Page 319 - CHST Research Administration eBook 2 of 2 (Q4 2021)

STANDARD OPERATING PROCEDURE Research Administration SOP No: R109 SOP Title: EPIC Billing Compliance
4. RESPONSIBILITIES
4.1 EPIC Billing Compliance
Ensuring adequate patient accounting for all research related charges through the EPIC billing system requires that a few key pre-requisites are completed prior to use.
Pre-Requisites:
ü Study Approvals: Institutional Review Board (IRB) and Performance Site Approval (PSA) (see CP 7.06 Initiation of Research)
ü Fully executed study budget (i.e., service order agreement [SOA]) and clinical trial agreement (CTA)
ü An established Hospital Accounting Record (HAR) for the study
EPIC Billing Compliance:
Once all pre-requisites have been met, the study team and billing analysts can work collaboratively to manage all research related charges and ensure accurate research billing after each study visit or whenever research related charges are generated for the study. See Table 2 below for the key responsibilities to be fulfilled when using the EPIC billing system.
Table 2. EPIC Billing: Key Responsibilities by Position
Research Study Team
Billing Analyst
Register: Study & Patients in Velos
Build: HAR
Select: Research Coordination Encounter
Review: Research Charges for Visit
Associate: Research Orders
Move: Research Charges to the Study
Enter: Emergency & Management Charges
Reconcile: Invoices for the Study
Reconcile: Invoices for the Study
Invoice: Bill the Study Account
4.2 Training Plan Development, Implementation & Tracking
Development of the training plan will rest with the appointed team lead and Information Systems representative. The training design, time course, materials, and instruction is provided in a formal training plan and approved by Research Administration (RA) and Information Systems Leadership and supported by the Learning Institute. To ensure the quality of the training plan, a select group of study team members from RA piloted the EPIC billing training. Feedback and compliance issues were incorporated from the pilot group and the scope and direction of the project and training initiatives were provided by the Director of RA to collaboratively reach a fully executed training plan. Comprehensive training resources can be found in Cornerstone, offered in person in forums that support realignment and maintenance of good practices, and our RA sharepoint.
The goal of the current training initiative is for all those who do research at Children’s Health to be fully knowledgeable and competent in managing research related charges through the EPIC billing system. In adjunct to this goal, all progress toward training and competency completion will be tracked by the appointed team lead and Information Systems representative for quality control. The tracking and compliance will be reported to Research Administration (RA) Leadership to inform their direction on operations management as well as to enforce compliance.
Implementation of the training plan will be supported by the research educator. The research educator will identify all those study team members responsible for research related billing management at Children’s Health. Additionally, the research educator will advertise and coordinate the training initiative through actively recruiting and scheduling all research team members for EPIC billing training. Initially, the study team members from RA and the Center for Cancer and Blood Disorders will complete the training followed by all other study team members at Children’s Health.
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