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Clinical Trial Billing – Updated Procedures
June 2010
Kay M. PerryPam Sabrsula
Today’s Class Will Cover…
• Reminder about the Billing Rules & Billing Grids
• Procedural Updates:– Research Activity Billing Trigger– UHS Monthly Report
Basic Billing Rules
Do Not Double Bill
SPONSOR INSURANCE
Do not bill for items or services promised for free in the ICF
Consent Form
Beyond That….
• Can usually bill standard of care services/items & research-related complications– Unless sponsor agreed to pay in
the CTA• Medicare has some additional
specific rules, as do commercial payors
A “Clinical Trial Billing Rules” course is available in the
Knowledge Center!
(There is one on Budgeting also!)
A Reminder about Pro Fees vs. Tech Fees
Radiologist:
Professional Component
(UT Med)
Facility:
Technical Component
(e.g. University Hospital)
Pro Fees vs. Tech Fees
In a UT Med clinic: Global
(Pro Fee & Tech Fee in one)
Be sure to budget for both
Be sure to think about the billing for both
Be sure to reconcile for both
(PS: UHS does not negotiate its rates)
Billing Grids
Yes, still required!
Templates online at:http://research.uthscsa.edu/ocr/clinical.shtml
A Few Things Learned Along the Way….
• Please list “office visit” if there is one – Some studies pay for it, some don’t– Pro fee may be assessed by UTMed even
though the PI is performing• Please use CPT terminology, if known,
in addition to common parlance– e.g., to you it’s a “6-minute walk test”
but to the billing system it may be “Pulmonary Function Test” or “Simple Exercise Test”
UT Medicine Forms
Hopefully You Will Recall that Two Forms were Introduced
in 2009
1. Study Information Form2. Patient Enrollment Form
• Forms used to create Research Accounts in EPIC billing system
Research Activity Billing Trigger “RABT” Form
• Required for studies: – With UT Medicine billing– With UHS when you will pay UHS for
some services (due to monthly reporting requirement)
– Other studies with clinical services where the study pays a provider/facility for a service (for Reconciliation purposes)
“RABT” Form
• Primarily replaces other UT Medicine forms, but also gives details of services (dates, etc.)
Additional Details RequiredServices Information:
• Billing Grid Week or Visit # (e.g., Visit 1, Visit 2, etc.)
• Sunrise Visit # (a.k.a. IDX Admit #)
• Date • Description • Location/Specialty/Provider • Affiliated Billing Entity • Bill to: R or T
Reconciliation:
• Invoice Date• Invoice # • Date Invoice Paid
Working with the File
• One workbook for the entire study• One tab for each participant
– On the first tab, complete study information only
– Then copy the tab to create a new one for each participant
Working with the File, continued
• Monthly UHS report – header fills in automatically, but must copy and paste for each month’s services
The RABT and UT Medicine
• Email the file to UT Medicine: [email protected](will change to a SharePoint site in near future)
• When a new study has been started or a new participant enrolled – tell them in your email
• If a participant is taken off the study, notify UT Medicine via email with participant name and study name
UHS Monthly Report
The RABT and UHS
• Send the monthly report to Joan Thomas at [email protected]
• You can send the entire file, or make a .pdf of the monthly report sheet
Other Studies/Locations
• Primary concern is reconciliation
Reconciliation
Reconciliation:During Study and Prior to Closing
• Did study team receive all invoices from affiliates, UT Medicine, etc.?– If not, they probably billed the
patient/insurance• Did study department actually pay the
invoices?• Balance study patient care expenses to a
total of each patient’s costs
What research personnel need to do:
1. Continue creating billing grids 2. Copy the billing grid into the RABT
spreadsheet if required 3. Send RABT to UT Medicine4. Reconcile costs, payments, etc. to grids5. Send monthly report to UHS using RABT
Effective July 1st – you do NOT have to go back in time to create a RABT for your studies
(unless you want to)!
References• http://research.uthscsa.edu/ocr/clinical.shtml • HOP 7.7.1• Drugs:
– NCD for Routine Costs in Clinical Trials (310.1)– Medicare Claims Processing Manual, Chapter 32,
Section 69• Devices:
– Medicare Benefit Policy Manual Chapter 14, Section 20
– http://www.trailblazerhealth.com/Policies/Devices/Default.aspx (TrailBlazers is Texas’ Medicare contractor)
Questions?Kay M. Perry, JD, Regulatory Analyst for Research Operations [email protected] (210) 567-0651
Pam Sabrsula, Project [email protected] (210) 567-1338
