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CTFM Instructions for Registering Telemedicine Encounters

Published on April 15, 2020 · Last Updated 2 years 9 months ago


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Due to the COVID-19 pandemic, many clinical research studies have transitioned to the use of telemedicine encounters in lieu of in-person research office visits. To ensure proper research registration and billing for these telemedicine visits, study teams are asked to follow the steps outlined below. Instructions vary based on the status of your study in our eTRACK to OnCore Financials migration project.

Studies using eTRACK:

  • During the pre-visit registration process, in the “location” section of the procedure line, please indicate “telemedicine” for the office visit.

Studies that have migrated to OnCore:

  • Studies that are open to accrual in OnCore and can add subjects’ calendars and visits: during the pre-visit registration process, please indicate “telemedicine office visit” in the Clinical Comments box.
  • Studies using Epic In-basket Messages as a workaround (study is not yet “live” in OnCore but the division has officially migrated over to OnCore) or the visit is a same day/late visit: please indicate “telemedicine office visit” in the Epic In-basket Message under the “Office Visit” section. Please ensure date/time/provider information is also provided on the Epic In-basket Message form.

Confirming visits after telemedicine encounters have been completed:

  • In both eTRACK and OnCore, once visits have been completed, please indicate that the office visit was “done” so that the procedure can be invoiced to the sponsor.

Please forward any questions to the CTFM Registration/Charge Review team at ctfm [at] email.chop.edutitle="Email CTFM".

Stay informed about COVID-19 research-related updates. Bioresponse Team page on @CHOP for the latest Bioresponse enterprise updates.