c. Subject Related Events

TABLE OF CONTENTS

Indicating Procedure Alternatives

When the Coverage Analyst attaches multiple Charge Master events to a single calendar procedure, the Procedure Alternatives setting appears for the procedure in the Events section.

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• The FC would set the Procedure Alternatives to Yes if

  • a participant will have only one of the events at a given visit (ex: the participant receives either an Echocardiogram or a MUGA scan and there is a procedure on the calendar called “Echo/MUGA” with an Echocardiogram Event and a MUGA Scan Event attached)
    AND

  • the events underneath the calendar procedure have different costs that are separately invoiceable to the sponsor through OnCore (ex: the participant will receive either a Serum or a Urine Pregnancy Test and there is a procedure on the calendar called “Pregnancy Test” with a HCG-QUALITATIVE, SERUM Event and HCG-QUALITATIVE, URINE Event attached)

• The FC would leave the Procedure Alternatives set to No if

  • a participant will/could have all the events listed under the procedure at a given visit (ex: the participant will have both CBC and Amylase labs and there is a procedure on the calendar called “Chemistry” with a CBC Event and Amylase Event attached)

  • a participant will have only one of the events at a given visit, but the Department does not need to invoice the sponsor separately for this procedure (ex: the participant will receive either a Serum or a Urine Pregnancy Test and there is a procedure on the calendar called “Pregnancy Test” with a HCG-QUALITATIVE, SERUM Event and HCG-QUALITATIVE, URINE Event attached, but the sponsor will pay the same cost for the visit regardless of which type of pregnancy test the subject has)

Updating Costs

If a procedure is ever separately invoiceable to the sponsor (Pass Thru Events), you will enter the cost in OnCore.  If not, the cost is not need

1. From the Financials Console, select the Subject Related vertical tab

2. The list of procedures built into the OnCore calendar will appear on the page

3. Click the hyperlink for the procedure for which you need to add a cost.

4. The Procedures Details window will open where you can edit information for that event

   1. To enter a cost for the procedure globally (at all time points and when added as an Additional Procedure):
      
      

      1. If the Procedure has a Charge Master Event, you will enter the Negotiated Cost at the Event level (where highlighted below), then click Save at bottom right.
         
         

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      2. If there are multiple Charge Master Events AND Procedure Alternatives is Yes (circled in Red below), you will enter a Negotiated Cost at each Event (where highlighted below), then click Save at bottom right. The coordinator will be able to select which Event actually occurred.  The invoice will use the selected Event Name (ex: CT Abdomen).
         
         

      3. If there are multiple Charge Master Events AND Procedure Alternatives is No (circled in Red below), you will enter a Negotiated Cost at any one Event (like highlighted below), then click Save at bottom right. The coordinator will not be able to select individual events.  The invoice will use the Procedure Name (ex: Surgery).
         
         

      4. If the Procedure does NOT have a Charge Master Event, you will enter the Negotiated Cost at the procedure level (where highlighted below), then click Save at bottom right.
         
         

   2. To enter a cost at the Visit level for a Procedure that has a Charge Master Event, click on Actions in the rightmost column of the Event then select Visit Overrides (as shown below):
      
      

       

      1. You will be brought to the Visit Overrides page for the Event.  Select the checkbox(es) for which visit(s) you wish to update then click Set Visit Overrides (as shown below):
         
         

      2. A pop-up to Set Visit Overrides will appear.  Enter the Negotiated Cost you want to apply to the visit(s).  Make sure the Charge Type is Pass Thru if this will be separately invoiceable. Otherwise, select Milestone. Click Save.
         
         

      3. Continue the process for all visits that need costs entered.  To return to an earlier menu item, use the folders at the top (shown below).
         
         
         

      4. To designate what the cost of the Event(s) should be if it  added added as an Additional Procedure by the coordinator (for Unscheduled Visits or Conditional Procedures), make sure a cost is entered at the Event(s) Level as shown below.  This should be done whether the cost is the same or different than the cost at scheduled visits.
         
         

   3. To enter a cost at the Visit level for a Procedure that does NOT have a Charge Master Event, click on the Set button to the right of Visit Overrides (as shown below):.
      
      

      
      
      
      

      1.  

         1. You will be brought to the Visit Overrides page for the Event. Follow the steps in 4.b.i to 4.b.iii above.

         2. To designate what the cost of the procedure should be if it is added added as an Additional Procedure by the coordinator (for Unscheduled Visits or Conditional Procedures), make sure a cost is entered at the Procedure Level as shown below.  This should be done whether the cost is the same or different than the cost at scheduled visits.
            
            

Updating Charge Types

The Charge Type for Subject Related Events (calendar procedures) will default to Milestone.  If a procedure is separately invoiceable to the sponsor (in OnCore they are Pass Thru Events), you must update the charge type for the procedure from Milestone to Pass Thru. 

