Office of Sponsored Programs FAP/SiteMinder User Group Meeting

1
Office of Sponsored ProgramsFAP/SiteMinder User
Group Meeting

• Sponsored by
• UAB Office of Sponsored Programs
• Clinical Billing Review
• http//www.uab.edu/osp/clinical-billing-review
• August 21st, 2013
• Kaul Human Genetics Building
• Finley Conference Center

2
AgendaAugust 21st FAP/ SiteMinder User Group
Meeting

• OSP updates- Renee Clements
• OSP Training Sessions Mike Matthews
• FAP-update- René Jooste
• SiteMinder updates Ashley Specht
• OIRB questions-Nancy Stansfield

3
OSP Updates

• Renee Clements
• Associate Director Industry
• Office of Sponsored Programs
• rclement_at_uab.edu
• 205-996-7054

4
OSP updates

• Staff update- introductions ( Allison Landrum,
  Misty Pruitt, Kristi Allison)
• Clinical Trial Billing Officers- combining FAP
  and Siteminder activities
• Grants contract officers and specialists-
  allocation of research areas
• Clinical Trial Billing Officers- allocation of
  research areas

5
OSP industry
Renee Clements (officer) Bonita Stokes (officer) Allison Landrum(officer)
Randy Judd - Specialist Kristi Allison - Specialist Kristi Allison - Specialist
Angela Holmes - DPS I Tina Steele - DPS I Tina Steele - DPS I

Dermatology Gastroenterology Anesthesiology
Pharmacology Toxicology General Internal Medicine Cell Biology
School of Nursing Genetic Translational Medicine Diabetes Center
School of Optometry (Vision Sciences) Geographic Medicine Emergency Medicine
Public Health - Biostatistics Gerontology/Geriatric Medicine Family and Community Medicine
Public Health - Env/Health Sciences Hematology/Oncology Genomics
Public Health - Epidemiology Huntsville Medical Campus Immunology / Rheumatology
Public Health - Health Behavior Opthalmology Microbiology
Public Health - Health Care Org Physical Medicine Rehabilitation Nephrology
Public Health - Maternal Child Hlth Physiology Biophysics Neurobiology
School of Medicine Dean's Office Preventive Medicine Pathology
SHRP - Critical Care Pulmonary - Critical Care Allergy Radiation Oncology
SHRP - Health Services Admin Radiology Surgery
SHRP - Nutrition Sciences
SHRP - Occupational Therapy
SHRP - Physical Therapy ANY and ALL TBCRC
6
OSP industry
Doug Grove (officer) Frannie Horn (officer) Eloise Gooden-Specialist
Randy Judd - Specialist Randy Judd - Specialist
Angela Holmes - DPS I Angela Holmes - DPS I DeBorrah Noland - DPS II
Biochemistry Molecular Genetics College of Arts and Sciences Non-Federal Confidentiality Agreements
Cardiovascular Diseases (Includes School of ED and NSM SBS)
Clinical Nutrition Dietetics (All except NSM-Computer and Info Sys)
Human Gene Therapy Neurology
Genetics Infectious Diseases
Pediatrics Endocrinology
NSM - Computer and Information Science OB/GYN
School of Business Urology
School of Dentistry (oral pathology) Psychiatry
School of Engineering
7
CBR- FAP/SiteMinder
Ashley Specht Dawn Bryant Kelley Roach René Jooste
Tina Steele -DPS I Tina Steele -DPS I Tina Steele -DPS I Tina Steele -DPS I
Anesthesiology Immunology / Rheumatology Cardiovascular Diseases Gastroenterology
Endocrinology Neurology Clinical Nutrition Dietetics Hematology/Oncology
Genetics Pediatrics - All Dermatology OB/GYN
Infectious Diseases Preventive Medicine Emergency Medicine Opthalmology
Nephrology Surgery (including Otolaryngology) Physical Medicine Rehabilitation Radiology
Urology   Psychiatry Radiation Oncology
    Pulmonary - Critical Care Allergy  
       
8
OSP Training Sessions

• Michael Matthews
• Associate Director Data Management
• Office of Sponsored Programs
• mimatt_at_uab.edu
• 205-996-6120

9
Office of Sponsored ProgramsTraining Sessions

• This Fall, The Office of Sponsored Programs will
  begin offering training sessions to assist
  departmental personnel better understand each
  submission type and required form/ checklists.
• We need your assistance and feedback to ensure we
  meet the needs of the research community.
• What topics need to be included?
• Which audience should be invited?
• Can we incorporate with existing meetings, or is
  a separate session more appropriate?

10
Office of Sponsored ProgramsTraning Sessions

• OSP Potential Training Topics - Submission Types

• Original /New Submission
• Amendment/ Modification Submission
• Change In PI Submission
• Program Projects
• Competing Continuation/Renewal Submission
• Non-Competing Continuation Submission
• Re-Submission
• Revised Award
• Supplement
• No Cost Extension
• Confidentiality Disclosure Agreements
• Data Use Agreements
• Project Master Agreements

• Transfer In
• Transfer Out
• Final Invention Statement
• Memorandum of Understanding
• Memorandum of Acceptance
• Teaming Agreements
• Intergovernmental Personnel Agreements
• Task Orders
• Work Orders
• Re-Budget Requests
• Change in Dept/Div PI Affiliation
• Project Title Change
• Carry-Over Requests

11
Office of Sponsored ProgramsTraining Sessions

• OSP Potential Training Topics - OSP Forms and
  Checklists

• Extramural Checklist
• Expedited Checklist
• RPL
• IDC Revenue Redistribution Form
• In Kind Cost Sharing Form

