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Office of Sponsored Programs FAP/SiteMinder User Group Meeting

Office of Sponsored Programs FAP/SiteMinder User Group Meeting. Sponsored by: UAB Office of Sponsored Programs Clinical Billing Review http://www.uab.edu/osp/clinical-billing-review June 19, 2013 Kaul Human Genetics Building Finley Conference Center.

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Office of Sponsored Programs FAP/SiteMinder User Group Meeting

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  1. Office of Sponsored ProgramsFAP/SiteMinder User Group Meeting Sponsored by: UAB Office of Sponsored Programs Clinical Billing Review http://www.uab.edu/osp/clinical-billing-review June 19, 2013 Kaul Human Genetics Building Finley Conference Center

  2. AgendaJune 19 FAP/ SiteMinder User Group Meeting OSP Submission Reminders – Jereme Logan FAP Updates- René Jooste Research Radiology-Haley Witte SiteMinder Reminders – Ashley Specht Questions for the OIRB – Nancy Stansfield Upcoming meeting dates- no July meeting August 21st, Finley Conf Center 12-1pm • Overview of clinicaltrials.gov-Penny Jester • OIRB questions-Nancy Stansfield • SiteMinder updates – Ashley Specht

  3. OSP Submission Reminders Jereme Logan Grants and Contracts Officer jcl@uab.edu 205-996-2395

  4. OSP Submission Reminders • OSP Policy for Proposal Submissions http://www.uab.edu/uabra/ogca/ogcapdf/listserv_doc/Policy_for_Proposal_Submissions.pdf • Submit Draft Proposal, UAB Extramural Checklist and Project Personnel List (PPL) to OSP 7Days before the Deadline. • “Paper” Final Proposal – (3 business days before the Deadline) • “Electronic” Final Proposal (3 business days before the Deadline) • OSP Dropbox (See OSP website)

  5. What is a Complete Proposal Package? • Paper Submission: Includes the submission of the UAB Extramural Checklist with all signatures, Responsible Personnel List (RPL) and a paper copy of the proposal. This copy should include all completed forms- scientific sections may be still be in draft form • Electronic Submission: Includes delivery of the UAB Extramural Checklist with all signatures, RPL, and uploading the corresponding proposal to the OSP drop box for review

  6. Considerations for OSP Submission Policy • To allow adequate processing time by the OSP Officer, allow for identifying of any potential problems with the electronic submission • Overburdened Web Submission Portals - Intense utilization of grant seekers around the world may adversely affect efficient interactions among the websites • Ensuring sufficient review time for CIRB. (A proposal may not be submitted to a sponsor without CIRB approval)

  7. Considerations for OSP Submission Policy • Supplemental review by UAB Office of Counsel, UAB Research Foundation (technology transfer office), Media Relations, etc. may be necessary even at the proposal stage. (Becoming much more pervasive) • Need for UAB Authorized Institutional Signature at proposal stage

  8. Submissions Outside OSP Policy • Contact your OSP Officer as soon as possible to notify him/her of the tardy submission – there may be important issues/considerations of which you are not aware that need to be addressed immediately to ensure the application is timely submitted by the sponsor’s deadline. (e.g. Required legal review, etc.)

  9. FAP Reminders René Jooste Clinical Trials Billing Officer renej@uab.edu 205-996-9350

  10. Bill-to-designation- helpful hints • Indicate professional services to be covered through effort e.g. physical exams, device placements • Locations of service- be specific e.g. cath lab, OR, JT15. Indicate if multiple locations could be involved for the same activity • Indicate either/or situations for SOC designation

  11. Non-coverage decisions • local (Al) or national (countrywide) • could apply to a service considered “routine” at UAB • typically revisited by CMS or private insurance on a regular schedule • best practice- should a protocol required activity have a non-coverage decision, sponsor should cover for all study participants

