OnCore System Work Instruction Document
Budget Administration
Prepared For:
Enterprise Implementation
Revision Number:
3
Revision Date:
March 4, 2013
The URL for OnCore is https://oncore.ynhh.org
For more information about OnCore please visit the website at http://oncore.yale.edu
Table of Contents
Financials Console - Parameters .................................................................................................2
Budget Related: ...................................................................................................................................... 3
Sponsor Settings ................................................................................................................................ 3
Settings for Application of Indirect Charges ................................................................................... 4
Invoice Related ....................................................................................................................................... 5
Invoicing Reminder ............................................................................................................................ 5
Add Remit To/Bill To .............................................................................................................................. 5
Budget: Protocol Related..............................................................................................................6
Protocol Event Details ....................................................................................................................... 8
Budget: Subject Related ...............................................................................................................9
Procedure Details: ............................................................................................................................ 10
Budgeting Reports....................................................................................................................... 18
Budget Summary Report..................................................................................................................... 18
Budget Calendar Report ..................................................................................................................... 20
Milestones..................................................................................................................................... 21
Appendix ......................................................................................................................................... 24
Adding Events to a Procedure................................................................................................................. 24
Attachments............................................................................................................................................ 27

Hover over the horizontal Financials Menu
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Select Financials Console from the dropdown. You will automatically be brought to the
Parameters Tab in the Financials Console
Financials Console - Parameters
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Type the protocol number into the Select Protocol field. The dropdown will automatically
filter as you type -- select the correct protocol when it appears.
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Scroll to the bottom of the page and click the Update button.
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Budget Related: This section sets the basic structure required to create a budget.
o
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Select a Rate Base from the dropdown. A Rate Base determines the costs that are
used to prepare a budget. The research costs for budget events are defined in the
Charge Master for each Rate Base. Yale’s Rate Bases are:
 FED-Federal (the Medicare rate)
 IND-Industry (the rate for a sponsored study)
 IIT-Investigator Initiated.
Select the Default Sponsor from the dropdown. This will be the main financial sponsor of
the protocol. Typically the Sponsor Type will correspond to the Rate Base selected.
Sponsor Settings
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If you have multiple sponsors, a Sponsor Rate Base can be selected for each sponsor from
the dropdown. This can override the main Rate Base.
Enter a Withholding %if the sponsor will withhold any payment until a later date.
Because most sponsors withhold a percentage on just the subject milestones, select the box
for the Subject Milestones1 to apply the Withholding % to those items.
If your budget is negotiated to withhold for Protocol Related or Pass Thru items you can
select the boxes for those as well.
1
Examples of Protocol Related items include Start-Up and IRB Fees. Subject Milestones include
completed visits and screen failures. Pass Thru Items are items that can be invoiced to the sponsor
immediately after they have been performed.
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Enter an Inflation Multiplier2 if appropriate. This is a present-value of all expected inflation
that OnCore can calculate into the budget reports. Leave this as 1 if you do not want any
inflation.
Overhead Rate % will not be used by Yale.
The Indirect Rate % will automatically populate based on information entered in the Charge
Master. If the Indirect Rate for this study is different from what populates in this field,
confirm the Rate Base you selected is correct. If the selected Rate Base is correct and the
Indirect Rate still needs to be changed, enter that value into this field.
Settings for Application of Indirect Charges
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Select the Import From Charge Master radio button to apply the default indirect charges for
each event based on the Charge Master.
o Check the Milestones? box. The Indirect Rate will be applied to the milestones’
negotiated charges when they are added to an invoice. This checkbox should be
unchecked when the Indirect Rate is already included in the overall negotiated price
of the milestone.
o Do not select the Cumulative? checkbox because Yale is not using Overhead
Rates.
Select the Use Protocol Specific Settings radio button if you do not want to import the
defaults from the Charge Master. Two additional checkboxes will display:
o Check the Protocol? box to apply the Indirect Rate to all Protocol Related events
when they are added to the budget. This option only appears when the Use
Protocol Specific Settings radio button is selected.
o Check the Subject? box to apply the Indirect Rate to Subject Events and Subject
Budget-Only Events when added to the budget. This option only appears when the
Use Protocol Specific Settings radio button is selected.
Check the Apply indirect charges during budgeting only? box if you do not want to apply
the indirect charge to protocol events and pass thru procedures during invoicing. When
checked, the Indirect Charge will be applied when the budget reports are run based on the
individual procedure and item settings.

