Page 488 - eBOOK VERSION 8 BOOK 2 of 2 JUL 2022

STANDARD OPERATING PROCEDURE Research Administration SOP No: F013 SOP Title: Research Billing to UTSW
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PURPOSE & INTRODUCTION
The purpose of this standard operating procedure (SOP) is to describe the process used at Children’s for Research Billing to UTSW. This SOP describes the process for ensuring that research charges are billed correctly, and invoices are sent timely to UTSW for all subjects and visits that incur research charges.
SCOPE
In parallel with Children’s Health priority of efficiency, support from Information Systems (IS) has been incorporated to help manage research related charges. EPIC is an electronic medical record database used by Children’s Healthcare System of Texas (CHST) in the management of patient information, health care, documentation, as well as accounting and billing. The EPIC Billing system method has been incorporated to manage research charges, prevent, detect, and correct research billing errors.
RESPONSIBILITIES & SPECIFIC PROCEDURE
This SOP applies to Children’s Health Finance group in Research Administration.
3.1. All study related procedures are entered by Research Study Coordinators or other personnel listed on the study team into the EPIC Billing system. At the first of every month, an EPIC billing report is generated by the Enterprise App Analyst Specialist (who is a part of Information Systems (IS)). The report includes all procedures related to research activity for the previous month that need to be invoiced. The Research Finance Manager will review the EPIC billing report and filter the data. The final version of the report is forwarded to the Research Financial Analyst.
3.2. The Financial Analyst will create a Research Charge Summary (also called a back-up summary template). The charge summary will include all research activity for a specific study. A template of this document can be found in the following pathway: (Research Finance Team/Research Monthly Billing/ EPIC Monthly Summary Invoices/Back-up template).
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