Process Update for Non-Clinical Research Billing APeX Study Requests

June 12, 2024

What is changing?

All studies requesting a New APeX Study Request for a non-clinical research billing study, must either have a finalized Coverage Analysis, or are now required to complete the Coverage Analysis Determination Form before submitting the New APeX Study Request. Within the Service Catalog, navigate to, and click the New APeX Study Request item, and provide the corresponding Submission ID # generated by the Coverage Analysis Determination Form within the APeX Study Request Form.

 

What is a non-CRB study?

A study is considered a non-clinical research billing (non-CRB) study when the study-required activities will not generate charges in APeX (UCSF’s electronic Epic-based, Medical Record System). The Coverage Analysis Determination Form is used to verify and formally document whether a study falls under this category.

 

 

Why the change?

This process aims to centralize triaging for studies that do not require a Coverage Analysis, and to standardize the activation of studies with non-CRB) APeX Study Requests.

 

 Why might a non-CRB study be in APeX?

In addition to facilitating compliant billing procedures for clinical trials, APeX research features include:

  • Flagging patients as research participants in APeX
  • Review patients' charts (e.g., for registries)
  • MyChart recruitment
  • MD Link for study monitor access
  • Using the research note in APeX to differentiate it from the clinical note
  • Notifying study staff of changes in research participant visits or when they visit the Emergency Department for adverse event reporting
  • Alerting study staff of abnormal research-related results

 

Where can I find more information on this process?

Detailed steps on how to activate a study with OCTA and non-CRB New APeX Study Requests are available on our website. Steps for non-CRB studies are within step #1 and #8.  When submitting the New APeX Study Request, within the Service Catalog, navigate to, and click the New APeX Study Request item, and provide the corresponding Submission ID # generated by the Coverage Analysis Determination Form within the APeX Study Request Form.

 

 

 

Questions?

The Operations team facilitates the start-up process within OCTA and is your main point of contact. Reach the Operations team at [email protected].