Office of Sponsored Programs FAP/SiteMinder User Group Meeting

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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
• June 19, 2013
• Kaul Human Genetics Building
• Finley Conference Center

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AgendaJune 19 FAP/ SiteMinder User Group Meeting
OSP Submission Reminders Jereme Logan FAP
Updates- René Jooste Research Radiology-Haley
Witte SiteMinder Reminders Ashley
Specht Questions for the OIRB Nancy
Stansfield Upcoming meeting dates- no July
meeting August 21st, Finley Conf Center 12-1pm

• Overview of clinicaltrials.gov-Penny Jester
• OIRB questions-Nancy Stansfield
• SiteMinder updates Ashley Specht

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OSP Submission Reminders

• Jereme Logan
• Grants and Contracts Officer
• jcl_at_uab.edu
• 205-996-2395

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OSP Submission Reminders

• OSP Policy for Proposal Submissions
  http//www.uab.edu/uabra/ogca/ogcapdf/listserv_doc
  /Policy_for_Proposal_Submissions.pdf
• Submit Draft Proposal, UAB Extramural Checklist
  and Project Personnel List (PPL) to OSP 7 Days
  before the Deadline.
• Paper Final Proposal (3 business days before
  the Deadline)
• Electronic Final Proposal (3 business days
  before the Deadline)
• OSP Dropbox (See OSP website)

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What is a Complete Proposal Package?

• Paper Submission Includes the submission of the
  UAB Extramural Checklist with all signatures,
  Responsible Personnel List (RPL) and a paper copy
  of the proposal. This copy should include all
  completed forms- scientific sections may be still
  be in draft form
• Electronic Submission Includes delivery of the
  UAB Extramural Checklist with all signatures,
  RPL, and uploading the corresponding proposal to
  the OSP drop box for review

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Considerations for OSP Submission Policy

• To allow adequate processing time by the OSP
  Officer, allow for identifying of any potential
  problems with the electronic submission
• Overburdened Web Submission Portals - Intense
  utilization of grant seekers around the world may
  adversely affect efficient interactions among the
  websites
• Ensuring sufficient review time for CIRB. (A
  proposal may not be submitted to a sponsor
  without CIRB approval)

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Considerations for OSP Submission Policy

• Supplemental review by UAB Office of Counsel, UAB
  Research Foundation (technology transfer office),
  Media Relations, etc. may be necessary even at
  the proposal stage. (Becoming much more
  pervasive)
• Need for UAB Authorized Institutional Signature
  at proposal stage

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Submissions Outside OSP Policy

• Contact your OSP Officer as soon as possible to
  notify him/her of the tardy submission there
  may be important issues/considerations of which
  you are not aware that need to be addressed
  immediately to ensure the application is timely
  submitted by the sponsors deadline. (e.g.
  Required legal review, etc.)

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FAP Reminders

• René Jooste
• Clinical Trials Billing Officer
• renej_at_uab.edu
• 205-996-9350

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Bill-to-designation- helpful hints

• Indicate professional services to be covered
  through effort e.g. physical exams, device
  placements
• Locations of service- be specific e.g. cath lab,
  OR, JT15. Indicate if multiple locations could be
  involved for the same activity
• Indicate either/or situations for SOC designation

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Non-coverage decisions

• local (Al) or national (countrywide)
• could apply to a service considered routine at
  UAB
• typically revisited by CMS or private insurance
  on a regular schedule
• best practice- should a protocol required
  activity have a non-coverage decision, sponsor
  should cover for all study participants

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Radiology Research

• How to order and schedule Radiology Exams

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Paperless

• We will no longer accept the paper Research
  request in order to schedule a Radiology
  appointment
• All orders must be placed in IMPACT by the study
  team and scheduling contacted to have the patient
  placed on the imaging modalitys schedule

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Currently available powerplans

• Rad Rsh Misc (everyone who does not have their
  own separate powerplan)
• Rad Rsh OBGYN RA (Ronald Alvarez)
• Rad Rsh OBGYN WH (Walter Huh / Barnes)
• Rad Rsh Onc AFT (Andres Forero-Torres)
• Rad Rsh Onc CF (Carla Falkson)
• Rad Rsh Onc FR (Francisco Robert)
• Rad Rsh Onc GB (Graeme Bolger)
• Rad Rsh Onc JP (James Posey)
• Rad Rsh Onc LN (Lisle Nabell)
• Rad Rsh Onc NB (Naresh Bellam)
• Rad Rsh Onc RC (Robert Conry)
• Rad Rsh Pulm JAdA (Joao deAndrade)
• Rad Rsh Radiology PI (PI from Radiology Dept
  Lockhart, OMalley, Morgan, Vattoth, Singh,
  Robbin)

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Diagnostic x-ray

• In regards to plain film x-rays, at the present
  time these exams are not scheduled the patients
  simply present for the exam per the instructions
  of their physician.  These orders should be
  placed with a future on-hold status as other
  radiology orders.  The front desk staff activates
  the order upon patient arrival. 

