Vendor request to film or photograph at OrthoIndy

We receive many requests from outside companies to film or photograph at our locations. To ensure that all our protocols are followed, we require all vendors to fill out a request form. Please allow at least two weeks for your request. We can not guarantee approval if your request requires less than a two-week turnaround. 

We will notify you via email if your request has been approved. If your request is approved, you will be required to follow our policy.

Our policy

This policy applies to outside vendors requesting any filming/photography at an OrthoIndy or OrthoIndy Hospital facility.    

To serve as a guideline to help individuals who wish to film OrthoIndy locations, physicians, employees or patients for educational or commercial purposes.

Procedures

  1. The OrthoIndy Marketing department is responsible for overseeing all filming and photography that involves an OrthoIndy patient, employee or facility.
  2. Any requests for filming/photography from an outside vendor or group must be approved by the Marketing department.
  3. The vendor must submit the Vendor Request Form to the public relations coordinator, including the purpose of filming, date/time, surgeon and/or patient involved, intent of distribution of photos/videos, crew to be present at time of filming/photography.
  4. The public relations coordinator will notify the director of marketing of the request who will determine whether the request is approved. If the request is not approved, the public relations coordinator will send a rejection email.
  5. If approved, the public relations coordinator will have the vendor sign a Location Agreement Form.
  6. The public relations coordinator will send an email (attach the Vendor Request Form) to all directors/managers in the area where filming/photography will take place. (Individuals may include clinic managers, director of clinics, security, admissions director and manager, credentialing manager, OR director and managers, etc.)
  7. The public relations coordinator will work with the clinic/hospital manager to determine the best area for filming/photography.
    1. All managers notified of the filming are responsible for notifying their team of the event details.
  8. The public relations coordinator is always required to be with the filming crew to ensure the crew is only filming what was agreed upon.
  9. If the vendor is approved to film in the OR:
    1. The public relations coordinator will send an email to the credentialing manager and copy the vendor contact to ensure that any of the film crew that will be in the OR has gone through the observations process. Only two individuals outside of OI are approved to be in the OR.
    2. The public relations coordinator will send out a notification email to the director of perioperative services, the OR manager of the location where filming will take place, the admissions director and manager, the physician involved and the security team. The email will include the Vendor Request Form. They will also attach a copy of the Patient Consent Form for the admissions team and the Employee Consent Form for the OR team.
    3. All managers who receive the notification email are responsible for notifying their team with the details.
    4. The admissions team will have the patient fill out the consent form prior to surgery and include it in the patient’s chart. Additionally, they will send a copy of the signed consent form to the public relations coordinator. They will notify the public relations coordinator that the patient has signed the consent form and that filming/photography may take place.
    5. The public relations coordinator will ensure that everyone in the room signs the Employee Consent Release Form.
    6. The vendor must notify the hospital receptionist that they have arrived. The receptionist will contact the public relations coordinator to notify them that the crew has arrived and is ready to be taken back to the OR.
    7. The public relations coordinator will escort the vendor back to the locker room and ensure they are dressed properly to enter the sterilized area.
    8. When filming has commenced, the public relations coordinator will escort the crew back to the locker room to change and then to the front desk.