Enter a number in the No. of Cycles for Budget Calculations field to identify how many
cycles to use for budget calculations. This is only required if the protocol has an open ended
calendar, meaning an unlimited number of cycles.

Always select the View Budget Display Options?3 box to allow for full functionality when
using the Budget Compare, Budget Summary, and Budget Calendar buttons.
2
If you want to plan for inflation of 8% over three years, compounded annually, the present multiplier is
1.13. Simply calculated, this is the amount you would want to charge each year to reach a total of the
cumulative charges per year (1 + 1.08 + 1.17 + 1.30). Of course, there are more complicated formulas for
the present value of future money that could be used to determine the inflation multiplier. Inflation is
applied before any overhead or indirect charges.
3
When clicking on the Budget Compare, Budget Summary, or Budget Calendar buttons, if the protocol
has multiple arms, multiple sponsors, and/or multiple calendar versions, a criteria screen can appear. If
this checkbox is checked, this additional criteria screen will appear. If not checked, the criteria screen will
not appear even if the protocol has multiple arms, sponsors, and/or calendar versions. The criteria screen
allows users to limit the Budget Comparison, Budget Summary, or Budget Calendar to display for only
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
Any protocol-specific financial or budget related comments can be entered in the
Comments field.
Invoice Related
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If a screening failure ratio is stipulated in the contract add that to the Screening Failures
Invoice Ratio (Not Eligible : Enrolled)
From the drop down select the appropriate Enrollment Status for the eligible subjects
o For example if you can bill for one screening failure after you have screened five
eligible subjects you should enter 1 in the first blank 5 in the second blank and select
ELIGIBLE from the drop down menu.
o If there is no ratio in the contract leave this line blank
Enter a number in the Initial Invoiceable Screening Failures box to match the contract
Enter the number in the Maximum Screening Failures box to match the contract. If you
are billing for screening failures you must enter a value in the minimum and maximum fields
otherwise this feature will not work.
Based on the contract enter a value in the No. of SAEs After Which Sponsor Will Be
Invoiced
Based on the contract enter a value in the No. of OSRs After Which Sponsor Will Be
Invoiced
Based on the contract enter a value in the Maximum Invoiceable OSRs
Invoicing Reminder
Talk to the OnCore Administrator if you would like to have invoicing reminders set up for your
studies.
Add Remit To/Bill To
one arm, sponsor, and/or calendar version. (If the protocol has only one arm, sponsor, and calendar
version, the criteria screen will never appear.)
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Select Remit To or Bill To from the dropdown. You can only have one Remit To address,
but you can have multiple Bill To addresses.
The Remit To address information should match what will be entered in the contract
Bill To addresses should match the contract and can be marked Active or Inactive by
checking/unchecking the box directly above the Add button. This allows you to keep a
record of all relevant addresses.
Once all the information has been entered, click the Add button and the information will
populate into the appropriate section below.
Budget: Protocol Related
The protocol related tab identifies all the events that relate to a protocol at an institution level
(IRB fees, IRB Amendment fees, Advertising fees, and Quarterly Pharmacy fees). From the
Financials Console you can select from the allowable events list the events that pertain to the
specific protocol. If a protocol event is recurring (such as Quarterly Pharmacy Fees), it can be
marked as Variable, allowing such an event to be invoiced multiple times.

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From the Finacials Console select the left horizontal Protocol Related tab.
Click the Select button. If this button is not visible click the Update button on the right side
of the screen. If neither the update button nor the select button are available you have not
yet set up the Parameters tab.
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A browse results pop-up window will appear.
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Begin typing an Event Description in the Find-As-You-Type dropdown field. Select the
event when it appears in the list by clicking on it. (Events must first be entered in the Charge
Master before they are available here.)
Click the Add hyperlink.
Repeat this process for all of the Protocol Related Events and then click the Submit
button.
After the Protocol Related Events are added, the screen should look similar to the one
shown above. Each column is defined as follows:
Event Code: Unique code identifying the event.
Additional ID: A secondary ID for a procedure indicated in the Charge Master.
Event Description: Description of the event.
Comments: Enter any comments related to the event and/or budget. This comment will
show along with the Event Description in other areas of the Financials Console.
Charge:
o Retail: Represents the full cost of the charge.
o Research: Costs of the events given the chosen Rate Base (FED, IND, or IIT) based
on the Charge Master.
o Negotiated: These values automatically populate as the Research charge, but can
be edited as needed.