  12. Radiology Research How to order and schedule Radiology Exams

  13. Paperless… • We will no longer accept the paper Research request in order to schedule a Radiology appointment • All orders must be placed in IMPACT by the study team and scheduling contacted to have the patient placed on the imaging modality’s schedule

  14. Currently available powerplans • Rad RshMisc (everyone who does not have their own separate powerplan) • Rad Rsh OBGYN RA (Ronald Alvarez) • Rad Rsh OBGYN WH (Walter Huh / Barnes) • Rad RshOnc AFT (Andres Forero-Torres) • Rad RshOnc CF (Carla Falkson) • Rad RshOnc FR (Francisco Robert) • Rad RshOnc GB (Graeme Bolger) • Rad RshOnc JP (James Posey) • Rad RshOnc LN (Lisle Nabell) • Rad RshOnc NB (NareshBellam) • Rad RshOnc RC (Robert Conry) • Rad RshPulmJAdA (Joao deAndrade) • Rad Rsh Radiology PI (PI from Radiology Dept – Lockhart, OMalley, Morgan, Vattoth, Singh, Robbin)

  15. Diagnostic x-ray • In regards to plain film x-rays, at the present time these exams are not scheduled; the patients simply present for the exam per the instructions of their physician.  These orders should be placed with a “future on-hold status” as other radiology orders.  The front desk staff activates the order upon patient arrival. 

  16. Contact • Haley Witte hwitte@uabmc.edu 205-996-9973 Pager # 4514 ** “RIS on call” in UAB Paging • Brandi Barger bbarger@uabmc.edu 205-996-5387 Pager # 3009

  17. SiteMinder Reminders Ashley Specht Program Manager II knightae@uab.edu 205-996-9754

  18. SiteMinder Reminders • No Manual CTBN’s Please: • If a study is managed in SiteMinder, you must update the appointment to create the CTBN from Site minder • Manual CTBN's are not acceptable for studies you are managing in SiteMinder • Pagers • The CBR staff will no longer carry pagers for Siteminder issues.

  19. UAB Hospital Laboratories Reminder • UAB Hospital Laboratories Urine Collection Container Change • “Effective June 3, 2013, the UAB Hospital Laboratories will no longer accept urine cups. After June 3rd, all urine cups received will be rejected, and recollection will be required. Urine must be transferred to the appropriate urine collection tube(s), either Yellow top or Gray top, prior to delivery to the laboratory.”

  20. For more information, please refer to the UAB LabSource website: http://www.labsource.hs.uab.edu/labsource/

  21. CTBN Reporting Guidelines • It is important for study personnel to schedule and keep visits on the Timeworks Professional Calendar in a timely manner • Visits should be scheduled by 5pm before the date of service • Visits should be kept within 48hours (2 business days) after the research visit has occurred

  22. CTBN Performance Reports 05/11/2013 – 06/14/2013

  23. CTBN Overall Performance05/11/2013 – 06/14/2013

  24. CTBN YTD Performance Units 80% and Above Through June 2013

  25. SiteMinder 100% Club PI and Study Coordinators100% Scheduling and Keeping Appointments05/11/2013 – 06/14/2013 • 009 – SOM-ID • 018 – Cardiology – IC • 060 – OB/GYN – MFM • 069 – Surg – Neuro • 076 – Surg – Urology • 097 - Psychiatry

  26. SiteMinder Training 2013 • July Siteminder Initial Coordinator Training • July 5th Training Cancelled • Next Siteminder Initial Coordinator Training • Friday, August 2nd • Location: Cudworth Hall (CEC) Room 305 • Time: 9:00am to 12:30pm • To Register: • Complete CBR Siteminder registration form located at http://www.uab.edu/osp/forms • and request username at Centernet support at http://centernetsupport.hs.uab.edu

  27. Questions for OIRB Nancy Stansfield Asst. Dir Institutional Review Bd nstansfield@uab.edu (205) 975-3922

  28. July & August Meeting Dates KaulHuman Genetics Building Finley Conference Center • July- No meeting • August- 08-21-2013:12-1pm

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