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Patricia Linton, NP Debra Thiboutot System Support Analysts

Epic Research Billing Basics Managing Research Subject Patient Care Charges Snapshot 1 : Linking the Protocol to the Project Fund . 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 1 : Linking the Protocol to the Project Fund 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. Meeting Epic Requirements to Direct Charges • How do Studies Get Into Epic? • Study Code Creation • The receipt of the study fund number and IRB approval may not occur simultaneously. The fund number may be created by Research Management prior to IRB approval because it is permissible for certain • study related services (e.g., staff salaries, subcontracts, etc.) to be charged • to a fund while awaiting IRB approval . • Patient care services may not occur prior to IRB approval. • Therefore, the creation of the Study Code which enables the billing for patient care services is predicated on both the receipt of the fund number and IRB approval of the protocol. 3

  4. Meeting Epic Requirements to Direct Charges • Upon receipt of the IRB protocol approval and the fund number from Research Management, the PI must determine if there are research related patient care services that will be processed by the General Hospital, MGPO or MGH Clinical Research Center. • If so, the PI/Designee must submitan amendment requesting that the IRB links the fund number to the protocol. • An automated process sends the study to Epic 24 hours after the IRB approves the amendment to link the protocol to the fund so that you may begin to use Epic to manage patient care charges. • The PI/Designee uses the Epic Study Code Format to access the study in Epic. • Epic Study Code Format: 11 character protocol number-6 digit fund number • (E.g., Protocol 2014P001234-Fund number 212345= Study Code 2014P001234-212345) • Be sure to include the hyphen between the protocol number and the fund number. • When a Study Code is requested, never abbreviate a Study Code, always report all 18 characters of the Study Code • Pending: the Study Code is recorded in INSIGHT/Agreements/Project Details 4

  5. Meeting Epic Requirements to Direct Charges • What studies belong in Epic? • The INSIGHT protocol must meet the following criteria to feed into Epic: • Protocols with Overall Status that begins with Active. • Protocols with the Type of Protocol (Humans  Protocol header) • A. Intervention/interaction • B. Excess human material • C. Tissue repository • D. Secondary use samples/date • E. Coordinating center /core lab • F. Cede Review • Linked to an Active Fund (listed in Agreements  Projects Details page) • A. With a project end date greater or equal to today. • B. With one of the fund codes: 066 (Research Sundry),068 (Research • Private), 072 (Non Federal Clinical/Corporate), 070 (NIH Fund) or 071 • (Other Federal Fund). • C. With the Patient Care budget not equal to zero for federally funded • studies (fund codes 070, 071) • D. With business unit 1200 (MGH). 5

  6. 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. 6

  7. 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 6

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