Variable?: Select this checkbox if the event is recurring and will need to be invoiced
multiple times. If this box is unchecked, the event can only be invoiced once. For example,
an Initial IRB Review would only be done once so the variable box should be left blank. An
Annual IRB Review would be done more than once, so the box should be marked.
Inflation?: This will populate based on what was chosen in the parameters tab unless the
event has a TBD cost. In the screenshot above “Unplanned or excessive monitor visits” has
a TBD cost, so the checkbox will need to be marked to apply Inflation to the event.
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Indirect?: This checkbox will be automatically populated based on what was chosen in the
parameters tab, but can be edited.
Click Submit once all appropriate information has been entered.
Protocol Event Details
When the protocol has multiple sponsors, the overall protocol charges can be partially or wholly
divided among them. IRB Protocol Events should be set up to be based on triggers before they
are available for an invoice.
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Select the hyperlink for an Event Description
If the sponsors are sharing the cost for an event, you can divide the cost by entering dollar
amounts in the Update Event Sponsors table.
Enter the Cost for each of the sponsors. Please note that the sum of the sponsor costs
must equal the Total.
Event Triggers are rules that have to be satisfied before the event can be added to an
invoice. These should be used for all IRB events.
Click the Add button to add a trigger.
Select the Trigger from the dropdown menu
Select the Review Reason(s) from the list provided. More than one can be selected by
holding control and clicking.
Select the Review Type(s) from the list provided. More than one can be selected by holding
control and clicking.
Make sure the Active? checkbox is selected.
Click the Save hyperlink once you have entered all the details for your trigger.
If you have already set up a trigger and no longer want to use it, click the Edit button and
uncheck the Active? checkbox that corresponds with the trigger you would like to
deactivate.
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
Click Submit once you have entered all the protocol event details and you will be brought
back to the Protocol Related tab
Budget: Subject Related
The Subject Related tab pulls the events (Labs, Panels, Procedures) that are defined in the
Protocol Specification. The event itself, including any related items/exams, is displayed. Any
foot notes are displayed in the Foot Notes section of the page. In addition to Labs, Panels and
Procedures, any subject related event not available from the protocol calendar that must be
included for budget purposes is selected using the Select Budget Procedures button. The
charges are entered and the schedules and invoicing options are defined using the event
hyperlink.
The page is divided into horizontal tabs. Each tab represents a version of the Protocol
Specification and only displays the Labs, Panels, and Procedures from that version. The tab
tells which calendar version it is associated with.
Within each horizontal tab (protocol specification/calendar version) there can be multiple budget
versions. The status of the budget version can be seen along with the calendar version on the
tab. The first time you come to the Subject Related tab, you may notice that the Retail,
Research, and Negotiated charges have been copied in from the Charge Master as was the
case with the Protocol Related events. As on the Protocol Related tab, the Charge Master
version is displayed in the header band and can be changed using the dropdown field at the
bottom of the page.
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Select the horizontal Subject Related tab.
Start at the top of the list and click the hyperlink for the first event.
The Procedures Details window will open where you can edit information for that event.
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Procedure Details:
Procedure, Lab, Panel, Budget Procedure
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If there are no events (no CPT codes) associated with the procedure you will see something
like the simple screen above. The upper left shows the name of the procedure you have
selected.
Fill in the cost in the Negotiated field.
Click Submit. Then click close.
You will be brought back to the Subject Related screen.
Select the hyperlink for the next procedure.
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If the procedure does have related CPT codes you may need to select them (see the
appendix for instructions on adding codes and charge types), or your coding team will have
already entered them. In this example there is one code associated with this procedure.
When there are associated codes you must enter the negotiated price at the event level (in
the red box above).
The cost in the Negotiated box may be automatically filled. Update the Negotiated charge
in the field if needed. Unless you are negotiating the cost with the sponsor per event, the
value should be the same as the Research charge.
Click the Visits hyperlink to have different charges for the event on different visits. For
example, if an event is scheduled for 15 minutes on one visit and 30 minutes on another you
can adjust the negotiated charge accordingly to compensate for the coordinator’s additional
time.
A pop up window will appear with the negotiated price automatically filled in for each of the
visits in the Cost column.
Edit the individual costs as necessary.
Clicking Reset will change the costs back to what they were before the last submit.
Clicking Clear will change the costs to the Negotiated rate.