1. From the Financials Console, select the Subject Related vertical tab

2. The list of procedures built into the OnCore calendar will appear on the page

3. Start at the top of the list and click the hyperlink for each procedure

4. The Default Charge Type for Sponsor paid services is marked as Milestone which you can update to Pass Thru based on the negotiated budget terms.

   1. If the procedure does NOT have a Charge Master Event and will be Pass Thru at all visits, select the Charge Type drop-down and change from Milestone to Pass Thru (as shown below):
      
      

   2. If the procedure DOES NOT have a Charge Master Event and the procedure will only be Pass Thru at some visits, select the Set box next to Visit Overrides
      
      

       

      1. You will be brought to the Visit Overrides page for the Event.  Select the checkbox for which visits you wish to update to Pass Thru then click Set Visit Overrides (as shown below):
         
         

      2. A pop-up to Set Visit Overrides will appear.  Change the Charge Type to Pass Thru if this will be separately invoiceable. Make sure the Negotiated Cost you want to apply to the visit(s) is entered.  Click Save.
         
         

   3. If the procedure has a single Charge Master Event or multiple Charge Master Events with Procedure Alternatives set to Yes and will be Pass Thru at all visits, select the Charge Type drop-down to the rightmost column of each Event and change from Milestone to Pass Thru (as shown below):  You will need to do this for each Event.
      
      

   4. If the procedure has a single Charge Master Event or multiple Charge Master Events with Procedure Alternatives set to No and the procedure will only be Pass Thru at some visits, click on Actions in the rightmost column of only one Event then select Visit Overrides (as shown below):
      
      

       

      1. You will be brought to the Visit Overrides page for the Event.  Select the checkbox(es) for which visit(s) you wish to update then click Set Visit Overrides (as shown below):

      2. A pop-up to Set Visit Overrides will appear.  Change the Charge Type to Pass Thru if this will be separately invoiceable. Make sure the Negotiated Cost you want to apply to the visit(s) is entered.  Click Save.

   5. The SOC and Pass Thru settings are mutually exclusive for a visit - you cannot indicate that an event is both SOC and Pass Thru for the same visit.  If a service can be billed as either depending on allowable circumstances, the Coverage Analysis will show R(TBD), and it will default to Milestone.  Update this Charge Type to Pass Thru.  The coordinator checking in the Visit must change this to SOC if it is not covered by the Sponsor under the terms of the contract for this individual at this visit.

   6. Subject procedures may stay at the defaulted charge type of Milestone if no billing is taking place in OnCore.

Adding Budget Only Procedures

1. From the Financials Console, select the Subject Related tab under the Budget tab

2. Click the Select Budget Procedures button at the bottom right of the screen

3. A Browse Results pop-up window will appear

   1. Begin typing an Event Description in the Find-As-You-Type field and the drop down list will filter

   2. Select the appropriate event by clicking on it when it appears on the list

   3. Click the Add hyperlink

   4. Repeat this process for all of the Budget Procedures associated with your study and then click Submit

   5. All of the Budget Only events will be added at the bottom of your budget and indicated with an asterisk

4. Once you have added all of the Budget Procedures for this protocol, proceed to the subsequent section to add the Budget Procedure Visit/Treatment Schedule details for each procedure you added

Budget Procedure Details

1. The visit/treatment schedule must be defined for Budget Procedures

2. Click the hyperlink for the added procedure

3. Click the Visits/Schedules hyperlink

4. A pop-up window with two horizontal tabs will appear 

   1. You will automatically be brought to the Visits tab

      1. The visits that are available are defined in the protocol calendar

         1. You CANNOT choose any visits/schedules that do not already exist on the calendar

      2. Check the Select? checkbox for any applicable Visits 

      3. Click "Submit"
         
         

   2. Click the Treatment Schedules tab

      1. Select any schedule(s) defined for the Protocol Calendar

         1. If you need to create a new schedule that is defined on the protocol calendar, please contact the OST

      2. Check the Select? checkbox for any applicable Treatment Schedules

      3. Click "Submit"

   3. Click "Close"

5. The selected Visits and Treatment Schedule will appear on the Procedures Detail-Schedules block

6. To adjust the number of occurrences of a procedure during a single visit, click the "Details" button in the bottom right corner of that block

   1. This will open a Browse Results window where you can alter the Number of Occurrences for a given visit

   2. The number 1 will automatically be in each of the No. of Occurrences boxes to indicate that the event takes place once. If the event will occur multiple times, the number can be edited

   3. Click "Submit" and "Close" once you have edited the numbers as applicable to return to the Procedure Detail screen
      

7. Update Charge Type, Negotiated Amount, and Visits as applicable for your study

   1. Follow the instructions for Updated Charge Types from the Subject Related Items section
      

   2. Click "Submit" and "Close"