Office of Sponsored Programs FAP/SiteMinder User Group Meeting

Office of Sponsored ProgramsFAP/SiteMinder

User Group MeetingSponsored by:

UAB Office of Sponsored ProgramsClinical Billing Review

http://www.uab.edu/osp/clinical-billing-review June 19, 2013

Kaul Human Genetics Building Finley Conference Center

AgendaJune 19 FAP/ SiteMinder

User Group Meeting

• Overview of clinicaltrials.gov-Penny Jester• OIRB questions-Nancy Stansfield• SiteMinder updates – Ashley Specht

OSP Submission Reminders – Jereme Logan

FAP Updates- René Jooste

Research Radiology-Haley Witte

SiteMinder Reminders – Ashley Specht

Questions for the OIRB – Nancy Stansfield

Upcoming meeting dates- no July meeting

August 21st, Finley Conf Center 12-1pm

Jereme Logan

Grants and Contracts Officer

[email protected]

205-996-2395

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OSP Submission Reminders

• OSP Policy for Proposal Submissions http://www.uab.edu/uabra/ogca/ogcapdf/listserv_doc/Policy_for_Proposal_Submissions.pdf

• Submit Draft Proposal, UAB Extramural Checklist and Project Personnel List (PPL) to OSP 7 Days before the Deadline.

• “Paper” Final Proposal – (3 business days before the Deadline)

• “Electronic” Final Proposal (3 business days before the Deadline)

• OSP Dropbox (See OSP website)

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OSP Submission Reminders

• Paper Submission: Includes the submission of the UAB Extramural Checklist with all signatures, Responsible Personnel List (RPL) and a paper copy of the proposal. This copy should include all completed forms- scientific sections may be still be in draft form

• Electronic Submission: Includes delivery of the UAB Extramural Checklist with all signatures, RPL, and uploading the corresponding proposal to the OSP drop box for review

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What is a Complete Proposal Package?

• To allow adequate processing time by the OSP Officer, allow for identifying of any potential problems with the electronic submission

• Overburdened Web Submission Portals - Intense utilization of grant seekers around the world may adversely affect efficient interactions among the websites

• Ensuring sufficient review time for CIRB. (A proposal may not be submitted to a sponsor without CIRB approval)

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Considerations for OSP Submission Policy

• Supplemental review by UAB Office of Counsel, UAB Research Foundation (technology transfer office), Media Relations, etc. may be necessary even at the proposal stage. (Becoming much more pervasive)

• Need for UAB Authorized Institutional Signature at proposal stage

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Considerations for OSP Submission Policy

•Contact your OSP Officer as soon as possible to notify him/her of the

tardy submission – there may be important issues/considerations of

which you are not aware that need to be addressed immediately to

ensure the application is timely submitted by the sponsor’s deadline.

(e.g. Required legal review, etc.)

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Submissions Outside OSP Policy

René Jooste

Clinical Trials Billing Officer

[email protected]

205-996-9350

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FAP Reminders

• Indicate professional services to be covered through effort e.g. physical exams, device placements

• Locations of service- be specific e.g. cath lab, OR, JT15. Indicate if multiple locations could be involved for the same activity

• Indicate either/or situations for SOC designation

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Bill-to-designation- helpful hints

• local (Al) or national (countrywide)

• could apply to a service considered “routine” at UAB

• typically revisited by CMS or private insurance on a regular schedule

• best practice- should a protocol required activity have a non-coverage decision, sponsor should cover for all study participants

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Non-coverage decisions

RADIOLOGY RESEARCHHow to order and schedule Radiology Exams

PAPERLESS…

We will no longer accept the paper Research request in order to schedule a Radiology appointment

All orders must be placed in IMPACT by the study team and scheduling contacted to have the patient placed on the imaging modality’s schedule

CURRENTLY AVAILABLE POWERPLANS

Rad Rsh Misc (everyone who does not have their own separate powerplan)

Rad Rsh OBGYN RA (Ronald Alvarez) Rad Rsh OBGYN WH (Walter Huh / Barnes) Rad Rsh Onc AFT (Andres Forero-Torres) Rad Rsh Onc CF (Carla Falkson) Rad Rsh Onc FR (Francisco Robert) Rad Rsh Onc GB (Graeme Bolger) Rad Rsh Onc JP (James Posey) Rad Rsh Onc LN (Lisle Nabell) Rad Rsh Onc NB (Naresh Bellam) Rad Rsh Onc RC (Robert Conry) Rad Rsh Pulm JAdA (Joao deAndrade) Rad Rsh Radiology PI (PI from Radiology Dept – Lockhart, OMalley,

Morgan, Vattoth, Singh, Robbin)

DIAGNOSTIC X-RAY

In regards to plain film x-rays, at the present time these exams are not scheduled; the patients simply present for the exam per the instructions of their physician.  These orders should be placed with a “future on-hold status” as other radiology orders.  The front desk staff activates the order upon patient arrival. 