This is also where you can change the charge type for each individual visit as applicable.
o If only some of the visits are Pass Thru charges, select the radio button for those
visits.
o The SOC and Pass Thru settings are mutually exclusive for a visit; you cannot
indicate the event is both SOC and Pass Thru for the same visit.
o If you are not the reviewer who knows the charge types you should not be changing
a charge type from SOC to Pass-thru/Milestone. The only change you should make
is to change something from Milestone to Pass-thru
Click Save when all costs and charge types are entered appropriately.
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When Negotiated charges have been adjusted for individual visits, a check mark will display
next to the Visits hyperlink.
The Indirect checkbox should be checked for all events.
Revenue Related
This section will not be used by Yale.
Items
Items represent the possible technical, professional, and global charges for a CPT code. This
section will be blank if there are no Items associated with the event. Each Exam Item selected
in the calendar is displayed as a row along with the Retail and Research charges from the
Charge Master. An Indirect setting is also available for each Exam Item. The charge for an
event can be entered for the entire event as a whole, or for each individual Exam Item, with the
charges for the Items summing to a total for the event.

The Items hyperlink will only be available if there are technical, professional, or global
charges associated with a CPT code. By clicking the link, you can select which items should
be added to the event.
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From the pop-up box use the Select? check box to select the global fee or the technical and
professional. Please note that global should not be selected along with technical and/or
professional.
Click Submit.
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When there are Items associated with an event, the Roll-up Item Charges? box can be
checked.
o When this box is checked, the Negotiated field and Indirect checkbox for each
Exam Item will become enabled and the Negotiated field and Indirect checkbox for
the overall event become disabled (grayed out).
o The charge for each Exam Item should be entered. The sum of all Exam Items
becomes the total for the overall event in the Negotiated field at the top.
o The Indirect box should be checked for each item.
o The Negotiated Charge can also be specified for each visit by using the Visits
hyperlink.
Schedules and Foot Notes
The last two sections of the page show the Visit Schedules and any Foot Notes from the
calendar.
Once you have completed the Procedure Details screen for one event, click the Submit button
and move on to the next Event until you have entered the details for each Procedure, Lab,
Panel, or Budget Procedure.
If you do not want to go to the main page you can use the Switch Procedures drop down and
select the procedure.
Budget Only Procedures
Any subject related event not available from the protocol calendar that must be included for
budget purposes is selected using the Select Budget Procedures button.
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At the bottom of the Subject Related tab on the right hand side click the Select Budget
Procedures button.
Page 13 of 27
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A browse results pop-up window will appear.
Begin typing an Event Description and the dropdown list will filter. Select the event by
clicking on it when it appears in the list
Click the Add hyperlink.
Repeat this process for all of the Budget Only events and then click Submit. All of the
budget only events will be added at the bottom of your budget and marked with an asterisk.
Select the hyperlink for the Budget Only Procedure. Although this screen is similar to
Procedure Details screen of standard events, there are a few important variations.
Page 14 of 27
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The schedule must be defined for Budget Only Procedures. Click the Visits/Schedules
hyperlink. A pop-up window with two horizontal tabs will appear. You will automatically be
brought to the Visits tab.
o The visits that are available in this pop-up window are defined in the Protocol
Specification. You cannot choose any visits/schedules that do not already exist on
the calendar.
The Visits tab shows the pre-treatment and follow-up visits. It will also display active
treatment visits depending on how the visits are defined. Check the box for any applicable
visits. Select the appropriate Pre-Treatment, Treatment, and/or Follow Up visits from the
Visits tab.
Click Submit once all visits have been selected.
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Next click the Treatment Schedules tab
Here you can select any schedules currently defined for the Protocol Specification, or
create a new schedule. A newly created schedule must fall within the constraints defined by
the calendar (specification). For example, if the protocol has visits on days 1, 15, and 30, a
Budget Only Procedure can only fall on days 1, 15, and/or 30. A Budget Only Procedure
cannot be scheduled for day 10.
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To add a schedule, first select a Segment from the dropdown. The segment(s) are defined
when the protocol calendar was built. If there are multiple segment options, be sure to
select the appropriate one from the dropdown.
Next select the recurrence from the Cycles dropdown.
o Every -- defines an interval beginning at the indicated cycle (From field will appear
allowing entry of starting cycle)
 In the example shown above, the schedule will be day 1 and 28 of every two
cycles starting on cycle 2 and going forward.
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From – every cycle from the one indicated, on the day(s) indicated. In the example above,
the schedule will be days 8 and 28 on all cycles beginning with cycle 5
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Cycles – only on the cycle(s) indicated
o In the example above the schedule will be days 1, 8, and 15 of cycles 1, 3, and 5.
