Subject Level Fees-
Invoicing and Internal Reporting Needs (Per Visit and Across Visits)
While none of the responses to the questions below diminish the feasibility of utilizing StudyTRAX as a financial tracking component, it will better gauge the custom development needs.
- Will study fees be tracked based on the patients collection schedule only? Will there be a chance for unscheduled event fees? ( e.g. Adverse Events)
- Will invoicing be needed at the individual visit (and/or) as a summary across visits?
- Will invoicing need to be rolled into a select number of visits? (e.g. visit 2 3 and 4 only, for a study that includes a total of 8 visits)
- Are there a large number of study events universal to each new study initiated? If not, how much variety in study related events are possible.
- Is it common for study event fees to vary across studies?
- Is it common for study event fees to vary between intervals?
Financial Event Tracking Form (Per Visit and Per Patient)
The following questions will help determine the customization necessary for study-event fees and pertinent data collection.
- Are there any "one-time" per-study fees applicable from one patient to the next?
- Will there be a pre-determined stipend for patients involved in the study, or will patient stipends vary at each individual visit?
- During the collection process, will any one study event fee need custom modification at the time of the visit?
- During the collection process, will study staff hourly rates and fees be collected. Will the fees be variable at any time during the study or across studies.
Study Level Fees-
Setup Fee Form and Reporting Needs(Per Study)
The following questions will help determine the customization necessary for per-study setup fees and pertinent data collection.
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Overview
StudyTRAX handles financial management-related data in the same manner as all other data points. In other words, there is not a formal concept of financial data in the application. However, the breath of functionality available in StudyTRAX makes it a reasonable option the financial management. Below are guidelines and considerations with regard to determining whether the financial management capabilities of StudyTRAX would work for your group.
Determining The Fit:
In big-picture terms, the IDEAL conditions for the use of StudyTRAX to manage financial data are:
- The total number of standard core fees to be tracked is about 150 or fewer items, not including occasional items here and there that are not a part of this core set.
- Study-related fees (e.g., IRB review) and subject-related fees can be invoiced separately.
- For any given study, the fees remain the same throughout the entire study and, relatedly, the fee for a given item does not vary across subjects.
The types of requirements that DO NOT fit well for using StudyTRAX for managing financial data are:
- A need for budget projections.
- Milestone tracking and reporting.
- A need to integrate fees with a separate financial management system.
For additional discussion about whether managing financial data would work for your please, please contact StudyTRAX support staff ( support@sciencetrax.com ).