Office of Sponsored Programs FAP/SiteMinder User Group Meeting

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 August 21st, 2013 Kaul Human Genetics Building Finley Conference Center

2. AgendaAugust 21st FAP/ SiteMinder User Group Meeting • OSP updates- Renee Clements • OSP Training Sessions –Mike Matthews • FAP-update- René Jooste • SiteMinderupdates – Ashley Specht • OIRB questions-Nancy Stansfield

3. OSP Updates Renee Clements Associate Director – Industry Office of Sponsored Programs rclement@uab.edu 205-996-7054

4. OSP updates • Staff update- introductions ( Allison Landrum, Misty Pruitt, Kristi Allison) • Clinical Trial Billing Officers- combining FAP and Siteminder activities • Grants & contract officers and specialists- allocation of research areas • Clinical Trial Billing Officers- allocation of research areas

5. OSP industry

6. OSP industry

7. CBR- FAP/SiteMinder

8. OSP Training Sessions Michael Matthews Associate Director – Data Management Office of Sponsored Programs mimatt@uab.edu 205-996-6120

9. Office of Sponsored ProgramsTraining Sessions • This Fall, The Office of Sponsored Programs will begin offering training sessions to assist departmental personnel better understand each submission type and required form/ checklists. • We need your assistance and feedback to ensure we meet the needs of the research community. • What topics need to be included? • Which audience should be invited? • Can we incorporate with existing meetings, or is a separate session more appropriate?

10. Office of Sponsored ProgramsTraningSessions OSP Potential Training Topics - Submission Types Transfer In Transfer Out Final Invention Statement Memorandum of Understanding Memorandum of Acceptance Teaming Agreements Intergovernmental Personnel Agreements Task Orders Work Orders Re-Budget Requests Change in Dept/Div PI Affiliation Project Title Change Carry-Over Requests • Original /New Submission • Amendment/ Modification Submission • Change In PI Submission • Program Projects • Competing Continuation/Renewal Submission • Non-Competing Continuation Submission • Re-Submission • Revised Award • Supplement • No Cost Extension • Confidentiality Disclosure Agreements • Data Use Agreements • Project Master Agreements

11. Office of Sponsored ProgramsTraining Sessions OSP Potential Training Topics - OSP Forms and Checklists Construction Checklist ReBudgeting Request Form Award Manager/Contact Person Change Request Statement of Intent VA Memorandum of Understanding • Extramural Checklist • Expedited Checklist • RPL • IDC Revenue Redistribution Form • In Kind Cost Sharing Form

12. FAP Reminders René Jooste Phone: 996-9350 Email: renej@uab.edu

13. FAP-updates-Feasibility Fee Requests • Includes: • Provision of research related fees and associated codes • Does not include: • coverage analysis, IRB communication • SiteMinder build • Radiology Research Fees (unless Imaging Manual & protocol provided) • Prior to project activation- Full FAP review required

14. SiteMinder Reminders Ashley Specht Phone: 996-9754 Email: knightae@uab.edu

15. Adding a Patient Record Step1: Data Dictionary/Patients

16. Adding a Patient Record Enter the participant’s last name.

17. Adding a Patient Record Patient record will populate if patient has been in a Siteminder study. Select “Edit” to proceed to the patient maintenance screen.

18. Adding a Patient Record If Patient has never been in a Siteminder study, SiteMinder will show “No records found”. Click the blue link “Add New”.

19. Adding a Patient Record Patient Maintenance Record – Do Not Complete Anything On This Form; Select The Ellipse Next To MRN

20. Adding a Patient Record MRN Lookup – Enter MRN or Name, Gender and SSN/DOB; Select “Search”

21. Adding a Patient Record When adding patients who do not have a UAB MRN, you will see the message above detailing how to obtain a MRN.

22. Adding a Patient Record EMMI interface patient detail for patients with valid UAB MRNs. Verify patient demographic information, and choose “select”.

23. Adding / Associating a Patient Record Change default contact/availability settings to “Yes, Yes, “0” Select “Save”.

24. SiteMinder RemindersStudy Patient Association • When associating a study participant, you may get a message in red that reads, “No further associations can be made for this patient because their 'Available' indicator is 'N'.” • If you get this message, it means that you have not checked “Yes,” for • Contact for another study : • Available : • and “0” for Available Days :

25. Adding / Associating a Patient Record Audit Box – “New Patient Association”

26. Adding / Associating a Patient Record Patient has been successfully added to Siteminder. To go ahead with study association, click “Edit” to open the Patient Maintenance Record.

27. Associating a Patient To Study Select “Study Association” from the blue links at the bottom of the page.

28. Associating a Patient To Study New patient association screen; Select patient number, study, site placement. Referral information not required.

29. Associating a Patient To Study Existing patients with current SM associations, will be listed with warning in “red”

30. Associating a Patient To Study Input patient number, study number, and site placement, Select “Save Association”.

31. Associating a Patient To Study Patient is associated to the selected study.

32. SiteMinder Reminders • Please remember that 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 48 hours (2 business days) after the research visit has occurred. • Visits that are scheduled on the same day as study association is made are waived from the requirement to schedule by 5pm before the date of service, but these visits still must be kept within 48hrs (2 business days) after the visit occurred. • Unscheduled Visits are waived from the requirement to schedule by 5pm before the date of service, but they still must be kept within 48hrs (2 business days) after the visit occurred.

33. RemindersGreen Research Lab Sheets • It has been noted by University Compliance that there has been some confusion regarding the requirement for the green research lab sheet. Siteminder and Impact do not take the place of the green research lab sheet.  • All research labs must still be accompanied with a green research lab sheet. • If you have concerns or questions you may contact Candy Cleveland in University Compliance at ccleveland@uab.edu or 996-6199.

34. CTBN Performance Reports06/15/2013 – 08/16/2013

35. CTBN Overall Performance06/15/2013 – 08/16/2013

36. CTBN YTD PerformanceUnits 80% and Above Through August 2013

37. SiteMinder 100% Club PI and Study Coordinators100% Scheduling and Keeping Appointments06/15/2013 – 08/16/2013 • 008 – Nephrology Transplant • 011 – AVRC • 031 – Neuro - Multiple Sclerosis • 036 – Neuro – Epilepsy • 060 – OB/GYN MFM • 096 – Ophthalmology • 097 – Psychiatry

38. Sept & October Meeting dates Kaul Human Genetics Building Finley Conference Center • Wed.  September 18 th 12-1pm • Wed.  October 16 th 12-1pm