Once you have the appropriate schedule, click Add.
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To assign a schedule to a Budget Only Procedure, check the corresponding Select?
checkbox(es).
Once all schedules have been selected click Submit
Click Close to return to the details page.
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Click the Details button. A pop up box will appear.
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If a particular Event will occur multiple times during a single visit, this can be defined using
the No. of Occurrences column.
The number 1 will automatically be in each of the No. of Occurrences boxes to indicate
that the event takes place once. If the event will occur multiple times the number can be
edited.
Click Submit once you have edited the numbers as applicable. You will be brought back to
the Procedure Details page.
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Follow the instructions above to complete the fields in the remainder of the Procedure Details
screen.
Budgeting Reports
There are two reports available that help with budgeting: Budget Summary and Budget
Calendar.
Budget Summary Report
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Click the Budget Summary button in the bottom right corner of the screen. You will be
brought to the Budget Summary Criteria page.
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Select the desired Calendar Version from the dropdown (if applicable)
Select the desired Budget Version from the dropdown. If there are multiple treatment arms
for the protocol and you only wish to view information for an individual arm, select the
desired arm from the Protocol Arm dropdown. Leave the dropdown blank to see all arms.
If there are multiple sponsors for the protocol, select a sponsor from the Protocol Sponsor
dropdown to see information for an individual sponsor. Leave the Protocol Sponsor field
blank to see information for all sponsors.
Select Negotiated from the Use Cost dropdown.
Leave the Exclude Research (Internal) Procedures? box unchecked to see all procedures
for the budget.
Check the Display Overhead/Indirect Charges? checkbox in order to see the overhead
and/or indirect charges.
Once you have entered the appropriate criteria, click the Summary button. You will be
brought to the Protocol Budget Summary Report. The report is split into three sections.
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Start Up Charges
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The first section of the report shows the one-time protocol charges.
Per Subject Charges
The second section shows the charges per subject for each arm.
Protocol Related Variable Charges
The third section shows the variable protocol charges. Because OnCore doesn’t know how
many times the variable protocol charges may occur, there is not a budget total for this section.
Export
The report may be exported to an Excel spreadsheet using the Export button.

At the bottom of the page on the right hand side click the Back to: Protocol Budget
Criteria hyperlink. You will be brought to the Budget Criteria page.
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
Click the Back button on this screen to be brought back to the page you were on in the
Financials Console.
Budget Calendar Report
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At the bottom of the page on the right hand side click the Budget Calendar button. You will
be brought to the Budget Calendar Criteria page.
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Select the desired Calendar Version from the dropdown.
Select the desired Budget Version from the dropdown. If there are multiple treatment arms
for the protocol and you only wish to view information for an individual arm, select the
desired arm from the Protocol Arm dropdown. Leave the dropdown blank to see all arms.
If there are multiple sponsors for the protocol, select a sponsor from the Protocol Sponsor
dropdown to see information for an individual sponsor. Leave the Protocol Sponsor field
blank to see information for all sponsors.
Select Negotiated from the Use Cost dropdown.
Leave the Exclude Research (Internal) Procedures? box unchecked to see all procedures
for the budget.
Check the Display Overhead/Indirect Charges? checkbox in order to see the overhead
and/or indirect charges.
Mark the Sponsor Budget? checkbox to include Protocol Related charges in the report
output.
Once you have selected the appropriate criteria, click the Calendar button. You will be
brought to the Protocol Budget Calendar Report.
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The calendar will be divided into sections for each of the protocol arms. Within each of the
arms, the Pass Thru items will be broken out as well.
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Charge amounts are shown in the calendar grid for each procedure. If the procedure is marked
as Standard of Care for a visit, the amount is replaced with an S, the calendar symbol for SOC.
If the procedure is marked as Pass Thru for a visit, the amount is replaced with a P and the
amount is listed separately below the calendar. Procedures that don’t have charges entered yet
are shown with an R, the symbol for a Research charge.
The Expand All hyperlink allows you to see the cost for events (aka CPT codes) listed under all
procedures. If you just want to see the codes for one procedure click the [+] hyperlink next to
the procedure name.
The report can be exported to an Excel spreadsheet or to a PDF file using the View Excel or
View PDF buttons at the bottom of the page.
Milestones
A final step of budgeting before releasing the calendar is to set up invoicing Milestones.
Milestones are a requirement if you will be generating invoices out of OnCore. Milestones are
specific subject related events that can be added to invoices after they are reached.
