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Per the June 30, 2020 Dear Investigator Letter from Dan Ford, MD, MPH, Vice-Dean for Clinical Investigation the Office of Clinical Research Billing Compliance (CRBC) will end support for assigning research consent forms in the Epic EHR. In addition, CRBC will also cease placing the Release of Information flag for study patients. For details on steps you should take please read the Dear Investigator notice carefully.
Each month the CRBC shares with our stakeholders important and timely information related to our shared effort to ensure timely, compliant billing for research services.
The most recent issue of Research Billing Buzz, July 2020 is available at this link Back issues of the newsletter are available here.
A 45-minute session focused on understanding your monthly Epic RSH Account statement for services billed back to a study budget in SAP.
Notice Related to Upcoming Change to Fee Schedule Adjustment for Hospital Services Charged to Clinical Trial Budgets Effective After April 1, 2020. link to document (JHED ID Required for Access)
Hospital Facility Charge Master Files - Please contact Clinical Research Support Services at crss@jhmi.edu.
This document, titled "Understanding Clinical Research Billing" is a brief primer on the workflow processes supporting billing compliance related to all activity related to participation in clinical trials across Johns Hopkins Medicine.
LMS Link to Clinical Research Billing Orientation (Online)
Clinical Research Billing Lunch & Learn Training Enrollment Request (login for LMS required)
-This interactive learning session, title "A Complete Guide to Clinical Research Billing Compliance" brings together several offices involved in the Clinical Research Revenue Cycle at Johns Hopkins and will provide you with information on what are the responsibilities of the Principal Investigator and other study team members in regards to the Clinical Research Revenue Cycle at Johns Hopkins. Our goal is to provide a foundation for understanding the key compliance related process to your studies and how CRMS and the Research Account Statement billing operate.
FAQ Scanning Research Consent Forms
Joint Commission standards maintain that consent forms should be part of the patient’s medical record. Generally speaking, if a Hopkins patient is enrolled in a trial for which there is Hopkins IRB approval, the signed informed consent form should be added to their electronic medical record. This change in practice means that research consent forms will now be scanned into a patient’s record in Epic.
The Clinical Research Billing Compliance (CRBC) Office will scan these items in on your study’s behalf to help ensure that the scanning and indexing of the forms are completed accurately.
Clinical Research Billing Commonly Used Acronyms and Abbreviations
NEW Commonly Used Abbreviations in Insurance Clearance Responses
Submitting Insurance Clearance in CRMS (.pdf)
- This document explains the Insurance Clearance functionality available in CRMS. If your study has a Prospective Reimbursement Analysis,PRA, you are required to use this functionality.
Clinical Research Management System (CRMS) Related Links & Material
CRMS Tips for Compliant Research Billing*
CRMS Main Login Page (login required)
- This link provides in-depth guidance on all facets of the CRMS application that study team members may encounter
Email contact for the CRMSHelp Team: crmshelp@jhmi.edu
Entering a Budget # (Study I/O) in CRMS (.pdf)
- This document explains how to enter budget numbers is CRMS. Studies with a Prospective Reimbursement Analysis, PRA, are required to enter this information in CRMS.
Direct Study Billing Process FAQ
- This document outlines how the Direct Study Billing Process supports timely invoicing of clinical services to research study budgets.
Novatis Solutions - Medicare Local CMS Contractor – Clinical Trials and IDEs
Medicare Policy Related to Coverage of Routine Costs in Clinical Trials
U.S. Food & Drug Administration (FDA)
Johns Hopkins Medicine Research Main Page
Johns Hopkins Institute for Clinical and Translational Research
Johns Hopkins Medicine Suburban Hospital Office of Capital Region Research (CAPRES)
Johns Hopkins Institutional Review Boards
Project Portal for epic@hopkins (login required)
Training Portal for epic@hopkins (login required)
Epic Clinical Research Project Team Confluence Site (login required)
- This site contain extensive material related to Clinical Research Functionality in the epic@hopkins application
Research Related Tips & Tricks within Training Portal (login required)
- This links directly to helpful 1 or 2 page guides to assist with many tasks within the epic@hopkins application
Last updated 5/8/2020
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