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Patricia Linton, NP Debra Thiboutot System Support Analysts

Epic Research Billing Basics Managing Research Subject Patient Care Charges Snapshot #2: Associate Patients and Visits to the Study . Patricia Linton, NP Debra Thiboutot System Support Analysts. 3 Requirements to Direct Patient Care Charges. The study must be in Epic. .

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Patricia Linton, NP Debra Thiboutot System Support Analysts

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  1. Epic Research Billing BasicsManaging Research Subject Patient Care ChargesSnapshot #2: Associate Patients and Visits to the Study Patricia Linton, NP Debra Thiboutot System Support Analysts

  2. 3 Requirements to Direct Patient Care Charges The study must be in Epic. 2. The subject must be associated with the study in Epic. The research related visits must be linked to the study in Epic. 2

  3. PI/Designee Must Associate Research Subjects to the Study • Select the Partners Applications Icon on your desktop. Select ‘Epic Hyperspace’. • Log in using your Partners username & password.(You must complete RC 100 • Training in order to gain access to the Epic research dashboard.) Click on the Hyperspace Toolbar. Locate the patient look up window. Find the patient using the minimum database set: Name/MRN, Sex, DOB. Click on the patient name and the research studies activity window opens. 2. On the Research Studies window select to search for the study. 3. On the Search Field type the name of the study or Study Code. Click on the study. 4. Select the Study Status of Enrolled (you may opt for other selections to help manage study activity before and after enrollment. Other fields are optional). Click Accept. Patient is now enrolled in the study in Epic. 3

  4. PI/Designee Must Link Research Visits to the Study • What visits should be linked to the study? 4

  5. PI/Designee Must Link Research Visits to the Study • Finding visits/appointments in Epic and linking to the study. • Log into Epic. The ‘Research Home Mgmt’ dashboard is displayed (#1) . • Look in ‘My Reports-Favorites’ (#2) or ‘Research Reports’ (#3) for ‘PHS Appt Search for Upcoming Visits’(#4). Click on the down arrow to the right of this report next to Ready to run and select ‘Edit’ (#5). 5

  6. PI/Designee Must Link Research Visits to the Study • Identify your study/studies that you want to appear on the report you will run • to find visits/appointments. • On the Criteria Tab (1) of the Report, locate the Research Study ID (2)field and • enter each of your study titles (3). Click Save As (4) then Close (5) report. 6

  7. PI/Designee Must Link Research Visits to the Study • Go back to the Research Dash Board and click • Locate the patient and visit on the report. • Highlight (1) the encounter and click the Link to Study (2) button. 7

  8. PI/Designee Must Link Research Visits to the Study • A ‘Link to Study’ screen will display listing all studies in which the subject is • enrolled.(#1) • Click the box to select the correct study. (#2) • Select Accept (#3). 8

  9. PI/Designee Must Link Research Visits to the Study • Note the Study Code and the Study Name also appear. (#2) • The appointment screen now shows a beaker icon (#1). • This visit is now linked to this study. Note: Linking the visit to the study does not assign the charges to the research fund or insurance/self-pay. You must review and assign charges after the visit/service is complete. See ‘Research Billing Review’ Snapshot. 9

  10. Epic Research Resources • MGH Clinical Research Program Epic Research Website • Access via link - Epic Research • Access via Epic • Open Epic to PHS Research Home Mgmt dashboard • Select MGH Clinical Research Program. On CRP webpage, select ‘Epic • Research’ from vertical menu on right side of screen. 10

  11. Epic Research Resources  Click Icon for list • Epic Research Super Users by Department – • Clinical Research Program Research Super Users – Team Leads • A. Debra Thiboutot • B. Patricia Linton 11

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