Clinical Research Billing Compliance Town Hall

1. Clinical Research Billing Compliance Town Hall Epic 2010 Research Functionality upgrade

2. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Epic Research Functionality Upgrade • August 4-6th, 2011 new research functionality will be implemented with the Epic 2010 Upgrade • Research subject will be “associated” with a study (replacing the FYI) • No change from existing policy. Policy still applies only to research subjects receiving clinical services on a research study • Conversion of all existing active research FYIs will be done CRBO: 06.21.2011

3. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Epic Research Functionality Upgrade • Functionality of the Research Association • New process for entering and maintaining research subject participation in Epic • Effects of the upgrade on the Industrial Accounts • Updated research visit scheduling CRBO: 06.21.2011

4. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney A Research Indicator displaying study status will now be visible on the top of the patient’s record along with the other demographic information. The research status will be listed as either: • Active – Has signed consent • Inactive – Completed all clinical services(after Epic upgrade*) * Research FYIs deactivated prior to upgrade will remain under Inactive FYI flags. CRBO: 06.21.2011

5. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney • To view active research trials for a patient • Click on ResearchIndicator from the patient header CRBO: 06.21.2011

6. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney • To view inactive research trials for a patient • Click on ResearchIndicator from the patient header CRBO: 06.21.2011

7. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Studies • Details on the patient’s participation in a study is on the Research Studies screen. This screen will include information on: • Title and IRB # • The date the participant signed consent • Current status of their participation in the trial (active or inactive) • PI and study staff names • Research industrial account number or zero charge account • Billing Indicator CRBO: 06.21.2011

8. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Studies - Active CRBO: 06.21.2011

9. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney • To view trials on which the patient is no longer active (made inactive after 8/2011), check the Inactive button on the top right hand side of the Research Studies screen. • To view an FYI that was deactivated prior to the Epic upgrade you can still go to the More Activities menu, choose the FYI option, and click on Show Inactive flags option. CRBO: 06.21.2011

10. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Studies – Inactive CRBO: 06.21.2011

11. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Studies Tab • If you have clicked on the Research indicator at least once, the Research Studies tabwill appear in the Clinical Navigator. You can access the Research Studies page by clicking on tab. CRBO: 06.21.2011

12. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney CRBO: 06.21.2011

13. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney New process for Research Subject participation • CRBO will be assuming responsibility for the FYIs June 30th, 2011 • After the upgrade in August, CRBO will continue this responsibility with research patient associations • Coordinators will notify CRBO via email on the new Research Subject Study Status Change Form within 3 days of a patient signing consent and also when patient is no longer active on the study CRBO: 06.21.2011

14. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney New process for Research Subject participation • CRBO will update Epic within 2 business days of receiving the information. • If you do not see a research association when you think you should, please contact the crbo@ohsu.edu CRBO: 06.21.2011

15. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Study Accounts • Industrial Account request process remains the same • Each research study must have a unique study record • Must be linked to either an: • Industrial Account OR • Zero Charge Account CRBO: 06.21.2011

16. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Study Accounts Accounts starting with: 1 - Industrial Account Research charges - yes 7 - Zero Charge Account ResearchCharges - No CRBO: 06.21.2011

17. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Research Visit Scheduling • A research only appointment can only be scheduled if there is an active patient association to a research trial. CRBO: 06.21.2011

18. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney • Contact the CRBO at crbo@ohsu.edu with any questions or to schedule a department specific training on the Epic research upgrade. • Find the Research Subject Status Change Form on the CRBO website http://www.ohsu.edu/xd/research/about/integrity/irb/clinical-research-billing.cfm • Research Documentation Policy http://ozone.ohsu.edu/research/rates/index.shtml CRBO: 06.21.2011

19. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney Contact Us Melanie Hawkins - Director, Clinical Research Billing Compliance 503-494-8586 hawkinsm@ohsu.edu Dena Clawson - Clinical Research Billing Specialist 503-494-3515 clawsond@ohsu.edu Kristin Couture - Clinical Research Coverage Analyst 503-494-4790 couturek@ohsu.edu Kristin Hackney - Lead Clinical Research Coverage Analyst 503-494-6645 hackneyk@ohsu.edu Shanan Whitlatch – IS Project Lead 503-494-2773 whitlats@ohsu.edu CRBO: 06.21.2011

20. CRBO: OHSU Clinical Research Billing Compliance Office Kristin Hackney QUESTIONS CRBO: 06.21.2011