Page 318 - CHST Research Administration eBook 2 of 2 (Q4 2021)

STANDARD OPERATING PROCEDURE Research Administration SOP No: R109 SOP Title: EPIC Billing Compliance
1. PURPOSE
The purpose of this standard operating procedure (SOP) is to describe the standard procedures to be followed for covering all research related charges through the EPIC billing system. Additionally, a training plan is outlined in support of our institution’s transition to EPIC billing compliance.
2. INTRODUCTION
Alongside our institution’s strategic priority of efficiency, we have incorporated support from Information Systems to improve the management of research related charges incurred at Children’s Health. As part of our business acumen, all research related charges must be accounted for in an approved study budget and agreement to secure reimbursement. Additionally, all research related charges must be managed and accounted for to instantiate invoicing. The EPIC billing system is a newly developed method to improve the efficiency of managing research related charges directly in the Patient Accounting system to prevent, detect and correct research billing errors.
Alongside our institution’s strategic priority of quality, adequate resources and training are provided to ensure that our institution’s operations are not compromised while transitioning to the EPIC billing system. Toward this end, a training plan wherein the progress toward successful completion of the training and competency requirements are documented for all research personnel delegated participant management responsibilities as defined in the aforementioned policy.
3. SCOPE
This SOP applies to Children’s Health employees engaged in research as defined in policy, CP 7.12 Responsibilities of the Research Team. As part of this initiative, the research study team is responsible for working collaboratively with the billing analysts to ensure that all research related charges are accurately accounted for. As defined in Table 1, the appointed team lead will work with Information Systems and Research Educator to develop and complete a training plan. The research educator will advertise the training plan. Additionally, the team lead and appointed Information Systems representative will work together to track completion of training, competencies and compliance. Research Leadership and Finance will oversee operations, as well as enforce the training plan and EPIC billing compliance.
Table 1. Scope of Responsibility for EPIC Billing Compliance by Position
Billing Information Team Leads/ Research
Study Team
Analyst Systems
Research Educator
Leadership/ Finance
Ensure:
ü Study Approvals
ü Finalized Budget
ü Initiate Build of HAR
1. Register Subjects in Velos
2. Set Research Encounter
3. Associate Orders
4. Enter E&M Charges
5. Reconcile Invoices
1. Build HAR 1. 2. Move Research
Charges into 2.
Study Account 3. 3. Invoice to the 4. Study 5.
4. Work with Study Team to resolve
discrepancies
5. Bill the Study for
all Research Charges
1. 2. 3.
Develop Training Advertise Training Implement Training Resolve Discrepancies
Track:
• Training
• Competencies • Compliance
1. 2.
3.
Oversee Operations Oversee Training Initiatives Enforce EPIC Training & Compliance
Development of EPIC Billing System
Participate in Training Resolve Discrepancies 4. Track Compliance Provide Compliance Report to Research Finance & Leadership
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