Clinical Research Billing Compliance Town Hall Epic 2010 Research Functionality upgrade

CRBO: OHSU Clinical Research Billing Compliance Office Epic Research Functionality Upgrade August 4-6 th, 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 Kristin Hackney 2 CRBO:

CRBO: OHSU Clinical Research Billing Compliance Office 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 Kristin Hackney 3 CRBO:

CRBO: OHSU Clinical Research Billing Compliance Office 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. Kristin Hackney 4 CRBO:

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

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

CRBO: OHSU Clinical Research Billing Compliance Office 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 Kristin Hackney 7 CRBO:

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

CRBO: OHSU Clinical Research Billing Compliance Office To view trials on which the patient is no longer active (made inactive after 8/2011), check the Inactive button on the top right hand side of the Research Studies screen.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. Kristin Hackney 9 CRBO:

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

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

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

CRBO: OHSU Clinical Research Billing Compliance Office New process for Research Subject participation CRBO will be assuming responsibility for the FYIs June 30 th, 2011 After the upgrade in August, CRBO will continue this responsibility with research patient associations –Coordinators will notify CRBO via 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 Kristin Hackney 13 CRBO:

CRBO: OHSU Clinical Research Billing Compliance Office 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 Kristin Hackney 14 CRBO:

CRBO: OHSU Clinical Research Billing Compliance Office 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 Kristin Hackney 15 CRBO:

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

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

CRBO: OHSU Clinical Research Billing Compliance Office Contact the CRBO at with any questions or to schedule a department specific training on the Epic research Find the Research Subject Status Change Form on the CRBO website research-billing.cfm research-billing.cfm Research Documentation Policy Kristin Hackney 18 CRBO:

CRBO: OHSU Clinical Research Billing Compliance Office Contact Us Melanie Hawkins - Director, Clinical Research Billing Compliance Dena Clawson - Clinical Research Billing Specialist Kristin Couture - Clinical Research Coverage Analyst Kristin Hackney - Lead Clinical Research Coverage Analyst Shanan Whitlatch – IS Project Lead Kristin Hackney 19 CRBO:

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