MMC-Einstein Research IT Forum. November 6, 2017
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1 MMC-Einstein Research IT Forum November 6, 2017
2 Agenda Updated Training Workflow Reminders Updated Research Billing Policy Research Billing Executive Steering Software updates Studies requiring activation in Velos 2
3 Updated Training Training Principles Include Intro to Research Billing Coordinate the Velos and Epic components PIs and coordinators take the same training New User Training Training required before Velos and Epic access is enabled Refresher Training Webinars Tip sheets
4 Workflow Reminders For studies that include orders/visits in Epic Register patient in Epic Associate patient to study in Velos Schedule patients in Epic (associate to research trial) Place orders in Epic (associate to research trial) Update patient status and dates in Velos Review and assign charges in Epic at least weekly
5 Finance Policy for Research JF17.1 Research Billing Policy recently updated Montefiore Intranet Ø Policies Ø Non-Clinical Policies Ø Administrative Policy and Procedure Manual ØFinance section 85BE2-4AA5-4AC2-B8BF-E55F896B08A0
6 Research Billing Steering and Oversight Senior leadership group to ensure coordinated decision Research leadership MMC revenue cycle leadership Research billing compliance Office of Clinical Trials Montefiore IT
7 Resources to the Research Community for Billing New Research billing unit within MMC Finance Velos team Epic team
8 Coming Software Updates Remove ability to add/update patients within Epic (should be done in Velos) Charge review filter to enable display of only new charges. Research Only study charges automated assignment to research account Optimization Use Epic alerts to identify patients eligible for trial For providers For patients Identify a pilot study for this initiative
9 Studies in Velos Requiring Activation
10 Studies in Velos Requiring Activation
11 Studies in Velos Requiring Activation
12 Studies in Velos Requiring Activation
13 Studies in Velos Requiring Activation
14 Studies in Velos Requiring Activation
15 Studies (2017) Requiring Activation-IRB Approved > 60 days
16 Clinical Research Definitions
17 Next Meeting Monday December 4, 8a to 9a, Price Room 351 Meeting invites for 2018 have been sent out
18 Velos-Epic Processes for Different Types of Clinical Research All IRB Reviewed Studies (Monte/Einstein and BRANY) Non MMC/Einstein PI (e.g. Ferkauf) and non MMC patient No Action Required in Velos MMC/Einstein PI or MMC patients IRB non exempt IRB exempt* IRB Approval Required OCT managed OCT not managed Procedures/consent performed at MMC/Einstein Participants consented Procedures/consent performed only at another institution Consent waived Study Documentation in Velos Study Summary Study Team Verification No Epic Submission No Action Required in Velos Full Study Activation in Velos Study Summary Study Team Verification Study Status Activation Send to Epic if: Interventional (drug/device/treatment) or Epic Orders or Epic Research Visits or Study Participation Flag or Do Not Send to Epic if: No Epic Orders (meds/tests/services) and No Epic Research Visits and No Study Participation Flag (confidential study) Enter study subjects in Velos All Cancer studies Other studies where Velos is needed to track subjects When entering subjects into Velos include all status updates: o Initial Consent Signed o Screening o Enrolled o Active on Tx o Active off Tx o Off study No need to enter study subjects in Velos If not a Cancer study Subjects do not need to be tracked in Velos *IRB exempt studies may include: Educational practices Cognitive testing, Surveys, Interviews Study of existing de-identified data, pathological specimens or diagnostic specimens Contact the IRB Exempt Categories Common Rule 45CRF (b) for more information
19 Velos-Epic Processes for Different Types of Clinical Research Send to Epic if Epic Orders (Meds/Tests/Services) Epic Research Visits Study Participation Flag Enter study subjects in Velos Document Initial Consent Signed status and then document ALL Status updates (Screening->Enrolled->Active on Tx->Off Tx->Off Study) No research associated charges Study flag only NO charge hold & review SOC charges only Epic orders** Epic visits Study flag Charge hold & review at present Automate process with new Epic charge handling rules Mixed SOC and Research charges Epic orders** Epic visits Study flag Charge hold & review & assignment This could be facilitated through creation of billing calendars to preassign SOC vs Research charges Research charges only Epic orders** Epic visits Study flag Charge hold & review at present Automate process with new Epic charge handling rules. **Studies with confidential results Use paper orders/requisitions outside of Epic Follow ancillary department workflow to keep results from filing to Epic
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