WE ARE 7 WEEKS INTO THE NEW BCA AND CHARGE REVIEW PROCESSES AND WOULD LIKE TO PROVIDE THE FOLLOWING REMINDERS:
When creating a new CRMS record, setting the study status to “New” triggers the central coverage analysis process. If you do not yet have a protocol, you should wait until you do, then enter the study status and attach the protocol.
ALL Epic encounters for any patient with an active subject status associated with an active protocol will be flagged for charge review. To assist the central charge review team and minimize queries to the study team, remember to do the following:
• Associate your protocol with the Epic calendar
• Link subjects to the study and study encounters to the patient timeline to help identify which encounters are related to the study
• Update the Subject status in CRMS or OnCore (NOT DIRECTLY IN EPIC-this info will push over from CRMS or OnCore to Epic) Very important: if your subject is inactive and you have not updated this status, ALL their encounters will continue to be flagged for review
• Use the research “smart phrases” in your Epic notes to identify study visits and services
• Update the Study billing status in Epic when all billing is completed (all invoices paid to UNCH) set this status to Inactive to stop the charge review process—don’t forget to inactivate studies that close with the IRB and never consented a patient
• Alert Integrated Billing or OCT if an older study has no Epic billing so it can be removed from the charge review process