ClinCard System: Medical University of South Carolina Ryan Mulligan, MRA, MS, CCRP Grants & Contracts Navigator SCTR SUCCESS Center 792-2053 mulligan@musc.edu

What Is the ClinCard? The ClinCard system is a web based portal that automates subject payments and reimbursements for a study by utilizing a real-time system to pay subjects using a reloadable debit card. The goal of the system is to reduce administration, increase subject retention, promote protocol compliance, and overall improve the site and patient experience while centralizing reporting and reducing costs.

The ClinCard System

Payment Functionalities Site Visit Payment Mileage Reimbursement Manual Payment Will Require Approval by Department Administrator

Solution Branded/customized ClinCard design Site visit payments by visit description Manual payments Mileage Reimbursement Payments Electronic approval process Opt-in subject messaging strategy Payment confirmation Balance reminders Appointment reminders

ClinCard Package Example

How can the ClinCard be Used? ClinCard can be used for: Signature POS PIN Based Transactions (cash) ATM Access (cash) Bank Withdrawals (cash) Worldwide acceptance of card MasterCard Zero Liability Policy: Protection against fraud No bank account required 24/7 customer service (free) in English and Spanish

Why should we use ClinCard? Study Teams: Reduced liability and increased safety compared to carrying cash or gift cards Reduced paperwork, and follow-up, for check requesitions subjects are paid immediately ↑ Satisfaction ↑ Retention Appointment reminders

Why should we use ClinCard? Departments: Reduced liability managing petty cash or gift cards Reduced paperwork, and follow-up, for check requisitions Real-time reports for subject payment activity Electronic approvals for manual payments and travel reimbursements Automatic management of 1099 reporting Electronic audit trail

How do we use ClinCard? There are 3 main user roles: Site Coordinator Search for and register new subjects in ClinCard portal and assign subjects to the appropriate study Assign a ClinCard to the study subject Apply visit/milestone payments to subject’s ClinCard (paid instantly) Initiate manual payments and mileage reimbursement (requires approval) Approver Approves manual payments and mileage reimbursements for assigned studies Will receive notification, via email, twice daily if there are payments awaiting approval Note: A ClinCard user CANNOT be a Site Coordinator & Approver for the same study

How do we use ClinCard? User roles: Report Viewer Has access to detailed study level reports, including: Payments by Subject Declined Payments Subject Appointments Subjects by Study Study Budget Report

https://clincard.com How do we use ClinCard? Access the ClinCard Web Portal at: https://clincard.com

How do we use ClinCard? Displayed navigation tabs are determined by the user’s permissions within the ClinCard portal.

How do we use ClinCard? Required Information Study Status (Screened or Enrolled) Subject ID Site (MUSC) First & Last Name Social Security Number (W-9) Address Date of Birth Study coordinators MUST collect W-9 information for ALL subjects when they are enrolled into the ClinCard system.

How do we use ClinCard?

Assign a ClinCard

Make a visit payment

Is ClinCard right for my study? We are currently piloting with a few divisions in the Dept of Medicine and soon with the Dept of Orthapaedics Initially, we are only using ClinCard for NON-federal clinical research Best suited for research studies with multiple visits Budgeting for ClinCard Study setup fee $350 (corporate studies) Card ~$3.50 – 5.00 (currently $3.70) Load fee $1 for each payment

Budgeting to use ClinCard For an Industry Sponsored Study, enrolling 10 subjects with 5 study visits: Setup Fee - $350.00 Visit/Milestone Payments & Fees - $505/patient 5 visits X $100/visit 5 payments X $1 load fee/payment Card Costs - $50 10 subjects x 1 card x $5/card = $50 Total Costs Startup: $350.00 Cards : $50.00 10 subjects X $505/subject: $5,050.00 $5,450.00

How do I request to use ClinCard? ClinCard Study Setup and ClinCard Order requests can be submitted through SPARCRequest (https://sparc.musc.edu) Please ensure that you complete all of the following fields in SPARCRequest: Research Master ID Funding Status Funding Source Sponsor Name Financial Account Number (Full UDAK)… MUCR 2211000 8AXXX 8122 01 Pro# (eIRB number) Please upload all IRB approved Informed Consent Documents

How do I request to use ClinCard? Requests will be reviewed and approved by a ClinCard administrator Study will be created in ClinCard Web Portal Approved card requests will be forwarded to Accounts Payable, who will issue ClinCards to the Study Team Study setup and fulfilling ClinCard orders can take up to 10 business days.

Access to the ClinCard Web Portal User access will be tightly regulated, as our current license limits our number of users All users will requiring training prior to being granted access Currently training will be in-person (departments, study teams, etc.) Coming to MyQuest soon!

Requesting ClinCard Services

Requesting ClinCard Services

Managing your Study & Finances It will be the Department/Study Team’s Responsibility to secure and manage ClinCard Inventory Monthly – Accounts Payable will initiate a journal entry to charge your study UDAK for ClinCard orders, payment activity and load fees

Additional Information Draft IRB Language Payment will be made using a pre-paid debit card, called a ClinCard. It works like a bank debit card. You will be given a card at the beginning of the study, and each time you receive payment for participation in this study, the money will be added to that card, as outlined in the payment schedule above. You will receive additional information, with your ClinCard, on how you can use this card and who to call if you have any questions. Please be sure to review all of this information, including the cardholder agreement.

For Questions or More Information: (843) 792-8300 SUCCESS@musc.edu