Grant Charge Correction Request Training Guide

1. Grant Charge Correction Request Training Guide

2. Overview • Accessing the Online Forms • Submitting a Charge Correction Request • Checking Status of a Charge Correction Request • Confirmation of a Completed Charge Correction Request • Charge Correction Request Process Flow • Grant Maintenance via the Online Form • Contact Information

3. Accessing the Online Forms • Navigate to the Patient Revenue Management homepage (http://prmo.dukehealth.org/prmo/) • Click on the Clinical Trials button in the upper right corner of the page • Click on the Grant Correction Request Form button to access the Charge Correction Request Form • If you are using the Charge Correction Database for the first time you will need to click on the I would like access to the above form button to become a registered user (you will also need to click on the need notes authentication link to sync your passwords) • Enter the following information into the form • Duke email address • Phone number • Enter the name of clinic you will need access to in the free text box • Select the Fund Code(s) that you would like to receive weekly reporting on and submit corrections for • Click the submit button at the bottom of the page

4. Submitting a Charge Correction Request • Navigate to the PRMO Clinical Trials Intranet and click on the Grant Correction Request Form button • Enter all relevant information into the Charge Correction Request Form • Any field with a red asterisk is a required field • To complete the request, click on the submit button at the bottom of the page • Upon submission, each Charge Correction Request will be assigned to a Billing Analyst • The Billing Analyst will work and complete the Charge Correction Request • If a Charge Move is required to complete the Charge Correction, the Billing Analyst will send a Charge Move Request to the Charge Move team via the Charge Move Database • All Charge Correction Requests must be entered via the Charge Correction Database • Phone and email requests will no longer be accepted. This tool should now be used to submit requests for both hospital (technical) and physician (professional) charges.

5. Checking Status of a Charge Correction Request • To check the status of a Charge Correction Request • Open the current Charge Correction Request • Scroll down to the bottom of the Charge Correction Request form and click on the updated information link at the bottom of the page to view the most current notes from the Billing Analysts

6. Confirmation of a Completed Charge Correction Request • Upon completion of the Charge Correction and / or a Charge Move an email will be sent to the Requestor letting them know that the request is complete

7. Charge Correction Process Flow

8. To Modify/Add/De-activate Grant Information follow the steps outlined below Navigate to the PRMO Clinical Trials Intranet (Print screen on previous page) Click on the Add Grant to IDX Dictionary button at the bottom of the page Enter the following information into the online form Select Type of Request Add Change De-activate Select the appropriate division from the drop down menu Enter all other relevant information To complete the update click on the Submit Dictionary Form button at the bottom of the form Grant Information Maintenance in IDX Dictionary 703 via the Online Form

9. Charge Correction Contact Information Listed below is the contact information for the CTBO (Clinical Trial Business Office) Staff. Please remember to use the on-line database to submit your correction requests to allow us to track and ensure that your requests are completed accurately and in a timely manner. Please contact us with questions about the process or non-correction related requests. • Director of Operations Improvement and Billing • Karen Perera - perer001@mc.duke.edu • 919-620-5189 • Manager of Operations Improvement • Julie McCauley - julie.mccauley@duke.edu • 919-620-4901 • Billing Analysts • Karen Turner - karen.b.turner@duke.edu • Ketha Brooks - ketha.brooks@duke.edu • Jill Cheek - jill.cheek@duke.edu