Remuneration Clincard Laura Vinci RN MBA Senior Director of Operations Jefferson Clinical Research Institute Remuneration Current Process Subject remuneration type of payment varies between departments ID: 557127
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Slide1
Clinical Research Coordinator Fundamentals CourseRemuneration (Clincard)
Laura Vinci, RN, MBA
Senior Director of Operations
Jefferson Clinical Research InstituteSlide2
Remuneration – Current ProcessSubject remuneration type of payment varies between departments
It is currently done either via cash or check using the Request for Payment (RFP) form
Required to obtain a W9 from the subject and submit to Accounts Payable (AP) with initial RFP.
Jefferson is required by the IRS to report any person receiving over $600 in a calendar year
If the subject is receiving cash, a voucher should be completed by the coordinatorSlide3
Remuneration – Current Process
For petty cash:
Voucher should include the following information
Date of cash transfer
Amount of cash
Study name (short name and grant # is recommended)
Visit info (
ie
week 20, visit 5,
etc
)
Subject and coordinator initials (or the initials of the 2 individuals completing the cash transfer)
Signature of the individual completing the voucher
Keep one copy of the receipt in the subject binder
Attach one copy to the RFP being submitted to Accounts PayableSlide4
Remuneration – Current ProcessSlide5
Remuneration – Current ProcessSlide6
Remuneration – Current Process
Request for Payment Form Completion:
For petty cash combine multiple payments/subjects on one form. They are typically done biweekly.
The “Payee” for petty cash reimbursements is
a
designated
petty cash officer for the individual department. Your department administrator will know this information.
For a check payment it will be unique to an individual subject
Make sure the W9 was completed initially and the correct address is entered where the check needs to be mailed
Add the business unit. This is usually “080” for clinical trials.
Add the 5 digit department numberSlide7
Remuneration – Current Process
Request for Payment Form Completion:
Add the grant # (if you are not sure, you can find out from your grant administrator in JCRI or RACE which is determined by the source of funding
Include details about the # of visits and subjects in the “Reason for Payment” section
Add the amount dispersed (if multiple lines, then add the total at the bottom of this section
Check off either “Attached” in the W9 section for the initial request and “On File” for subsequent payments to the same subjectSlide8
Remuneration – Current Process
Make sure to get the appropriate signatures
Refer to Policy #103.15 (Request for Payment)
Most of the time you will need only your Finance Admin and JCRI or RACE grant administrator to sign
For payments over $5,000, you will also need ORAs signature
After all required signatures are obtained, the RFP is submitted to Accounts Payable (located at 534 Scott Building, 5
th
Floor)
Keep a copy of the signed RFP for audit and tracking purposesSlide9
Remuneration – Coming SoonGreenphire Clincard System
Main drivers for going to Greenphire Clincard system
1. Efficiency (reducing effort to process)
>2,100 paper RFPs processed in the last 12 months
Each transaction around 2 hours effort across the process
Create RFP, obtain JCRI/RACE approvals, AP processing, mailing checks or cashing petty cash reimbursement
Improve compliance with IRS 1099 yearly reportingSlide10
Greenphire clincard System
Top 4 Departments in transactions and/or dollars:
Pharmacology
Neurology
Emergency Medicine
Gastroenterology
Initially most existing trials will continue with current process
All new trials with subject remuneration will be required to use Greenphire
Exceptions to Clincard use will be at the subject levelSlide11
Greenphire clincard System
Access maintained through JCRI
Web
based system with role based access
Debit cards used to dispense remuneration to
patients
Department level responsibilities:
Point of contact (POC) will need to be established for each department
POC will request new and/or changes to research personnel who need access to dispense to subjects
POC will be responsible for obtaining, storing and distributing debit cardsSlide12
Greenphire Clincard System
Process:
Research personnel setup by JCRI
Assigned only to those trials where the person has been submitted on the OHR1 form to the Office of Human Research (OHR)
Trial remuneration schedule entered by JCRI/RACE grant administrators
Clinical coordinators consent and review debit card usage with subjects
Enter visit date in Greenphire and money loaded onto card
JCRI/RACE grant administrators review and process charges to trial grants monthlySlide13
Greenphire Clincard System
Timeline:
Implementation team working out process and training documents
Department Administrators notified in January
Pilot will be done with 4 to 6 existing trials in February
Rollout expected to start in March