1. ClinCard System: Medical University of South Carolina
Ryan Mulligan, MRA, MS, CCRP
Grants & Contracts Navigator
SCTR SUCCESS Center

2. 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.

3. The ClinCard System

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

5. 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

6. ClinCard Package Example

7. 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

8. 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

9. 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

10. 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 , twice daily if there are payments awaiting approval
Note: A ClinCard user CANNOT be a Site Coordinator & Approver for the same study

11. 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

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

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

14. 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.

15. How do we use ClinCard?

16. Assign a ClinCard

17. Make a visit payment

18. 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

19. 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

20. How do I request to use ClinCard?
ClinCard Study Setup and ClinCard Order requests can be submitted through SPARCRequest (
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 AXXX
Pro# (eIRB number)
Please upload all IRB approved Informed Consent Documents

21. 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.

22. 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!

23. Requesting ClinCard Services

24. Requesting ClinCard Services

27. 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

28. 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.

29. For Questions or
More Information:
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