• Policies and Procedures

    Supplier Information Needed

    Affinity Health Plan’s commitment to compliance includes ensuring that vendors, suppliers, and other business partners, including our First Tier, Downstream and Related Entities (FDRs), are in compliance with applicable state and federal regulations. For more information on what type of vendors could fall under this category or the compliance requirement visit AffinityPlan.org and click on Vendors Compliance Training.

    Please complete and print the Attestation Web Form. Forward the completed form to the Procurement Department at purchasingdepartment@affinityplan.org, and an authorized Agent will contact your company if there are any questions regarding your profile.

    For more information, please visit our website under the Vendors tab: Compliance Training.

    Authorized Buyers

    Only authorized buyers are permitted to issue orders and no shipments should be made or services performed without a properly authorized purchase order or purchase agreement. Neither should a supplier accept any revision to an order nor agreement except from an authorized buyer.

    Bids and Evaluations

    It is our policy to obtain competitive bids whenever possible. However, purchases may be made without the use of the public notice or sealed bid procedure. A vendor will be evaluated and measured in terms of total cost, including price, quality, delivery requirements, and transportation costs among other criteria.

    Business Conduct

    All business will be conducted in a legal and ethical manner. Ethical standards must be adhered to at all times. Affinity Health Plan maintains a strict policy prohibiting the acceptance by its employees of gifts and/or gratuities from any supplier or potential supplier.

    Equal Opportunity

    We will not make purchasing-related decisions based on race, religion, creed, color, gender, sexual orientation, or national origin.

    Confidentiality

    Prior to contracting and sharing confidential information with a vendor, the vendor will be required to complete a Business Associate Contract. Each agreement entered into by Affinity with a vendor will assure compliance with the privacy and security regulations issued under the Health Insurance Portability and Accountability Act (HIPAA). HIPAA is an amendment to the Internal Revenue Code of 1986 added to improve portability and continuity of health insurance coverage in the group and individual markets; to combat waste, fraud, and abuse in health insurance and health care delivery; to promote the use of medical savings accounts; to improve access to long-term care services and coverage; to simplify the administration of health insurance; and for other purposes.

    Billing and Payment

    An Affinity Health Plan Purchase Order number must appear on all invoices, shopping lists, and correspondence relevant to the order. Invoices must be submitted to:

    Affinity Health Plan
    Accounts Payable
    Metro Center Atrium
    1776 Eastchester Road
    Bronx, NY 10461

    Payment is made to the vendor after receipt of invoice, and delivery and acceptance of material on the purchase order. Partial payments can be arranged if necessary.