• Construction Checklist
• ReBudgeting Request Form
• Award Manager/Contact Person Change Request
• Statement of Intent
• VA Memorandum of Understanding

12
FAP Reminders

• René Jooste
• Phone [phone]
• Email renej_at_uab.edu

13
FAP-updates- Feasibility Fee Requests

• Includes
• Provision of research related fees and associated
  codes
• Does not include
• coverage analysis, IRB communication
• SiteMinder build
• Radiology Research Fees (unless Imaging Manual
  protocol provided)
• Prior to project activation- Full FAP review
  required

14
SiteMinder Reminders

• Ashley Specht
• Phone [phone]
• Email knightae_at_uab.edu

15
Adding a Patient Record
Step1 Data Dictionary/Patients
16
Adding a Patient Record
Enter the participants last name.
17
Adding a Patient Record
Patient record will populate if patient has been
in a Siteminder study. Select Edit to proceed
to the patient maintenance screen.
18
Adding a Patient Record
If Patient has never been in a Siteminder study,
SiteMinder will show No records found. Click
the blue link Add New.
19
Adding a Patient Record
Patient Maintenance Record Do Not Complete
Anything On This Form Select The Ellipse Next To
MRN
20
Adding a Patient Record
MRN Lookup Enter MRN or Name, Gender and
SSN/DOB Select Search
21
Adding a Patient Record
When adding patients who do not have a UAB MRN,
you will see the message above detailing how to
obtain a MRN.
22
Adding a Patient Record
EMMI interface patient detail for patients with
valid UAB MRNs. Verify patient demographic
information, and choose select.
23
Adding / Associating a Patient Record
Change default contact/availability settings to
Yes, Yes, 0 Select Save.
24
SiteMinder RemindersStudy Patient Association

• When associating a study participant, you may get
  a message in red that reads, No further
  associations can be made for this patient because
  their 'Available' indicator is 'N'.
• If you get this message, it means that you have
  not checked Yes, for
• Contact for another study
• Available
• and 0 for Available Days

25
Adding / Associating a Patient Record
Audit Box New Patient Association
26
Adding / Associating a Patient Record
Patient has been successfully added to
Siteminder. To go ahead with study association,
click Edit to open the Patient Maintenance
Record.
27
Associating a Patient To Study
Select Study Association from the blue links at
the bottom of the page.
28
Associating a Patient To Study
New patient association screen Select patient
number, study, site placement. Referral
information not required.
29
Associating a Patient To Study
Existing patients with current SM
associations, will be listed with warning in red
30
Associating a Patient To Study
Input patient number, study number, and site
placement, Select Save Association.
31
Associating a Patient To Study
Patient is associated to the selected study.
32
SiteMinder Reminders

• Please remember that it is important for study
  personnel to schedule and keep visits on the
  Timeworks Professional Calendar in a timely
  manner.
• Visits should be scheduled by 5pm before the date
  of service.
• Visits should be kept within 48 hours (2 business
  days) after the research visit has occurred.
• Visits that are scheduled on the same day as
  study association is made are waived from the
  requirement to schedule by 5pm before the date of
  service, but these visits still must be kept
  within 48hrs (2 business days) after the visit
  occurred.
• Unscheduled Visits are waived from the
  requirement to schedule by 5pm before the date of
  service, but they still must be kept within 48hrs
  (2 business days) after the visit occurred.

33
RemindersGreen Research Lab Sheets

• It has been noted by University Compliance that
  there has been some confusion regarding the
  requirement for the green research lab sheet.
  Siteminder and Impact do not take the place of
  the green research lab sheet. 
• All research labs must still be accompanied with
  a green research lab sheet.
• If you have concerns or questions you may contact
  Candy Cleveland in University Compliance at
  ccleveland_at_uab.edu or 996-6199.

34

• CTBN Performance Reports06/15/2013 08/16/2013

35
CTBN Overall Performance06/15/2013 08/16/2013
36
CTBN YTD PerformanceUnits 80 and Above Through
August 2013
Unit CTBN On Time Average
008-Nephrology 100
011-AVRC 100
015-CardNuc 100
031-Neuro-Multiple Sclerosis 100
060-OB/GYN-MFM 100
078-Hypertension 100
012-Microbicide 99
026-GI/HEP 99
002-Gyn/Onc 97
009-SOM-ID 97
066-OTOL 97
010-1917 Clinic 96
036-Neuro-Epilepsy 96
017-Cardiology-EP 95
069-Surg - Neuro 92
097-Psychiatry 91
022-Dermatology 90
033-Neuro-Stroke 89
018-Cardiology-IC 88
098-Emergency Medicine 88
007-Nephrology 86
014-Clinical Nutrition 85
021-Rheumatology/Immunology 85
034-Neuro-Movement Disorder 85
067-SurgCardioVascular 84
083-OB/GYNWPMRS 84
006-Pulmonary 83
37
SiteMinder 100 Club PI and Study
Coordinators100 Scheduling and Keeping
Appointments06/15/2013 08/16/2013

• 008 Nephrology Transplant
• 011 AVRC
• 031 Neuro - Multiple Sclerosis
• 036 Neuro Epilepsy
• 060 OB/GYN MFM
• 096 Ophthalmology
• 097 Psychiatry

38
Sept October Meeting dates

• Kaul Human Genetics Building
• Finley Conference Center
• Wed.  September 18 th 12-1pm
• Wed.  October 16 th 12-1pm