When a rep uses an item not on your facility’s active contract with that supplier, Helia automatically flags it for facility review. The rest of the case continues — only that item needs your attention. What you need to do depends on how your health system has configured its pricing policy in Helia.
If your health system has a $0 not-on-contract rule:
The order will be automatically submitted with the item priced at $0. The rep does not have the ability to change this — the price is set by your health system's policy. When you see an item at $0 for this reason, that's expected. You're good to approve as long as the item usage looks correct against your patient chart.
If your health system has a different not-on-contract policy:
The rep has the ability to manually input pricing at the time of submission — this is the only scenario in which a rep can enter pricing themselves. However, that doesn't change your health system's policy. You are still responsible for enforcing it.
For example, if your health system's rule is to pay 50% of list price for not-on-contract items and the rep has submitted at 60%, you should reject the case back to the rep with a comment specifying what needs to be corrected — whether that's adjusting the price, removing the item, or providing exception documentation.
Note: Exception approvals for not-on-contract items require approval from your Supply Chain Director before the case can move forward.
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