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While in the Financials Console select the horizontal Milestones tab.
Click the Update button to set-up invoicing milestones.
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Click the Select button and a pop up window will appear with a list of the Milestones. Once
a Milestone is selected, it will no longer appear on the list.
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The list is divided into two parts. The first is a set of standard Milestones that correspond to
subject statuses, SAEs, and OSRs. The second is a list of all visits from the protocol
calendar.
o Screen Failed: Enables a charge when subject(s) are not eligible. There are rules
from the Parameters tab related to this Milestone that must be completed in order to
use this milestone.
o SAEs: Enables a charge for subject SAE(s). There are rules from the Parameters
tab related to this Milestone that must be completed in order to use this milestone.
o OSRs: OSRs (Outside Safety Reports) are not being entered into OnCore at Yale,
so this will not need to be set-up.
o Consented: Enables a charge when a subject’s Consent Signed Date is entered.
o Enrolled: Enables a charge when a subject’s On Study Date is entered.
o On Treatment: Enables a charge when a subject’s On Treatment Date is entered.
o On Followup: Enables a charge when a subject’s Followup Start Date is entered.
o Off Study: Enables a charge when a subject’s Off Study Date is entered.
Click the boxes in the Select? column for each visit you would like as a Milestone under the
Protocol Events/Visits section, the Treatment section, and the Follow-up section. Note that
if there are multiple arms for the protocol, the Treatment Visit Dates under the Treatment
section will be listed separately by arm.
Click Submit once you have selected all applicable visits.
You’re returned to the Milestones tab with the selected Milestones listed. The list includes a
Total Negotiated Costs (Calculated) column and a Negotiated Amount column.
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Total Negotiated Costs (Calculated): This field shows the total charges for all procedures
on the visit. If some visits were not included, their charges are included in the total for the
next visit selected as a Milestone.
Negotiated Amount: This field holds the negotiated amount for the Milestone. If you are
budgeting on a per-visit basis, the value should be the negotiated value for the visit. If you
are budgeting for each procedure event, the value should be the same as the Total
Negotiated Costs field.
Click the Default Charges button at the bottom of the page to copy all of the Total
Negotiated Costs to the Negotiated Amount field.
o Using this button will only enter values into blank fields and will not overwrite any
values entered in the Negotiated Amount field.
o Click the Override all charges? checkbox next to the Default Charges button to
replace the values in the Negotiated Amount fields.
Once you have all of the costs entered for the Milestones, click Submit to save the values.
If the cost of the event should be split between multiple sponsors click the Event/Visit
hyperlink (the hyperlink will only appear if the study has multiple sponsors). You will be
brought to a new screen for Milestone Sponsors
Enter the Cost for each sponsor in the appropriate row. The costs must add up to the Total.
Click Submit once you have entered all the costs.
Once you have completed the milestones you can notify the calendar builder that the
protocol is ready to be released.
Appendix
Adding Events to a Procedure
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If there are CPT codes associated with a procedure you will need to add them in the Procedure
Details screen.
 Start by clicking the Add Events button on the upper right.
 A pop up window will appear.
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In the Event Description drop down begin typing the CPT code for the procedure.
The list will auto filter until your procedure appears. Select that procedure/code and then
click Add.
Repeat this step until all codes for that procedure have been added.
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Click Submit. You will be brought back to the procedure details page and all of the codes
will be listed with their details from the charge master.

If you have selected a “range” of codes you need to click the box for Procedure
Alternatives?
If you know that this procedure is just a technical, professional, or global fee click the Items
hyperlink and select the correct one(s).
Check the SOC box if the event is Standard of Care for all visits then click Submit at the
bottom of the screen.
o Now go back to the top of the screen and enter the Medicare modifier (Q0 or Q1)4.
o If the event is Standard of Care each time it’s on the calendar, the field will say S.


4
Q0: should be used to designate the item under investigation in the trial/study. Q1: should be used to identify
routine services provided in the study/trial.
http://compliance.uclahealth.org/workfiles/PDF2/Q0%20and%20Q1%20modifiers.pdf
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
If only some of the visits are Standard of Care, select the Visits hyperlink in between the
Negotiated and Indirect columns.


A pop up window will appear where you can check the applicable visits.
Once you have selected the applicable visits click Save and you will be brought back to the
Procedure Details page.
Once you have selected the applicable visits click Save and you will be brought back to the
Procedure Details page.

Attachments
This is where you should post all of your financial documents for the protocol. Work with your
business office to come up with naming conventions.
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