Reconcile Fairview Invoice

[Iris Wang]

Fairview's invoice does not provide patient number on their monthly statement. It only shows "**ID, No Name**" for most of the patients. I cannot link the charges with each subject enrolled in the study.  Any idea about how to handle this issue?  Please see the Fairview Invoice attached.  

[Jerian Lind]

I got the same "no name" for $3 and $7 charges on our monthly invoice.  Has this happened to you before?  This is the first I've seen of it.  I had no idea how to reconcile it, so I went back to JJ and asked for more info about the charges.  Without a subject number or even initials, I don't think we can reconcile, unless the study is low-enrolling so there's only one subject on those dates to choose from.

The other issue is that these charges are not in my research pricing grid, so I don't specifically know what they're for.  It doesn't match any of the quoted pricing.  I can let you know what I hear back from JJ (I sent him an email on Friday).

[Liz Hinske]

As Certified Approvers, are we required to reconcile participant names to studies?  I am unclear on this and assumed that the study staff, knowledgeable on the people would be the ones to 'approve' at that detailed level and then for me as CA, I would watch for study dates, IRB approval, etc....basically approving for everything BUT the specific people enrolled once the study lead or PI has approved as they can understand the invoices and codes more clearly.  I am a bit nervous about having participant lists or study subject names in an accounting office for me to check against and rather I rely on the study personnel to house and secure this data.  In the case of audits when asked about subject costs, I have been successful in referring the auditors to the study personnel and they were able to resolve any questions.  This is a an interesting discussion since the invoices seem to not only have no names but also no IDs, I'm just not entirely clear on the role of CAs here.  Thanks for brining forward this topic.

[Andrea Johnson]

I've always reconciled the Fairview invoices against TASCS or Oncore. The study personnel rarely, if ever, see copies of the invoices - but they are the ones putting the subjects and dates into TASCS/Oncore, so I would consider that to be their "review."

I have had the "no name, no ID" issue come up before. Sometimes it's a generic study charge, and not related to any particular patient. Sometimes it IS something that seems to be related to a particular patient (as appears to be the case in this example). I have had success emailing JJ and asking for more info - if I recall correctly, sometimes I've gotten the additional info and sometimes the charges have just been removed. But I think emailing JJ/Fairview and requesting the missing info is the best first course of action.

[Iris Wang]

I received this kind of "No patient ID" invoices for quiet a while.  I am asking this reconcile issue not limit to the role as a CA but also as a grant accountant.  I think that the fairview should not list the patient name on the bill, instead they should list the patient ID only.  I have communicate my concerns with JJ many times.  He provides me the list of the patient ID after several requests.  PI refused to sign the invoices since she wasn't sure if the data is correct.  I can go back to the CTSI study coordinator for verification, but this means extra hours/cost from CTSI.  

Does anyone know if there is an Oncore report tracking the detailed procedures performed for each subject? 

[Jerian Lind]

I'm reconciling to ensure there is no duplicate charging and that the charges are in line with the research pricing.  It's not necessarily for the names, but I do compare with the data in TASCS since that's what the coordinators put in.  Like Iris, I could go back to the coordinator, but either there's additional charges from CTSI for time or (in my case where we have our own), they refer me to TASCS since they've already entered the data.

I don't have any studies in OnCore yet, so not sure if there is a similar report yet.

[Mary Borowiecki]

I have always reconciled the Fairview invoices back to the patients in Tascs and Oncore. I confirm the processes performed with the Coordinator when there are questions with the FV invoice content.
There is a great report available in Oncore that assists with confirming the processes that were performed at subjects visit.
The Charge Review Report - Accountants is found in a study under the header Reports/ Financials/ Charge Review Report - Accountants.          
(Report description:Displays charges of occurred visits. The accountant's version has less columns than the Charge Review Report and requires one or more protocol numbers selected prior to running the report. Using Excel's sorting and filtering features is recommended. Put into production February 2017)