursuant to our Conflict of Interest Policy. See our Conflict of Interest Policy for our standards.
Suppliers are responsible for all remedies and any corrective action in connection with a recall issued by the Supplier or required by any governmental entity. All recall notifications to Sutter must be communicated in writing to:
- Medical Supplies - RecallResponseCoord@sutterhealth.org
- Medical Equipment - eQuipRecallsAlerts@sutterhealth.org
All notices of discontinued products should be submitted to StrategicSourcing@sutterhealth.org.
Vendors representatives must fill out the appropriate Bill Only Form when bringing in any medical equipment/devices for a procedure.
- Complete the form. (Greater Central Coast (PDF), Greater Central Valley (PDF), Greater East Bay (PDF), Greater Sacramento (PDF), Greater San Francisco (PDF), Greater Silicon Valley (PDF))
- Attach device stickers or charge sheet to the form.
- Submit the form and charge sheet to Sutter authorizing staff.
NOTE: This form CANNOT be removed from the site with a patient sticker attached.
Additional requirements are listed in the Supplier Relations and Access Policy which is part of the Vendor Credentialing Service.
Centers for Medicare & Medicaid Services (CMS) regulations require hospitals to pursue either a no cost replacement or available credits for devices under warranty. The manufacturer must assess the cause of the device failure and send credits as applicable back to the hospital. Sutter requires that manufacturers with warranty programs on implantable devices:
- Send details on all devices covered by warranty to Supply Chain at strategicsourcing@sutterhealth.org
- Send a monthly report of all credits issued to Sutter at DeviceWarranty@sutterhealth.org
Our mission is to deliver the highest quality patient-centered care to all of our patients by ensuring that patients and visitors with disabilities have equal access to our services and care centers. Vendors will find helpful accessibility information related to medical equipment and facilities.
Sutter Health requires vendors to establish and implement comprehensive Business Continuity Plans to ensure appropriate and timely recovery of services during times of business interruption.
A Business Continuity Plan should be reviewed and updated regularly and as required by operational needs. Vendor is responsible for ensuring that its subcontractors and suppliers maintain and test their Business Continuity Plans.
Vendors will ship all goods per the contracted terms or follow instructions as listed on the PO if not defined in the contract.
UPS is Sutter Health’s primary carrier for both inbound and outbound freight and parcel shipments. TranzAct is the freight audit payor of the UPS invoices for Sutter Health. All the UPS parcels to Sutter Health are billed directly to TranzAct. TranzAct facilitates the payment to UPS. For general processing questions email SutterHealth@TranzAct.com
Already registered with Vendor Credentialing Service?
Visit www.greensecurityllc.com and login using your existing email address and password.
We want to ensure that our vendor and supplier relationships remain productive and mutually beneficial – with patient safety as the focal point. Thank you for your support and adherence to our vendor program. Questions or concerns may be directed to Green Security at 866-750-3373.
Patient safety and affordability are at the center of everything we do. All new vendors, products and services must be qualified and approved by Supply Chain Strategic Sourcing. To help ensure we meet regulatory requirements for the safety of our patients, staff, volunteers and visitors, all approved vendors must register through Green Security at https://grn.ac/sutter-vendors. Registration through Green security alone is not sufficient to be an approved vendor at Sutter Health.
After registering, electronically submit your credentialing documents through the same site. If you do not submit the required credentials during this period, you will be denied access to our facilities. Questions or concerns may be directed to Green Security at 866-750-3373.
Additional Resources
- Green Security Instructions for Vendors (English PDF | Spanish PDF)
- Set up a Company Manager account (English PDF | Spanish PDF)
The Sutter Shared Services Vendor Portal is a gateway to Sutter Shared Services Accounts Payable. Current vendors of Sutter Health who provide goods and services can establish contact with S3 AP. Vendors can view invoice and payment status, and maintain and update their own company contact information on the portal using online forms.
The Vendor Portal is open to current Sutter Health Vendors who request access.
Download the Vendor Portal Access form, complete and email to S3vendorportalregistration@sutterhealth.org.
- Vendor Portal Access form (PDF)
- As of Aug. 1, 2014, to better protect confidential information, Sutter has made entry to the Vendor Portal more secure. Users must enroll a device to receive a single-use password. Once enrollment is complete, refer to the Quick Reference Guide provided to you with your Sutter Health ID and password.
Utilizing the Vendor Portal does not cost anything.
Only Sutter Health Shared Services Accounts Payable employees (and relevant purchasing staff) can see your data.
Minimum system requirements: Windows NT 4.x, 2000, XP, Vista, Windows 7 32-bit and 64-bit; Windows 8 32-bit and 64-bit; IE 7, 8, 9, JavaScript enabled; Adobe Acrobat Reader.
For technical issues during log on, please contact the Sutter Shared Services Vendor Line at 916-297-9300.
Yes.
All existing Sutter Health Vendors may access the Vendor Portal to view invoices, payment status and submit invoices once they have a valid logon and password.
Yes.
Sutter Shared Services in Roseville processes all invoices for Sutter Health companies, using an automated importing and routing process. To ensure the system imports and routes invoices correctly, and to avoid delayed payments, it is important that vendors follow certain guidelines in addressing and submitting invoices.
A single-use password is a secret access code that is valid for only one session, which means the access will be invalid after that session. This single-use password is received by the phone number provided during enrollment and can be received by SMS voice or text message.
Yes. If you change phone numbers, you must update the information. The phone number is enrolled so that it can receive single-use passwords for logging in to OWA remotely. Please call the Sutter Health Vendor line at 916-297-9300 to update phone numbers on Vendor Portal accounts that are already enrolled.
Sutter Health’s ServiceNow Third-Party Portal is used by our Third-Party Contacts to respond to requests for information during Privacy and Information Security Risk Assessment activities. Third-Party Contacts identified during the risk assessment process will receive emailed instructions on how to access the ServiceNow Third-Party Portal.
What is ServiceNow’s role in supporting Sutter Health’s Risk Assessment Process?
Sutter Health uses ServiceNow’s Third-Party Risk Management application to manage its Governance, Risk and Compliance (GRC) program.
When implementing Products (hardware), Services (consulting), or Applications (software) that our care providers or professionals interact with, and specifically those which Create, Receive, Maintain, or Transmit Sutter Health Protected data (such as Protected Health Information or other sensitive company data), those must have a Privacy and Information Security Risk Assessment performed.
If you are a Third-Party Technical Contact, and have questions about Sutter Health’s risk assessment process, please contact your Sutter Health Business Requester to verify that a Risk Assessment has been requested and assigned.
How do I learn more about ServiceNow?
Please contact your Sutter Health Business Requester contact or send an email to PSRAHelp@sutterhealth.org. Please include appropriate background information and cc: any Sutter Health contacts.
Cyber Security Incidents
If your organization experiences a cyber security incident that may impact Sutter Health, please call Sutter Health’s Service Desk at 888-888-6044. This phone line is staffed 24 hours, every day of the year. The information you report will be routed to the appropriate team so we can follow up with you.
Privacy and Information Security
To implement products (e.g., hardware), services (e.g., consulting services), or applications (e.g., software) that create, receive, maintain, or transmit Sutter Health confidential data, an Engagement Risk Assessment is required. Contact your Sutter Health Business Requester to gain access to the Archer Engage Vendor Portal.
Contact Us
For more information and additional vendor resources, call Sutter's Vendor Line at 916-297-9300.