Page 322 - CHST Research Administration eBook 2 of 2 (Q4 2021)

• SOC and Research procedures are not a 1:1 from a billing standpoint. If a research visit wherein all procedures are to be billed for research is completed, the additional fees listed on your SOA will still need to be entered as not all research charges will be accounted for in the RBR without entering the HCHG codes or listing the items outlined in the SOA in your comments section as described. If there are items on the SOA that do not have a HCHG code built (see attachment), please let your FA know and cc Research Finance. Until the HCHG code is built, please follow the guidance described above. Also, the actual time for staff is reflective of the entire time they were involved for the planned study events unless otherwise indicated on your SOA. Anesthesia time for example, would include the anesthesiologist time to prep, administer, monitor and document- not just the time the patient was medicated. Time is rounded up to the nearest 15 minute increment. EPIC is the SOURCE of truth and verification.
• The recommended pathway for ensuring all things are covered in your RBR is to build Billing Checklists (see first attachment). The attached template was shared by William Jones. You can modify his document to ensure and track billing, or create your own. I will be more than happy to meet with you to review them and help build them.
Also, the delegated study team member should respond to queries and verify the accuracy of the invoices with the billing analysts to ensure accurate billing.
5.2 Training Plan Development, Implementation & Tracking
Development of the Training Plan:
5.2.1 Build EPIC billing design and supporting materials.
5.2.2 GetapprovalfromRALeadershipandInformationSystemsleadershipforthetrainingplan.
5.2.3 PilotthetrainingplanamongfiveselectstudyteammembersfromRA.
5.2.4 Incorporatethefeedbackfromthepilotgroupandthescopeanddirectionofthetraininginitiativefrom
RA Leadership.
Implementation of the Training Plan:
5.2.5 Advertisethetrainingexpectationsandopportunities.
5.2.6 Schedule and coordinate the training opportunities.
5.2.7 Holdthetrainingsessions.
5.2.8 FacilitatethelearningandcompetencytowardEPICbilling.
Tracking of the Training Plan:
5.2.9 Record the Training date in the EPIC Training & Compliance Tracker
5.2.10Integrate data from the study account for each study team member once they have completed EPIC
billing compliance.
5.2.11Review the patient account for EPIC billing compliance across the five competencies (see section 4.2). 5.2.12Provide the compliance report RA leadership.
5.2.13Advise as to whether retraining is applicable for study team members performing below 95%
compliance. 5.2.14Retrain as appropriate.
6. STANDARDS/FORMS/TEMPLATES TO BE USED
Creating EPIC Encounters: For study visits required for research, it is essential the EPIC Encounters are set-
up accurately. Please, see the guidance attached to the back of this form.
EPIC Research Association _Direct Care Providers: For research procedures, please follow the guidance attached to the back of this form to ensure that you can offer assistance to direct care providers completing orders for research in EPIC.