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It is important that study funds are managed properly from the onset of any clinical research study. Once study funds have dipped into deficit, it is very challenging to get out of this situation, so it is critical to ensure the proper management of your funds from the get-go.

The Principal Investigator (PI) is responsible for the management of study funds, but may delegate these responsibilities to members of the study team with the proper training and oversight.

The appointed manager of study funds is called a Study Coordinator Financial Delegate (SCFD), and the role must be designated in Insight eIRB.

It is essential that you associate each participant visit with a study in Epic. Linking the visit to the study is key to ensuring that the charges go into a queue for the study team to review. The Epic Study code will be the IRB protocol number concatenated with fund number—an 18 digit code (2013P123456-123456).

The study code will need to be written on all research requisitions being sent to ancillaries to perform tests/procedures.

SCFDs review all charges before the charges are directed to funds or insurance and approve/correct charges within seven days. This process is done through a Research Billing Review Report accessible in Epic.

SCFDs are the initial contact person for the Massachusetts General Physicians Organization (MGPO) and Massachusetts General Hospital Finance when research charges are not being reviewed within seven days. If needed, issues are then escalated to the PI.

The person charged with these duties should monitor your funds and create a report with projected balances on at least a monthly basis. Strive to resolve any issues immediately to keep your funds out of the red and to ensure that any payments you are owed are received quickly.

The Insight Research Portal is a web-based application that was developed to review, monitor and manage research portfolios. Comprised of ten different modules, Insight's functions cover the broad function of research administration from award management to effort reporting, IRB submissions and standard reporting.

Learn More

The Division of Clinical Research (DCR) at Massachusetts General Hospital helps to connect investigators and study staff members to a variety of courses, services and resources that provide assistance with every step of the clinical research process. These include offerings from the DCR itself, as well as associated research institutions and organizations. Mass General resources are listed first; DCR programs are noted in parentheses.

Resources

Courses

ONLINE:

LIVE TRAINING:

Clinical Research Program Spotlight Series: Research Billing Discussion Group (DCR)

Clinical Trials Billing Series:

Basic Overview (DCR)

Charge Capture and Billing Procedures (DCR)

Clinical Trials with Investigational Devices or Approved Devices with PMA/510K Numbers (DCR)

Monitoring, Invoicing and Corrections (DCR)

Special Considerations - Inpatient Studies, MCAs and Devices (DCR)

Tracking Charges and Patient Care (DCR)

Budgeting, Invoicing and Tracking Expenses for Industry-Sponsored Clinical Research Studies (DCR)

Budgeting for Industry Sponsored Clinical Trials (DCR)  

Additional Support

See a list of the DCR's current offerings

Many of the DCR's courses are recorded. Access our list of recordings and handouts

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