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PURPOSE: The purpose of this policy is to set forth standard guidelines for internal catered meals.
SCOPE: This policy applies to all NWH Departments, and the Medical Staff.
POLICY AND PROCEDURE STATEMENT: Newton-Wellesley Hospital provides catering services within strict guidelines approved and supported by Administration in order to provide necessary services while containing costs.
"Parties to Go" - Catering completed by the NWH Nutrition and Food Service Catering Department for outside or non-department related functions. These functions are not charged to any cost centers, but paid for through retail transactions.
A. Classification of Catering Charges
1. Catering expenses will be charged back to the corresponding department, utilizing the catering services by charging their departmental cost center. Catering expenses include charges for food, labor and supplies. Whenever possible, standard menu options will be enforced.
B. Catering Request and Approval Process
1. Catering requests must meet the parameters listed in this policy, and must be requested through the Catering Manager at the time of room request. The Catering Manager is responsible for approving the request, or when uncertain of a group’s eligibility, for activating a process of cross consultation and upward accountability. The Catering Manager will bring questionable requests to the attention of the Director of Nutrition & Food Services, who will either make the decision, or bring the group to the attention of the Executive Management Team for additional consultation.
2. Catering forms to order internal catered meals are located on the Newton-Wellesley Hospital Intranet.
3. 48 hours advanced notice must be given for catering requests. Users must request catering with the Catering Manager when requesting space and provide the appropriate Cost Center for catering purposes. If they have a meeting room and wanted to add food after the room was booked (or are using a meeting space not under the conference center domain) then the catering manager must be contacted 48 hours in advance. Any last minute requests must be approved by a member of the Executive Management Team (EMT). (See attachment for a list of outside caterers).
4. In the event of a cancellation, a minimum of 24 hours notice for standing functions and 48 hours for special functions must be given; otherwise the requesting department will be charged for the function at the discretion of the Catering Manager.
5. Any food related questions from the catering requester can be directed to the Catering Manager for clarification. Any special menu requests must be brought to the attention of the Catering Manager 48 hours in advance of the function date, in order to make appropriate arrangements.
6. The person requesting catering is expected to get approval from their Department Head before submitting the request.
7. Department Heads must be fiscally responsible for all catering charges that they incur for their areas. They will be responsible to justify any catering variance in the monthly variance reporting to senior management and the fiscal department.
C. Medical Staff Charges1. Catering costs for the following medical staff meetings will be charged back to the Medical Staff Treasurer at the rates indicated.
a) 100% charge back:
(1)House Officer Noon Conference.
b) 50% charge back:
1)Credentialing Committee
(2)Executive Committee of the Medical Staff
(3)Infection Control Committee
(4)Medical Ethics Committee
(5)Perinatal Committee
(6)Quarterly Meeting of the Medical Staff
(7)Resuscitation Committee
A. Approved Hospital Catered Events
1. The following is a list of approved hospital catered events. Additional meetings may be appropriate, and will be approved on a case by case basis.
a) Employee Holiday Party
b) National Hospital Week recognition reception
c) National Nursing Week recognition
d) Volunteer Dinner
e) House Officer Graduation Reception
f) New House Officer Reception
g) Farewell and retirement parties for employees with greater than 20 years of service
h) EMT and Management Team farewell and retirement parties
i) Aid Association Scholarship Luncheon
j) Marathon Hospital Cookout
k) Meetings attended by Medical Staff
l) Board Meetings
m) Development functions, including Annual Meeting
n) Public Relations & Marketing functions
o) EAC Committee
p) Carefirst Committee
q) Carefirst Reception
r) Orientation and educational programs if scheduled to last more than three hours
s) Service Academy
t) President 90 day luncheon
B. Non-Approved Catered Events
1. No catering at hospital expense should be approved for Departmental staff meetings, holiday parties, farewell or other parties.
2. Catering for non-approved functions may be purchased in cash through "Parties to Go" sponsored by Nutrition & Food Services.
A. Food Items allowed by Meal Period
1. Breakfast
a) Coffee and Juices only
2. Lunches
a) Full catering available
3. Afternoons
a) Beverages only
4. The above for mentioned restrictions are to be followed unless it is one of the meetings listed in the Eligibility Guidelines or there is an exception made by EMT
B. Bowles Conference Center Guidelines
1. Light Lunch food items and beverages that are “hand held” and self contained are allowed in the Shipley Auditorium. Individuals and groups having food and beverage items in Shipley will be responsible for properly discarding their trash and properly maintaining the space. Any catered dinner functions should plan on having the food in one of the Bowles Conference Center rooms, Cafeteria, or a reception in the Conference Center lobby.
2. Food and beverages may be consumed in the Bowles Center rooms. A request for catering must be submitted at the time of the meeting request.
C. Allen Riddle Guidelines
1. Catering in Allen Riddle is restricted. Requestors must first explore all available space within the main hospital. All catered events in Allen Riddle must be approved by the Catering Manager or designee, on a case by case basis.
D. Outside Food Sources
1. All outside caterings must be approved by VP, or designees, on a case by case basis.
2. Individuals not requesting catering may bring food from the outside, or purchase food from the cafeteria.
3. Persons doing so must clean the room after use, throwing out all trash and returning any reusable items to the cafeteria.
4. Cafeteria items such as plates, cups, and silverware may not be taken from the cafeteria to support food and beverages brought in from the outside.
