Viewing the Billing Grid in OnCore

1. From the Home Page > Financials menu > Coverage Analysis Console
2. You will automatically be brought to the Protocol Summary in the Coverage Analysis Console
3. Type the protocol number into the "Select Protocol" field
4. Select Procedures

Procedure Overview

The Procedures tab is where all of the procedures listed in the protocol calendar will be listed. If no billing designations have been entered yet, the billing designation for every procedure will be listed as "M" (Milestone), which is the default designation.Once the billing designations have been entered by the financial team, the proper designations will appear in this list.

• The tabs along the top of the page allow you to toggle between versions of the budget (if any have been added).
• The Coverage Analysis version is dependent on the version of the protocol calendar. When a new protocol calendar or a new budget version is created, a new coverage analysis version will also be created. This allows the Budget entry team to adjust any new calendar amendments to match the sponsor-agreed upon contract.
• Budget versions and Calendar version numbers seen on the Procedures page are similar to what you'll see on the top right of the Billing Grid. On the Procedures tab, the left most upper tab is the most current version of the calendar/budget (this includes those in progress, if applicable).
• There are 4 instances of different tabs based on the status of the calendar or budget:
  
  • Released Calendar: If the most current budget or calendar were released, the release date will show in the parenthesis
  • New Unreleased Budget Version: You will see "(Released) +" but it will be a new budget version that has not been finalized.
  • New Unreleased Calendar Version: You'll see "(New)", "(Complete)", "(Clinical team signoff)", or "(Budget team signoff)" next to the version. Any of these statuses mean that the budget has not been completed yet. You may view previous version of the released budget on tabs with the dates in parenthesis.

  • Released New budget Only (same calendar version): You will see date in parenthesis of when the budget was released. Reminder: the most current budget and the most current calendar will match on the billing designations and charges, regardless of "version number".

    

1. Procedure Table:

   1. The procedures listed in the Clinical Procedure/Lab table consist of all of the clinical procedures defined in the protocol's clinical calendar, as well as any budget procedures that have been added by the Budget entry team.

   2. Individual procedures can be expanded by using the "+" or collapsed using the "-" to view Charge Master items that have been added

   3. Selecting the "Expand All" hyperlink at the top of the list will show all Charge Master events tied to all of the billing procedures
      

2. Footnotes

   1. Towards the bottom of the pare are calendar and financial only footnotes

   2. Financial only footnotes are only visible through the Financials Console or Coverage Analysis Console. Each financial only footnote starts with an index of "F".

Billing Grid Overview:

 The Billing Grid is a line-item list of the study activities and visit schedule, including the billing designations for each event and item, as well as, applicable footnotes in a table format. Once added by th ePre-Award team, the billing designations are seen on the Billing Grid page next to the appropriate procedure and visit. Procedures are listed othe left while the time points (or milestones) are listed at the top of the displayed Billing Grid.

1. Select Billing Grid from the left vertical tabs:
   
2. The Billing Grid Display Filters offer many options to customize your view of the Billing Grid: 
   1. Calendar and Budget Version Filters:
      1. Allows you to select the appropriate calendar and budget version
   2. Protocol Arm:
      1. Allows you to limite your display to a single treatment arm of the calendar
   3. Sponsor:
      1. Allows you to limit the display to show only procedures associated with a single sponsor if multiple sponsors are listed on the protocol
   4. Display Event Codes and Item Codes:
      1. Leave this box unchecked (Oncore calendars and OnCore Financials do not utilize CPT codes. As such, they will not be listed in the Billing Grid.)
   5. Billing Designations:
      1. Allows you to select onr or multiple billing designations
      2. Selectable billing designations:
         1. S = (SOC) Bill to Patient/Insurance
         2. R = (Research) Bill to Sponsor
         3. N/A = Not billable
   6. Supporting Designation:
      1. The Billing team will not be updating the designations, so you may leave this filter blank
   7. Refresh:
      1. Select "refresh" to apply your filter selections to the Billing Grid
   8. Clear:
      1. Click "clear" and "refresh" to rest the filters and remove them from the Billing Grid

The following table shows examples of what the Billing Grid might look like:

1. Exporting the Billing Grid:
   1. OnCore supports ecporting the Billing Grid from the Billing Grid page. To export the Billing Grid:
      1. Scroll to the bottom of the Billing Grid page
      2. Select "View Excel"
      3. After the file has downloaded, select the file from your browser's download folder