Visits Tab

 

The Visits tab is broken down into two main sections: Tasks and Procedures. Tasks is designed to list any item of work or cost that needs to happen at one or more specific visits and that is not an item in the Charge Master.

 

The Procedures section is only for budget line items that come directly from the Charge Master.

 

Budget Builder Tasks

 

 

To get started, look over the default tasks and choose the visits for which they apply. To have the charge applied for any given visit, click on the REQ box for that line item / visit combo (REQ = Required). If the task is Standard of Care for that visit, click on SOC and no charge will apply. SOC charges will be listed on the budget summary PDF output for your reference.

 

Add additional tasks with the “Add Another Defined Task” button. If you wish to add a task that is not in the standard dropdown list, choose to “Add an ‘Other’ Task”. This will bring up a free text entry box.

 

Each task must have an associated person. If you wish to add a cost to be applied at each visit, but no person is required to administer this task, (for instance, parking reimbursement fee), choose N/A from the person dropdown. If you wish to add a one-time or setup cost, you can enter that on the “Other Costs” tab, which is later in this document.

 

The cost for any particular task is computed by multiplying the time it takes for that task by the hourly rate of the person chosen to complete the task (except for person of N/A, then you must enter the cost manually). If you change the time or the person, the task charge will also change. If you would like to change the price for a particular task without changing the time or person (or you have a particular cost in mind or from negotiations), click the “Override Task Hours” box for this task. This will disable the Task Hours box and allow you to enter any price for this task, regardless of who is chosen to complete this task.

 

Overhead is automatically applied in each column in addition to the computed or entered price. If you do not wish to have overhead applied to this particular task, uncheck the leftmost box next to the task name. (Please NOTE that just because you don’t think overhead should be applied to this task doesn’t necessarily mean overhead will not be charged for this task. Please be sure to double check with your supervisor or Research Finance).

 

When you make changes on the budget, they will not show immediately. You can see your changes by either saving the budget or by using the Recalculate button at any time.


Procedures

 

 

To get started, click on the Add Procedure button. A row will be added. To choose your procedure, click on “Select Procedure”. A procedure picker will then appear:

 

 

 

 

Searching for a Procedure

 

The procedure picker is a list of all charges from either the BWH or MGH charge master, depending on your institution. You can search by procedure first letter, name, CPT code, or charge code.

 

If you know the name of your procedure, type it into the box and click search. If you know the first couple letters, type those. Otherwise, use a partial match as described below.

 

Partial Search Examples

Search on a description of preg will ONLY return: PREG ASSOC PLACENTAL PROTEIN and PREGNENOLONE

 

Whereas a search on %preg% will return a much longer list: 17OH PREGNENOLONE, ECHOGRAPH,PREG OB LTD, ECHOGRAPHY, PREGNANT UTERUS, HCG SERUM PREGNANCY TEST, etc….

 

If you find multiple similar procedures with different locations (and therefore different department codes), please be sure to choose the correct department. If you are unsure, contact your Research Coordinator or PI, as the prices may be different

 

Selecting a Procedure to add to your budget

 

First decide if you want to use Split Billing, Hospital Billing or Global Billing in your budget.  Use the “Choose billing method” radio buttons to make your selection.  That radio button selection will BOLD the columns whose fees will populate the Select Procedure grid.  See the chart below for a description of each billing method.

 

 

Type of Billing

Description

Technical Fee

Professional Fee (if applicable)

Hospital Billing

  • The person charging the professional fee bills through the hospital

  • The procedure is being done in hospital space

The technical fee comes from the hospital charge master

The professional fee comes from the hospital charge master if one exists there; otherwise, the professional fee will be $0.00

Split Billing

  • The person doing the procedure bills through the PO

  • The procedure is being done in hospital/facility space.

The technical fee comes from the hospital charge master

The professional fee comes from the PO’s facility charge master

Global Billing

  • The person doing the procedure bills through the PO

  • The procedure is being done in a non-hospital/non-facility space.

The technical fee comes from the PO’s non-facility charge master

The professional fee comes from the PO’s non-facility charge master

 

The Procedure picker allows you to choose either a single procedure or multiple procedures at once without closing the window.

 

To choose a single procedure, simply click on the procedure name. The procedure picker will close and you can continue to add more procedures or tasks to your budget.

 

 

 

 

 

To choose multiple procedures at one time, or add one procedure multiple times to your budget, place a checkmark in the “Select Column” and then enter the number of times to add this checked procedure to your budget. By default, it is added once. You can continue searching for other procedures to add once you have checked off desired procedures. Once you are finished, click the “Done Selecting Procedures” button at the bottom of the screen, and all selected procedures will be added at one time.

 

 

Check the box and enter the quantity here. If you just want 1, you don’t need to do anything.

 

 

 

 

 

 

 

When finished, click the “Done Selecting Procedures” button

 

 

Changing Procedure Charge

 

 

 

If there is a professional fee, that charge plus associated overhead will be added to each visit.

 

If the procedure will be an inpatient procedure, please click on the inpatient procedure box. This is important for the final budget and accounting purposes.

 

To have the procedure charge applied for any given visit, click on the REQ box for that line item / visit combo (Req = Required). If the procedure is Standard of Care for that visits, click on SOC and no charge will apply.

 

The Research Charge will automatically be shown. This is for your FYI only.  Please do not share this with the sponsor. You can enter a Procedure Charge of any amount you wish, though the default is the current rate in the charge master.

 

When you make changes on the budget, they will not show immediately. You can see your changes by either saving the budget or by using the Recalculate button at any time.

 

Once you are finished, please be sure to save your changes.