Vendor Application Portal

Become a trusted vendor for Majestic Care! Start your application process today to see if you qualify to supply our communities with essential services and products.

Apply Online

Vendor Application Portal

Become a trusted vendor for Majestic Care! Start your application process today to see if you qualify to supply our communities with essential services and products.

Apply Online

Vendor Contract & Guidelines

As an organization, Majestic’s mission is to provide excellent healthcare to those we serve.  We achieve this mission by living our core values: Listening, Empathy, Accountability, Decisiveness.  These values are the embedded in our Code of Conduct. Majestic Care places significant emphasis on our Code of Conduct, and those expectations are extended to our business partners as well. It is our expectation that you will abide by Majestic’s Policies and procedures inclusive of state and federal regulations related to participation with the Centers for Medicare and Medicaid.  It is our expectation that education is provided to your employees, contractors, subcontractors who provide or perform goods and services related to Majestic on our policies and procedures.  All vendors and contractors will be held accountable for their actions and violations of the law or of the policies and Code of Conduct for Majestic Care.

Becoming a vendor for one or more of our facilities begins with completion of our vendor application. The vendor application must include the companies National Provider Number and/or EIN, a copy of the license if applicable, and current certificate of insurance showing limits of coverage. We require the certificate of insurance to include the facility(s) names and addresses. All contracts and projects will require your company to agree to our compliance, cooperation, and general terms. You are encouraged to review all requirements prior to applying.

All suppliers are required to carry excess liability, professional liability, workers’ compensation, and commercial general liability. Depending on the nature of the service we may also require cyber liability, technology errors & omissions, property, and auto.

A Business Associate Agreement (BAA) is required for any vendor, contractor, consultant, service provider, or other third party that will create, receive, maintain, access, process, store, transmit, or otherwise have access to Majestic’s Protected Health Information (PHI) while providing services to the organization. Under HIPAA and HITECH, these entities are considered Business Associates and must agree to safeguard PHI and comply with applicable privacy and security requirements.
Any vendor that receives access to Majestic PHI is responsible for ensuring that its subcontractors, affiliates, cloud providers, consultants, and other downstream service providers are subject to privacy and security protections that are at least as stringent as those required under HIPAA, HITECH, applicable state privacy laws, and the executed Business Associate Agreement. Vendors remain accountable for the actions of their downstream entities and must ensure PHI is protected throughout the entire vendor ecosystem.  Majestic Care reserves the right to request evidence that appropriate downstream agreements and safeguards are in place and may require remediation, suspension of PHI access, or termination of services if Business Associate fails to ensure compliance by its subcontractors or downstream entities.
To ensure timely payment, all invoices must be submitted electronically.
Invoice Submission
  • Vendors integrated with DSSI must submit invoices through DSSI.
  • All other vendors must email invoices to the designated Stampli email address.
  • Paper invoices are not accepted.
  • Submit one invoice per email.
  • The Stampli email address is for invoice submission only. Payment questions should be sent to the facility’s AP email address.
Invoice Requirements
Invoices must:
  • Clearly state “Invoice” (not quote, estimate, or proposal).
  • Include detailed descriptions of all items and services provided.
  • Include model numbers, serial numbers, or other identifying details when applicable.
  • Show labor hours separately from parts and materials.
  • Itemize parts/materials and labor on separate lines.
Invoices that do not separate parts and labor or lack sufficient detail may be rejected.
Down Payment Invoices
If a deposit or down payment is required:
  • The invoice must identify the specific items being purchased, including model numbers when applicable.
  • Labor charges cannot be included on a down payment invoice.
Approval & Payment Process
After submission to Stampli, invoices automatically route for approval through:
  1. Executive Director (ED)
  2. Finance
  3. Accounts Payable
Payment will be issued after all required approvals are completed and the invoice meets submission requirements.

Use of Artificial Intelligence (AI) technologies must align with organizational policies, privacy and security requirements, contractual obligations, and applicable state and federal regulatory standards. AI-enabled vendors are expected to use AI responsibly, transparently, and only for authorized business purposes. Vendors must disclose applicable AI capabilities, maintain appropriate governance and security controls, protect Majestic Care data, ensure human oversight of AI-generated outputs, and comply with all contractual, privacy, confidentiality, and regulatory requirements. Use of AI that could impact resident care, workforce decisions, compliance activities, or sensitive information is subject to a risk assessment, monitoring, and approval through Majestic Care’s Third-Party Risk Management (TPRM) process. By engaging with Majestic Care, vendors acknowledge their responsibility to manage AI-related risks, report significant changes in AI use, and cooperate with ongoing oversight activities designed to support safe, ethical, and compliant use of AI technologies.

All visits must be pre-approved by the location leadership. All visitors must enter through the main entrance and not the staff entrance. Each employee of the vendor will be required to read and sign our Contractor Safety List before entering the facility. Each employee of the vendor must sign in and out at the front desk.  Anyone that has experienced a fever or vomiting with the last 24 hours may not enter the facility. Visitors must be escorted by a care team member. The care team member will provide more specific safety instructions relevant to the area(s) of the facility they will be in. link to contractor safety list.

Vendor Requirements

Prior to receiving PHI or being granted access to systems containing PHI, vendors/contractors must:
  • Execute Majestic’s approved Business Associate Agreement.
  • Implement appropriate administrative, physical, and technical safeguards to protect PHI.
  • Use and disclose PHI only as permitted by the BAA and applicable law.
  • Comply with HIPAA, HITECH, and all applicable privacy and security regulations.
  • Ensure subcontractors with access to PHI are subject to equivalent privacy and security obligations.
  • Promptly report any actual or suspected privacy, security, or confidentiality incidents involving PHI.
  • Cooperate with Majestic in responding to audits, investigations, breach notifications, or regulatory inquiries related to services provided. 
Important Notes
  • A purchase order, contract, service agreement, or system access request involving PHI will not be finalized until the BAA has been fully executed. 
  • Vendors should not begin work involving PHI until all required contracting, security, and compliance reviews are complete. 
  • Failure to execute a required BAA may result in delayed onboarding, denial of system access, suspension of data sharing, or termination of vendor consideration. 

Resources & Documents

Abuse & Neglect Training

Vendor Compliance Guide

Contractor Safety Checklist

Code of Conduct

HIPAA Business Associate Agreement

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Vendor Application