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Contact

• Haley Witte
• hwitte_at_uabmc.edu
• 205-996-9973
• Pager 4514
• RIS on call in UAB Paging

• Brandi Barger
• bbarger_at_uabmc.edu
• 205-996-5387
• Pager 3009

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SiteMinder Reminders

• Ashley Specht
• Program Manager II
• knightae_at_uab.edu
• 205-996-9754

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SiteMinder Reminders

• No Manual CTBNs Please
• If a study is managed in SiteMinder, you must
  update the appointment to create the CTBN from
  Site minder
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• Manual CTBN's are not acceptable for studies you
  are managing in SiteMinder
• Pagers
• The CBR staff will no longer carry pagers for
  Siteminder issues.

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UAB Hospital Laboratories Reminder

• UAB Hospital Laboratories Urine Collection
  Container Change
• Effective June 3, 2013, the UAB Hospital
  Laboratories will no longer accept urine cups.
  After June 3rd, all urine cups received will be
  rejected, and recollection will be required.
  Urine must be transferred to the appropriate
  urine collection tube(s), either Yellow top or
  Gray top, prior to delivery to the laboratory.

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For more information, please refer to the UAB
LabSource website http//www.labsource.hs.uab.e
du/labsource/
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CTBN Reporting Guidelines

• 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 48hours (2 business
  days) after the research visit has occurred

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• CTBN Performance Reports
• 05/11/2013 06/14/2013

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CTBN Overall Performance05/11/2013 06/14/2013
UAB Office of Sponsored Programs UAB Office of Sponsored Programs UAB Office of Sponsored Programs UAB Office of Sponsored Programs
Clinical Billing Review Unit Clinical Billing Review Unit Clinical Billing Review Unit

Siteminder Performance Report Summary Siteminder Performance Report Summary Siteminder Performance Report Summary Siteminder Performance Report Summary
Appointments and CTBNs Appointments and CTBNs Appointments and CTBNs
Period 05/11/2013 06/14/2013 Period 05/11/2013 06/14/2013 Period 05/11/2013 06/14/2013 Period 05/11/2013 06/14/2013

Overall Summary Overall Summary

Total CTBNs Filed Total CTBNs Filed 762
Original 737
Revised 25
On Time On Time 91
Late 09

Total Appointments Total Appointments 752
On-Time On-Time 83
Late 17
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Unit CTBN On Time Average
008-Nephrology 100
011-AVRC 100
012-Microbicide 100
015-CardNuc 100
025-Cardiology - MRI 100
031-Neuro-Multiple Sclerosis 100
060-OB/GYN-MFM 100
078-Hypertension 100
026-GI/HEP 99
002-Gyn/Onc 97
009-SOM-ID 96
010-1917 Clinic 96
036-Neuro-Epilepsy 96
066-OTOL 96
017-Cardiology-EP 95
014-Clinical Nutrition 93
018-Cardiology-IC 91
069-Surg - Neuro 91
007-Nephrology 89
022-Dermatology 89
097-Psychiatry 89
033-Neuro-Stroke 88
098-Emergency Medicine 88
034-Neuro-Movement Disorder 87
021-Rheumatology/Immunology 83
067-SurgCardioVascular 82
083-OB/GYNWPMRS 82

• CTBN YTD Performance
• Units 80 and Above Through June 2013

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SiteMinder 100 Club PI and Study
Coordinators100 Scheduling and Keeping
Appointments05/11/2013 06/14/2013

• 009 SOM-ID
• 018 Cardiology IC
• 060 OB/GYN MFM
• 069 Surg Neuro
• 076 Surg Urology
• 097 - Psychiatry

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SiteMinder Training 2013

• July Siteminder Initial Coordinator Training
• July 5th Training Cancelled
• Next Siteminder Initial Coordinator Training
• Friday, August 2nd
• Location Cudworth Hall (CEC) Room 305
• Time 900am to 1230pm
• To Register
• Complete CBR Siteminder registration form located
  at http//www.uab.edu/osp/forms
• and request username at Centernet support at
  http//centernetsupport.hs.uab.edu

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Questions for OIRB

• Nancy Stansfield
• Asst. Dir Institutional Review Bd
• nstansfield_at_uab.edu
• [phone]

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July August Meeting Dates

• Kaul Human Genetics Building
• Finley Conference Center
• July- No meeting
• August- 08-21-201312-1pm