1. Kerri Briesmiester CTMS Application Manager & OnCore Coordinator
MBECT Sunset Kickoff
Kerri Briesmiester CTMS Application Manager & OnCore Coordinator

2. Agenda Background Info on MBECT Shutdown New Studies
Existing Studies in MBECT
Migration Schedule
Roles & Responsibilities
Training Requirements
Value & Benefits
MBECT Pricing Tool

3. MBECT Sunset MBECT will be shutdown on 12/31/19
Multiple security risks and software issues
No changes for Clinical Trials

4. New Clinical Research Studies
Focus on Clinical Research Studies with billable items and services
As of June 1, new studies will be managed in OnCore and the CTSUs.
Expecting ~10 new clinical research studies per month
Follow current CTSU workflows
Complete Intake Form

5. Existing Studies in MBECT
Existing studies in MBECT will be migrated to OnCore by November 1, 2019
~200 studies to migrate
~16,000 subjects to migrate
1:1 meetings with 60 faculty new to OnCore
Complete migration by November 1, 2019

6. Migration Schedule July-Aug May - Sept Sept-Nov
Study identified with Billable Items & Services
Build & Validate Calendar and Budget
OnCore/CTSU Finance/Study Teams
Study Team Training
Migrate & Validate Protocol and Participant Data
OnCore/Study Teams
Convert to Clinical Research Billing Workflow
OnCore/CRAO/MiChart/Study Teams
GO LIVE
May - Sept
July-Aug
Sept-Nov
Prepare & Transfer Research Account to CTSU Finance*

7. *Financial Account Management
Follow guidance already available for clinical trials
Determined on a case by case basis when it doesn’t clearly fit the guidance
CTSU Finance may require creation of a sub-account if project is part of a larger award

8. CTSU Lead Administrator
Point of contact for all communications with Study Teams
Requesting Protocol, Budget and Contract from Study Teams
Meeting with faculty new to OnCore
Request accounts for new PI’s
Available for questions

9. CTSU Finance Team Validate budget build
Discuss, on a case by case basis, management of research account with Departments
Assist Departments in preparing for transfer of research account
Collaborate with Department Research Staff to build budget, if one is not available

10. Calendar Review & Analysis Office
Add Michigan Billing Codes to Calendar
Review and approve care designations
Validate the Calendar Build
Assist with calendar revisions and visit tolerances
Link patient to timeline
OnCore Chargemaster Maintenance
Provide Codes and Prices for all new studies

11. OnCore Team Roles & Responsibilities
Identify existing studies in MBECT qualified for migration
Collect protocol, contract and budget
Coordinate the calendar and budget build
Coordinate and manage the migration of protocol and participant data
Send protocol and calendar to MiChart
Coordinate end user training
Provide end user support

12. MiChart Research Team
Support conversion to Clinical Research Billing Workflow
Activate Clinical Research Billing Workflow in MiChart
Provide end user support

13. Revenue Cycle & Research Billing
Assists with Study Activation on the New Billing Workflow
Research Billing Team
Manages all billing
Review of Charges and Source of Truth
Handles all unscheduled Occurrence Forms
Resolute Team
Technical work related to the Billing Workflow in MiChart
MiChart Chargemaster Maintenance

14. Principal Investigators
Meet with CTSO/CTSU Leadership
What it means to be part of a CTSU
Study in OnCore
Close studies that do not need to remain open
Activate OnCore Account
Be prepared to sign-off in OnCore for new studies

15. Study Teams One-time Migration Activities
Provide Protocol, Budget & Contract for build
Validate Calendar Build
Update participant data in MBECT
Complete required training activities
Update and validate participant data in OnCore after migration
Participate in Conversion Room for Clinical Research Billing Workflow

16. Study Teams
Ongoing
OnCore: Enroll new patients; mark visits as occurred; reset calendar when needed
MiChart: Run Workbench Reports
Consider scheduling this activity
Link upcoming encounters to visits on the timeline
When meeting with participants, check that encounters are linked
Re-link if appointment was rescheduled (new notification tool!)

17. Department Staff (Admin/Finance)
Provide Budget and Contract for build, if requested
Ensure research account reconciliation is up-to-date
Participate in transfer of research account to CTSU Finance
Explain any variances and previous reconciliation of the account
Answer any additional questions from CTSU Finance

18. Training Requirements for Study Staff
OnCore and MiChart Training required
MLearning OnCore CRA Certification
Introduction to OnCore (online)
OnCore Subject Management (in-person)
OnCore Protocol Maintenance (online)
MiChart Study Coordinator Training (in-person)
MiChart Encounter Linking (online)

19. Training Requirements for PI’s
No required online training
CTSU Lead Administrator will request PI’s OnCore Account
For new studies, PI’s must review budget/calendar and “Sign Off” in OnCore prior to Open to Accrual
Tipsheet Available
CTSU Staff and OnCore Team available to assist

20. Value & Benefits Study Teams
All studies, for some teams, in one system
Point of control to decrease billing errors
Alleviate a major pain point and re-work.
Create ideal research participant experience
Improved workflow for cancelled/rescheduled appointments
InBasket message to SC  early notification to fix!!
Research indicator icon in scheduler’s sidebar report

21. Value & Benefits CTSU Finance Team
OnCore functionality for invoice management
Additional charge review tools and reports
Revenue Cycle
All information in one location
Less billing errors; less manual adjudication
Reporting
Can track / show adjudication errors and much more

22. After the Go Live
Studies moved to OnCore and the Clinical Research Billing Workflow require ongoing Patient Encounter Linking
Mark visits as “Occurred” in OnCore
New Studies
Complete the CTSU Intake Form to get started
Automatically included in new billing workflow once open to accrual
Follow subject management guidelines in the work guide

23. (Grant Pricing Assistance)
MBECT Sunsetting
(Grant Pricing Assistance)

24. CRAO’s Grant Pricing Assistance
For assistance in pricing outpatient-care items to build your initial budget or proposal, please contact the Calendar Review & Analysis Office (CRAO) by ing the specifics of your request to CRAO-
Be sure to include any existing protocol or other documentation. CRAO will provide a list of chargemaster prices for requested or protocol-driven items and services to facilitate the creation of a true-cost budget.
Contact CRAO with your request at the earliest opportunity.
Subject line “Grant Pricing Request: PI - Grant or protocol ID (if available)”.
should include contact information for yourself and/or a team member knowledgeable about the project and available to respond questions that come up during pricing process.
Don’t forget to CC your CTSU contact on request .
Once received, a CRAO team member will triage to appropriate staff and the CRAO staff member will respond in a timely manner.

25. Questions?