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Protocol for Vendor Access

A Message to Our Vendor Community

DATE:              August 16, 2021

TO:                  All Kaiser Permanente Suppliers and Vendors

FROM:             Laurel Junk, Senior Vice President, Enterprise Shared Services

SUBJECT:        Kaiser Permanente Supplier/Vendor COVID-19 Vaccination Requirement

This notification is for all Kaiser Permanente suppliers and vendors. Please cascade and/or distribute this to appropriate leadership within your company to ensure compliance (e.g., CEO, CHRO, COO).  If you subcontract your services, please cascade this information to your subcontractors as well.  All vendors and suppliers will be held accountable for their employees and subcontractors complying with this new requirement.  

This message is a follow up to the August 9, 2021 message to our vendor community.

Due to the ongoing COVID-19 pandemic and in support or public health guidelines, we are implementing the below process for our vendors and suppliers, beginning August 23, 2021 in California facilities, and beginning October 1, 2021 for all Kaiser Permanente facilities.

All Kaiser Permanente vendors and suppliers are responsible for documenting and verifying their vendor representatives (e.g., employees, subcontractors) who enter a Kaiser Permanente facility are fully vaccinated against COVID-19.  Fully vaccinated means at least 2 weeks after the final dose in either a 2 dose vaccine series (Pfizer or Moderna) or a single dose series (Johnson & Johnson/Janssen).  If your vendor representative qualifies for a medical or religious exemption, they must provide proof of an FDA approved (non-home kit) negative COVID-19 test taken within the previous 48 hours of their visit.

Please note that in California, between August 23, 2021 and September 30, 2021, for those who may be in process of receiving their COVID-19 vaccinations, we will also accept proof of a negative COVID-19 test within the previous 48 hours of their visit.

Per the below processes, acceptable documentation for a vendor representative to enter a Kaiser Permanente facility includes either 1) a “vaccination confirmation sticker” provided by their employer

2) proof of full vaccination; or 3) a negative COVID-19 test result taken within the previous 48 hours with an FDA approved COVID-19 test.  If you have access to a vendor credentialing system, all COVID-19 vaccination requirements and other system requirements must also be updated in the system to enter the facility.

Details for the sticker, valid documents for proof of vaccination, and negative COVID-19 test result are available on the KP Supplier website (https://supplier.kp.org).  Exact requirements may be subject to change over time, so visit the website often.

To ensure vendor representatives COVID-19 compliance, please follow the steps below:

  • Vendor organization must provide all fully vaccinated vendor representatives with one “vaccination confirmation sticker,” after full vaccination status is confirmed. It is the responsibility of the vendor organization to verify and confirm vaccination status, maintain appropriate documentation supporting the confirmation, and then provide and control sticker distribution to appropriate personnel.
    • “Vaccination Confirmation Sticker” specifications, including recommended design and printing options, in alignment with other Kaiser Permanente sticker guidelines, is included below.
  • Fully vaccinated vendor representatives must display their “vaccination confirmation sticker” on their company badge or other permanent visible location, which will allow them entry at the Kaiser Permanente facility entrance.
    • If the employee loses or does not have their “vaccination confirmation sticker” they will be asked to show proof of vaccination and follow the attestation process at the facility entrance.
  • Vendor representatives without full vaccination and/or those who qualify for a religious or medical exemption must provide proof of an FDA-approved negative COVID-19 test result upon facility entrance. Please note that beginning October 1, 2021, this testing option will only be available for qualified medical or religious exemptions.
  • Vendors enrolled in a Vendor Credentialing System: (i.e., Vendormate, Symplr, Intellicentrics/Reptrax)
    • Ensure all documentation and requirements are verified and updated in the system for all vendor representative employees.
    • Fully vaccinated representatives must upload vaccination documentation into the vendor credentialing systems to ensure compliance, per system instructions, and have a required “vaccination confirmation sticker” to access Kaiser Permanente facilities.
    • If the vendor credentialing system does not approve access due to lack of COVID-19 vaccination requirements, please follow the process for vendor representatives without full vaccination and provide proof of an FDA-approved negative COVID-19 test result upon facility entrance. Please note that beginning October 1, 2021, this testing option will only be available for qualified medical or religious exemptions.

Other items:

  • When possible, enter through the main Kaiser Permanente entrance and follow local instructions for proper check-in and security procedures.
  • Continue following local ordinances and guidelines regarding masking and PPE requirements and comply with Kaiser Permanente’s requirements when onsite at our facilities.

Thank you for joining our efforts to encourage COVID-19 vaccinations for all, as vaccination is the most effective way for us to bring an end to this pandemic. If you have additional questions, please refer to our Kaiser Permanente Supplier website (https://supplier.kp.org) or email Ask.BuytoPay@kp.org.

Thank you for supporting Kaiser Permanente and our nation’s fight to finally end the COVID-19 pandemic.

Thank you for supporting Kaiser Permanente.

Vendor Vaccination Requirements | Frequently Asked Questions

Answers to general vaccination requirements, processing, and vaccination & testing.

Vaccination Confirmation Sticker Specifications

Fully vaccinated vendor representatives should be provided ONE “vendor confirmation sticker,” click to view requirements, which will provide them entry into a KP facility.

UPDATED: Health Screening Requirements for Vendors, Contractors, and Suppliers policy has been revised. To ensure compliance, please click the link to view the document

Supplier and Vendor Vaccination Mandate Letters Archive

Click to view all supplier and vendor vaccination mandate letters.