CONTACT

Haley [email protected] # 4514

** “RIS on call” in UAB Paging

Brandi Bargerbbarger@uabmc.

edu205-996-5387Pager # 3009

SiteMinder Reminders

Ashley SpechtProgram Manager [email protected]

205-996-9754

•No Manual CTBN’s Please:

• If a study is managed in SiteMinder, you must update the appointment to create the CTBN from Site minder

• Manual CTBN's are not acceptable for studies you are managing in SiteMinder

•Pagers

• The CBR staff will no longer carry pagers for Siteminder issues.

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SiteMinder Reminders

• UAB Hospital Laboratories Urine Collection Container Change

• “Effective June 3, 2013, the UAB Hospital Laboratories will no longer accept urine cups. After June 3rd, all urine cups received will be rejected, and recollection will be required. Urine must be transferred to the appropriate urine collection tube(s), either Yellow top or Gray top, prior to delivery to the laboratory.”

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UAB Hospital Laboratories Reminder

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For more information, please refer to the UAB LabSource website:

http://www.labsource.hs.uab.edu/labsource/

• It is important for study personnel to schedule and keep visits on the Timeworks Professional Calendar in a timely manner

• Visits should be scheduled by 5pm before the date of service

• Visits should be kept within 48hours (2 business days) after the research visit has occurred

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CTBN Reporting Guidelines

CTBN Performance Reports

05/11/2013 – 06/14/2013

CTBN Overall Performance05/11/2013 – 06/14/2013

UAB Office of Sponsored ProgramsClinical Billing Review Unit

Siteminder Performance Report SummaryAppointments and CTBNsPeriod 05/11/2013 – 06/14/2013

Overall Summary

Total CTBNs Filed 762Original 737Revised 25% On Time 91%% Late 09%

Total Appointments 752% On-Time 83%% Late 17%

CTBN YTD Performance

Units 80% and Above Through

June 2013

Unit CTBN On Time % Average008-Nephrology 100011-AVRC 100012-Microbicide 100015-Card:Nuc 100025-Cardiology - MRI 100031-Neuro-Multiple Sclerosis 100060-OB/GYN-MFM 100078-Hypertension 100026-GI/HEP 99002-Gyn/Onc 97009-SOM-ID 96010-1917 Clinic 96036-Neuro-Epilepsy 96066-OTOL 96017-Cardiology-EP 95014-Clinical Nutrition 93018-Cardiology-IC 91069-Surg - Neuro 91007-Nephrology 89022-Dermatology 89097-Psychiatry 89033-Neuro-Stroke 88098-Emergency Medicine 88034-Neuro-Movement Disorder 87021-Rheumatology/Immunology 83067-Surg:CardioVascular 82083-OB/GYN:WPMRS 82

SiteMinder 100% Club PI and Study Coordinators

100% Scheduling and Keeping Appointments05/11/2013 – 06/14/2013

• 009 – SOM-ID• 018 – Cardiology – IC• 060 – OB/GYN – MFM• 069 – Surg – Neuro• 076 – Surg – Urology• 097 - Psychiatry

SiteMinder Training 2013

• July Siteminder Initial Coordinator Training • July 5th Training Cancelled

• Next Siteminder Initial Coordinator Training• Friday, August 2nd • Location: Cudworth Hall (CEC) Room 305• Time: 9:00am to 12:30pm

• To Register: • Complete CBR Siteminder registration form located at

http://www.uab.edu/osp/forms• and request username at Centernet support at

http://centernetsupport.hs.uab.edu

Nancy Stansfield

Asst. Dir Institutional Review Bd

[email protected]

(205) 975-3922

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Questions for OIRB

Kaul Human Genetics Building

Finley Conference Center

•July- No meeting

•August- 08-21-2013:12-1pm

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July & August Meeting Dates