Transcript Hand-in-Hand - Vanderbilt University Medical Center

Hand-in-Hand:
Research and Billing
Wendi R. Mason, NP
Interstitial Lung Disease Clinical Coordinator
Overview
Building a Budget
Communication
With the sponsor
With the Department of Finance
With your Division and Grants & Contracts
Day to Day
Reconciliation
Annual invoices
Building a Budget
 Money Money Money Money Money Money
 Your Budget
Create your own system
Use the Department of Finance Website
CPT Code and Price List
Example:
CPT Code CDM
94720
28010031
94240
28010056
94060
28010098
On and on and on…
Last updated: 2/02/2007
Descriptor
Diffusing capacity
TLC
pre-post bronchodilator
Cost
$317.00
$389.00
$622.00
D&H_______
$136.00
$124.48
$199.04
Creating your own Budget
Procedure
Standard of Care
# each total
Study
# each total
Screen Physical (1) $ 450 $ 450
(1) $450
PE
(9) $ 150 $1350
(9) $150
Facility Fees
(9) $ 204 $1836
(9) $200
HRCT
(1) $1749 $1749
(1) $1550
PFTs
(9) $ 727 $6543
(9) $ 350
etc.
etc.
Formulas for percent effort (Kathy to discuss)
Don’t forget overhead!
Totals:
$ 16244
$ 450
$1350
$1800
$1550
$3150
$ 12000
D&H Cost
# each total_
(9) $ 44
(1) $384
(9) $159
$ 403
$ 384
$1439
$ 4900
Communication
With the Sponsor…
As you are all aware, many times the budget that the
sponsor provides is rather weak.
Negotiate with them! They have money! They usually
have a “top” amount that they are not supposed to go
over, and the amount that they provide at the beginning,
is not it.
Not every study may be fruitful… but you need to be sure
that you are not putting your center in the red.
Communication
With the Department of Finance
Website: http://finweb.mc.vanderbilt.edu/index.asp
Technical Charges
Alison Culley, Dianne R. McGrath
Office 322-0200, Fax 936-6851
D&H Charges (Technical)
Nancy B. Stanley
Professional Charges (VMG)
 Judy Cooper, Cindy Charvis, Lee Ann Buck
Communication
With the Department of Finance
Required Forms:
Project Information Page
Clinical Research Budget Grid
Clinical Trials Registration Form
Transmittal Form
(All forms are located on their website)
Communication
With the Department of Finance
“Please be patient.”
“Be timely.”
“Review billings carefully.”
“Look for trends in errors.”
“We are here for you.”
Communication
With your Division/Department
and
With Grants and Contracts
Complete your required paperwork for the Department of
Finance and submit this with your Contract to your
contact person within your Division/Department.
Communicate with these people regularly to ensure that
your project is not getting buried.
Grants and Contracts
 Janet Fry
Communication
Know the Language
BUILD 3
060963692-8000
404-383-7485
AC-052-321 ACTELION LANCASTER
070049
Day to Day
 Prevent billing errors before they happen.
 In scheduling patients, ensure that they are
scheduled to be billed to the appropriate
account.
 Ensure use of the Clinical Trial ICD9s:
V70 – standard of care
V60 – D&H
 Review every billing sheet you are able to see:
Lab orders
Radiology
Encounter forms
Reconciliation
More than one way…
Financial Statements
E-Dog (Kathy Price)
Monthly I receive:
Financial Statements
Technical Charges
Professional Charges
Reconciliation
Carefully review the Monthly billing sheet from the
Technical side and the Claim Form from the
Professional side.
Correct patient?
Correct procedure?
Correct D&H?
What to do with Errors
 Patient states that their bill is wrong
Have them send you the bill, verify error, then contact
appropriate entity.
 Professional fees:
Contact Lee Ann Buck, 6-0515
 Provide medical record, date of service, and the charge
and why it is incorrect.
 Technical charges:
Fax the monthly statement to Alison/Dianne at 6-6851
 circle the error and briefly explain the problem.
Invoices
 Consider doing this annually with your
continuing review.
 Ensure your invoice includes the correct center
number and remittance address.
 This can be quite a bit of money!
IRB fees
Pharmacy fees
Screen Failures
Patient payments
Anything that you previously discussed in your contract