Invoicing Workflow
The responsible party for invoicing workflows in OnCore.
What is CBO?
The responsible party for the sponsor payment workflow in OnCore.
What is ORF?
The responsible party for subject visit tracking in OnCore?
What is CRCs?
The visual cue to GCAs for an invoicing hold due to ongoing budget negotiations.
What is $0 invoiceable items?
The report that is used to monitor direct enrollments in Epic.
What is the Epic Enrollment Report?
The responsible party for applying invoice level comments.
What is ORF? ORF will apply the invoice level comments and CBO will apply invoice-item level comments.
The responsible party applying payments at the invoice-item level.
What is CBO? ORF will apply payments at the invoice level and GCAs will apply payments at the invoice-item level in OnCore.
The trigger to populate the next segment on a subject calendar.
What is update subject status in OnCore? The anchor date on the calendar corresponds to the subject status.
The responsible party for putting the participant on the new calendar.
What is CRCs?
A report that is used to identify discrepancies between OnCore and Epic.
What is RPE Discrepancy Report?
The responsible party that sends the finalized invoice to the sponsor.
What is ORF? ORF will use the PDF version from OnCore to send to the sponsor.
The system that payments are applied to first.
What is Lawson? ORF will apply payments in Lawson that will automatically flow to OnCore via the Receivables Interface.
The area in OnCore where financial events triggered by CRCs will populate.
What is Financials Console - Protocol Invoiceable Items?
True or False: A new calendar version creates a new budget version.
True.
The report that is used to monitor subject visits that were marked checked-in vs. visits left as planned.
What is Subject Visit Details report?
The rationale for -S at the end of an Invoice Name in OnCore.
What is a statement? This will not be sent to the sponsor and only depict subject milestone invoiceable items.
The action that finalizes the invoice in OnCore
What is adding the invoice date? This will trigger the invoice to be sent to Lawson via the Receivables Interface.
Examples of financial events in OnCore that CRCs will manually trigger.
What is monitoring visit, safety report, sponsor or FDA audit?
The type of budget version that is created to update budget amounts that will be retroactively applied to visits.
What is a locked budget version?
HL7 Demographics Discrepancies will show this data.
What is subject demographic discrepancies between OnCore and Epic? A discrepant record is created when the HL7 demographics update, scheduled service updates the last name or date of birth, and for a subject who exists in OnCore or when a subject merge failure occur.
The invoicing cutover approach for backbuild studies.
What is backbuild back entry and bulk legacy AR approach? Backbuild studies that had amendments or off-study patients qualified for bulk legacy AR invoice. Therefore, one Legacy AR invoice was created to capture all financial activity through February 28. The other backbuild studies received back entry of protocol and subject visit activity through February 28. Invoices and payment records were created accordingly based on the protocol and subject visit activity that occurred. Invoices part of the backbuild will have LEGACY- in the invoice name.
The payment workflow for backbuild studies.
The subject visit activity approach for backbuild studies.
What is data back entry? For a portion of the backbuild studies, GCAs back entered subject visit activity through February 28th. The remaining portion of backbuild studies did not receive back entry. CRCs are in real time subject visit tracking from March 1 and beyond.
The benefits of early notification of amendments for studies in OnCore.
What is calendar and budget updates occur earlier? If CRSO is aware of the amendment before the effective date, then the calendar and budget can be updated appropriately. This will minimize the downstream impacts to CRCs and GCAs.
The staff omission report will show this data.
What is staff listed in Click IRB that were not sent via integration to the OnCore protocol record?