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Coronavirus Research Billing Notices and FAQ

Frequently Asked Questions (FAQ)

 

Questions & Answers (Updated 5/15/2020, check back frequently for updates)

Q. If we decide to put our study on hold for now, do we need to make any changes to the status in CRMS?

No. If the IRB makes any changes, they will interface with CRMS. There is no need to make changes to the study status in CRMS.

Q. Should I let CRBC know if we change the location or method of services in my study? (For example, moving to the CRU, Green Spring Station or Telehealth)

Yes. CRBC staff will make a note of the changes to the conduct of the study and whether or not we expect to see charges for the services. Please remember to follow IRB guidance before any changes (see links below).

Q. What should I do if my research participants need to get blood drawn or labs in an outside lab?

It depends. If the order is placed in Epic, the research billing workflow should still work. However, if the participant goes to an outside lab, you need to arrange with that lab to receive a bill if the services rendered are billable to research per PRA.

Q. Do I need to do anything “special” for telehealth visits?

Telehealth visits should follow the research billing workflows in Epic. However, please document a) the reason for the visit, b) what was done,  c) the visit point on the study timeline and d) total time of the visit.

Here are additional Johns Hopkins Research Telemedicine resources:

Epic Training Portal COVID-19 Page – for all Epic related COVID-19 tip sheets, daily updates regarding system changes to Epic, and additional resources for telemedicine assistance. This page is not research specific and includes content for all Epic applications. The most current content is available here, making it a great resource to bookmark in these rapidly changing times. Starting tomorrow, a link to this site will be available directly from the Research Home Dashboard.

Each of the following tip sheets regarding video visits begin with resources to contact for difficulties with video equipment-

For equipment and hardware support questions, reach out to the Office of Telemedicine at 410-955-0664 or the Video Network Operations Center (VNOC) at 667-208-6100

Tip Sheets for Research Coordinators:

Tip sheet for Research Providers:

  • Research Video Visit Dummy Codes – instructions for Research Providers who are compensated for their time by their study. The dummy codes created for research video visits keeps track of the length of the video visit time and instructs providers not to use LOS codes that may incur Pro Fee charges that could bill to a study.

Q. Who can I talk to if I have questions regarding the billing of my research participants during this time?

You can contact Liza Rodriguez, Associate Director, Clinical Research Billing Compliance by email at erodri13@jhmi.edu.

Useful Links

Johns Hopkins School of Medicine IRB guidance: https://www.hopkinsmedicine.org/institutional_review_board/news/covid19_information.html/

Johns Hopkins Institute for Clinical and Translational Research (ICTR) Information: https://ictr.johnshopkins.edu/coronavirus

ICTR Telehealth Guidance: https://ictr.johnshopkins.edu/coronavirus/telemedicine

U.S. Food and Drug Administration (FDA )Guidance: https://ictr.johnshopkins.edu/coronavirus/fda-guidance-on-conduct-of-clinical-trials-of-medical-products-during-the-covid-19-pandemic/

Center for Medicare & Medicaid Services (CMS)

Newsroom https://www.cms.gov/newsroom

*NEW* CMS Flexibilities to Fight COVID-19 (3/31/2020)

CMS Billing & Coding Guidance:

Office of the Inspector General of Health and Human Services (OIG)

https://oig.hhs.gov/fraud/docs/alertsandbulletins/2020/policy-telehealth-2020.pdf

Last Updated May 15, 2020 7:13 p.m.