Research Billing Workshop

University of California San FranciscoCTSI, Clinical Research Center (CCRC): 

University of California San Francisco CTSI, Clinical Research Center (CCRC) ONLINE WORKSHOP: Applying New Research Billing Practices to CCRC Studies Revised 5/2007

Instructions: 

Instructions Pay close attention to all information and instructions. Go through the Steps IN ORDER. Watch for pink prompts pointing you to the next Step. Green help boxes refer you to the best person to ask for help with that Step. A list of Contacts is on the last page. For questions not covered, contact Jennifer Barcly, CCRC Operations Analyst (barclayj@gcrc.ucsf.edu) at 353-8799

Introduction: 

Introduction On July 1, 2004, University-wide changes to Research Billing practices were initiated. The coordinator/accounting person for each study is required to do some front-end tasks to get things set up. After that, the CCRC will do the rest! The following will guide you step-by-step through the new process NOTE: This online workshop applies only to studies being done on the CCRC.

Objectives: 

Objectives By the end of this workshop, the participant will be able to: Establish a ZZ Account; Add a study to the Research Dictionary; Link current enrollees to a study; Notify the CCRC of your study’s registration; Know who to contact for more information or to answer questions.

Step 1 (optional)Attend the IT Systems Training Class: 

Step 1 (optional) Attend the IT Systems Training Class *NOTE Since this class does not teach the process as it applies to CCRC studies, much of what is taught will not apply to CCRC study coordinators. The CCRC will be linking your subjects for you. The class is only required if you need an IDX permission level that lets you link your own subjects in IDX (if you are doing non-CCRC research in the Medical Center). GO TO STEP 2 To schedule a class, contact Donna Chao at 353-9254. For questions about class content, contact Stanley Warren at 353-9256.

Step 2Establish a ZZ Account for Your Study: 

Step 2 Establish a ZZ Account for Your Study New: EVERY clinical research study must establish a separate ZZ Account, even if it is a Category A study and no charges will be made to the account. The ZZ Account will be used to link your subjects to your study for Medicare and other reporting purposes. If you already have a ZZ Account established for your study, SKIP STEP 2 AND GO TO STEP 3 . For help on this step contact Nina Feero at 353-4802.

Slide7: 

To establish a new ZZ Account: Go to http://training.ucsfmedicalcenter.org/ Click “Course Catalog” Scroll down to “Research Billing” and double click on “Research Billing Forms” An Adobe Acrobat file will open The first page of this document is the page you need (“Attachment 1 – Clinical Research Study ZZ Medical Record/Visit Number Creation Request”). For problems with the form, contact Donna Chao at 353-9254. For help on this step contact Jennifer Barclay at 353-8799.

Slide8: 

Print and fill out the form If you do not have funding, write “LINKING” in the Fund/Account fields Fax the completed form to Central Registration at 885-7448 A ZZ Account Number will be assigned to your study and will be faxed back to you Don’t forget Step 6 below. GO TO STEP 3 

Step 3Add Your Study to the Research Dictionary: 

Step 3 Add Your Study to the Research Dictionary For help on this step contact Nina Feero at 353-4802. Email the following information to Nina Feero (nina.feero@ucsfmedctr.org) when you have received your ZZ Account information: ZZ Account Name and Number CHR Number Contact person’s name, address and phone number (to receive bills, discuss problems) If you have currently enrolled subjects GO TO STEP 4 If you have not enrolled subjects GO TO STEP 6

Step 4Link your already-enrolled subjects: 

Step 4 Link your already-enrolled subjects If you have no enrolled subjects GO TO STEP 6 One time only, email the completed “Research Patient Linking” form* listing all current enrollees to Tim Arnold (tim.arnold@ucsfmedctr.org) including: ZZ Account Name and Number CHR approval number All subjects’ names and medical record numbers GO TO STEP 6 *For help on this step or to get the form, contact Tim Arnold at 353-3885.

Step 5: 

Step 5 Deleted 10-18-04

Step 6Notify the GCRC*: 

Step 6 Notify the GCRC* Email the ZZ Account Name and Number (Step 3) to Jennifer Barclay (barclayj@gcrc.ucsf.edu.)* Be sure to include your CCRC Protocol Number! *For new studies, this step will be done at the meeting when your reservation form is drafted. For further information contact Jennifer Barclay at 353-8799.

And that’s it!What happens next . . .: 

And that’s it! What happens next . . . The CCRC will link your subjects to your study as we process your reservations. We will also attach the (IMF) code to each visit (Category A to the CCRC link; Category D to your study’s link). Be careful when sending Inpatient Admission forms to Hospital Admitting. They will attach insurance for your inpatients based on the information you provide in the “Research” section. For help with reservations/admissions contact Jennifer Barclay at 353-8799.

Slide14: 

Each month your study will receive a report from Medical Center Finance detailing activity on your ZZ Account. Carefully review these reports to be sure they are accurate. Please refer to the CCRC Study Coordinator Handbook, Section 2, for additional information on outpatient reservations and inpatient admissions. To resolve CCRC billing issues contact Cathleen Tierney at 476-9232. To resolve Medical Center billing issues contact the PFS Research Billing Unit at 353-3727. You can get a Handbook from Jennifer Barclay at 353-8799.

Slide15: 

Thank you for completing this Online Workshop. If you need further help, please contact one of the people listed on the next page.

Contacts: 

Contacts