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February 2023                                                                                   Visit our Website
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Epic Changes and Recent Errors on the Research Statements

Epic’s upgrade this past August changed the way that the CRBC staff reviews charges in the system.  It took some time for us to become aware of the issue, and then troubleshoot with the Epic team to understand what happened.  At the end, the CRBC Analysts need to change the way they have adjudicated charges in Epic for the past nine years, so please bear with us as we fight muscle memory.

If you think there is an error on your statement, please reply back to the sender of your emailed statement and CRBC will make corrections as soon as possible.

OnCore is Coming Soon!

OnCore is the Clinical Research Management System (CTMS) that will replace our current home-grown Clinical Research Management System (CRMS). It is a software system used to manage clinical trials. This CTMS will serve as a single, centralized, web-based enterprise resource to support clinical research studies conducted at JHMI.

The project will be phased out in three sprints and it is scheduled to be fully implemented by July of next year.

Reminder: Research Encounter Linking is Mandatory
 

Epic allows users to link encounters and orders to a specific research study, document research visits, and keep track of upcoming participant’s appointments. Note that encounter and order linking is mandatory.  It is essential that all research-related encounters are linked to their study to ensure patients are not being billed for services that should be billed to the study.
There are many benefits to encounter linking, including:

  • Billing is more accurate when you link encounters to a specific study
  • Study staff can quickly identify encounters related to their study
  • Study staff and providers can identify research related encounters in Chart Review
  • The Health Information Management (HIM) team can determine which encounters might need additional internal review before releasing

Need help with encounter and order linking?  Visit the Health IT Education Portal!

Internal Arrangements for Special Pricing Between Departments

As a research team member, you might be tempted to talk to fellow researchers or other departments to negotiate special pricing.  However, this causes many problems when it comes time to ordering and billing for these services.  A lot of thought and effort has been put into the research Epic workflows, research fee discounts, and how clinical research billing works, any deviation from that path will cause problems. 

These special arrangements are highly discouraged, please reach out to CRBC or the Epic Research team with questions about compliance with research revenue cycle workflows.

If you need help, have questions or want to see a topic in future newsletters, please email us at cliniresbilling@exchange.johnshopkins.edu
 
Copyright © 2023 Johns Hopkins Medicine - Clinical Research Billing Compliance, All rights reserved.


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