Research Registration and Charge Review

The CTFM Research Charge Review Team is responsible for scheduling all research outpatient phlebotomy visits at the Main Campus/Specialty Care Centers and Division of Allergy Research visits. Study Team should contact the respective Hospital Departments to schedule all other research visits. All research visits with billable procedures will require a Pre and Post Visit submission to CTFM. This is a key component for accurate and compliant research registration and billing. If you are unsure who to contact for your study for registration and charge review questions, please contact the CTFM Team.

Keynames will be automatically created by the Oncore/Epic interface functionality. The keyname consists of the PI’s active directory (login) name, underscore, full IRB number.

All visits that had the proper Pre and Post visit submissions completed in OnCore or Epic IB Messages will result in the visit charges being sent to the Epic Research Charge Review Report for the CTFM team to perform research billing. Every charge from the visit on the Epic report is reviewed by the Charge Analyst on a daily basis. The Research Charge Analysts will compare the charges to the OnCore Post Visit submission forms and move all charges listed on the form to the research account in Epic. Any procedure not listed in the OnCore Visit Form will be released to Standard of Care billing.
Study teams will have the opportunity to review all charges sent to their research accounts before the charges are paid by CTFM Accounting. At the beginning of each month, study teams will receive an email with reports of all research charges to review and confirm accuracy. For questions concerning research patient charges, please contact the CTFM Team.

All research visits with research billable procedures must have a Pre and Post visit submission to CTFM. Please see the outline below of the visit submission process.

Pre-Visit: Used by CTFM for Research Registration & Visit Linking (Please submit at a minimum, 48 hours before the visit. Pre-Visits can be submitted further in advance, do not have to wait until 48hrs before the visit. Option for pre-visit submissions under 48 hours listed below.)

1. Schedule research service(s) with the respective hospital cores/divisions. If radiology visit, please use radiology billing form during scheduling – form must be scanned into Media tab.
2. Submit research Pre - Visit notification to CTFM options:
   1. If you have at minimum, 48 hours advance notice of the visit, please use OnCore Pre-Visit Confirmation process.
      • During this step, please use the Clinical Comment box to request CTFM scheduling of outpatient phlebotomy or research allergy visits.
      • Example Comment: Please schedule BGR 1 Lab on 7/27/22 @ 10am.
   2. Use Epic In-Basket messages for Pre-Visit if study team has less than 48 hours’ notice of visit occurring.
   3. Use Epic In-Basket messages for Pre-Visit if the visit is a screening visit and patient has not yet been consented to the study. If a screening visit, please also manually associate subject to study in Epic first before submitting the Epic IB message.
   4. Use Epic In-Basket for Pre-Visit if the visit is an Additional Unscheduled Visit
3. If requesting CHPS Nursing visit – please send Epic In-Basket Message (use Research Visit message template & RSH CHPS Nursing Flag)

Post Visit Check In – Used by CTFM for research charge review. (Please complete within 48 hours or 2 business days after the visit ends.)

1. Go into the same visit in the Oncore Subject Calendar that had Pre-Visit completed or find the visit in the OnCore Subject Calendar that corresponds to the Epic IB message that was submitted.
2. Change visit to Occurred status, and check in all the itemized procedures on the form using the correct billing designations (SOC, Missed, N/A…etc) within 48 hours/2 business days of visit ending
3. Use the Additional Procedures button to add any additional research services that were done for research but not listed on the OnCore budget.
4. If this was an Additional Visit, please go to the Additional Visit selection and submit the form
   1. For Additional Visits, please remember to itemize the billable research procedures using the Additional Procedures button in the Additional Visit Form.