Page 138 - eBook Version 8 Book 1 of 2 JUL 2022

STANDARD OPERATING PROCEDURE Research Administration SOP No: R-Reg-009
SOP Title: ClinCard Establishment, Distribution and Management
1. PURPOSE
The purpose of this standard operating procedure (SOP) is to outline study subject payment management procedures and related guidance references for research studies conducted at Children’s Health System of Texas.
2. INTRODUCTION
As it is the continued goal of Children’s Medical Center Research Administration (RA) to facilitate the progress of research, PIs employed by Children’s Health can be supported through the RA and through the use of ClinCard. The relevance of this avenue of study management is essential to ensuring the well-being of subjects, as well as to ensure that proper review and conduct of research is followed through the subject payment using ClinCard. Additionally, guidance and contacts are provided for acquiring clincard through UTSW for research that is supported by PIs employed through UTSW.
3. SCOPE
This SOP applies to all Children’s Medical Center research personnel whose responsibility to manage subject payment for the study using ClinCard.
4. RESPONSIBILITIES
The current SOP focuses on the role of the clinical research coordinator (CRC) or the study staff responsible who will be engaging in the activities of requesting ClinCard payment.
4.1 Establishing a ClinCard
For research conducted by PIs employed through UTSW, please submit your request for clincard set-up at clinresclincard@UTSouthwestern.edu.
For research conducted by PIs employed at Children’s Health, please apply the remainder of the current SOP. Initially, the CRC/CRA will check with the research department if the funds are available to setup ClinCard payment for study subject payment. Once funds are available, Greenphire account will be funded by the Finance Manager. RA will evaluate each request for its cost effectiveness and fulfilment of the Mission and strategic priorities.
4.2 ClinCard Administration
The staff who will be involved in ClinCard management should contact research administration to setup ClinCard Training. Once clincard training is completed, an account will be created and the cards can be distributed upon receipt and delegation of a contact on the study team who will submit an inveotry report each month to the RA director.
4.3 Login to ClinCard
i) Go to www.clincard.com
ii) Enter your username and password. Keep in mind that your username and password are case sensitive so make sure to use capital letters as necessary.
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