Procurement & Supply Chain Team

To: All Suppliers to Dartford and Gravesham NHS Trust

Dartford and Gravesham NHS Trust is writing to remind all contracted and non‑contracted suppliers of our No Purchase Order, No Pay policy. This policy is a core part of our financial governance framework and ensures that all goods and services are ordered, authorised, and receipted in a compliant manner.

Purchase Orders Are Mandatory

With immediate effect, the Trust will continue to enforce the following:

• A valid, authorised Purchase Order (PO) must be provided to you before any goods or services are supplied.
• If you receive an order without a PO, you must request one from the Trust before proceeding.
• Invoices submitted without an authorised PO will be rejected and returned unpaid.

Stronger Enforcement Going Forward

To ensure full compliance across our organisation, the Trust will be taking a firm and consistent approach to the No PO, No Pay policy.

Please be advised that:

• Any invoice that does not clearly state a valid PO number will not be processed.
• Repeated attempts to submit invoices without POs may result in payment delays and further escalation.
• The Trust will not accept liability for goods or services provided without prior approval and a valid PO.

How to Ensure Your Invoices Are Paid Promptly

To avoid delays, please ensure that:

1. You receive the PO before fulfilling any order.
2. The PO number is clearly printed on the invoice.
3. The invoice details (supplier name, pricing, quantities, delivery information) match the PO.
4. Invoices are submitted via the Trust’s approved method.

Working Together

We value our supplier relationships and are committed to responding promptly to invoice and PO queries. If you have any questions or require clarification on this policy, please contact:

Procurement Team
Email: dgt.procurementhelpdesk@nhs.net
or
Accounts Payable Team
Email: dgt.accountspayable@nhs.net

Thank you for your cooperation and support in ensuring effective financial processes across Dartford and Gravesham NHS Trust.

Dear Esteemed Suppliers,

We are writing to express our appreciation for your continued partnership with Dartford & Gravesham NHS 
Trust (DGT), and to inform you of a significant change to your access to our hospital sites.
Starting from 12th February 2024, we are implementing the MIA System to manage and verify all commercial suppliers (including but not limited to MedTech and Pharmaceutical Representatives, Service Engineers and Clinical Trainers) visiting Trust sites. Key reasons for this decision include:

1. Patient Safety Patient safety is of paramount concern, and the use of a credentialing and appointment-booking platform by our suppliers plays a crucial role in mitigating risks, ensuring compliance, and fostering a secure environment for patients receiving care in our hospitals.
2. Quality Assurance
   Demonstrating your commitment to excellence and safety by having your qualifications, training, and 
   experience verified by a third party is integral to your continued partnership with us. The resolve to 
   demonstrate transparency throughout our relationship will enhance your prospects for future endeavours.​​​​​​​
3. Enhanced Prospects for Continued Financial Partnership
   While our main goal is to monitor site visits, we also acknowledge the system's potential for fostering future financial partnerships. By using the system to identify noteworthy products, medicines, and devices in specific Trust areas, we aim to proactively engage with suppliers, exploring opportunities to expand use into other applicable areas. These collaborations are envisioned to be mutually beneficial, contributing to improved patient care while strengthening partnerships.

As of 12th February 2024, we will enforce a 'No Card, No Appointment, No Entry' policy for all suppliers. Every outside contractor entering any area of the Trust must:

• Hold a valid and in-date MIA Membership (details of which can be found here).
• Register visits through the MIA Appointment Booking System at least 48 hours in advance, unless 
• called for urgent cases.
• Download the MIA Smartphone App and wear the physical MIA badge while on-site.

For queries about the MIA System, contact MIA directly at help@miaweb.co.uk or 01732 920 900.
Your cooperation in implementing this pre-registration process is appreciated and contributes to a more 
efficient partnership. We value your commitment to our success and thank you for adapting to these changes.

Please click here to read Dartford and Gravesham NHS Trust National Fraud Initiative - Letter to Suppliers