Office of Research | University of Michigan



1977556-9144000Frequently Asked QuestionsBILLING CALENDAR (ITEMS/SERVICES)I only have a blood draw that is to be billed to my Research account. How do I add this to my billing calendar? Answer:To add a blood draw or venipuncture to a billing calendar that you have created: Click edit to edit the trial.Click on the items tab of MBECT.Click on manage items button located at bottom left of screen.Add filter with following criteria:Name contains specimenClick “OK” twice to create data setPick HC-CR Specimen Collet EA Tube from left and move to right.Click ok to add to items stab.Add activity to item.The above steps may also be used to search for other items and services using various search words. I will be working on a follow up study to one that I’ve already entered into MBECT, how do I start with a billing calendar that I’ve already created then modify it slightly? Answer: Highlight the name of study you would like to clone in the “Clinical Trial” screen.At the top left Click the copy buttonSeveral options are offered of how you wish to clone, if none of these options apply do not pick any and just click ok.Modify this trial as necessary for the follow-up study.Do I choose an item/service if it has a “G” (Medicare HCPCS) code instead of a CPT? Answer:Do not select G code items. Please choose the item/service with the corresponding CPT CodeExample:You are searching for Prostate Lab. The search word “Prostate” pulls up several items. You see HC-Lab Prostate Specific AC listed with 84153 and G0103, Select the HC and PC lines for CPT 84153.How do I find a Lab or an item/service for my billing calendar?Answer:Refer to the document “Helpful Hints for Code Selection in MBECT” or find help on our website at . What if my protocol calls for an IV Infusion and Chemotherapy Infusion?Answer:IV Infusion - select the initial hour and each additional hour for IV infusionPerform an advanced filter search using the key word “Infusion”. Select from the listing a line which indicates:HC-IV Infusion Initial up to 1hrHC-IV Infusion ea. ad’l hourChemo Infusion - select the initial hour and each additional hour for chemotherapy infusionPerform an advanced filter search using the key word “chemo”. Select from the listing a line which indicates:HC-Chemo IV up to 1 hr SGL/INIT (Single/Initial)HC-Chemo IV ea. ad hr (each additional hour)Are procedures that are routinely part of a group noted as such in MBECT?Answer:No. Currently the logic that is used to display a group that contains a particular procedure differs from the logic that is used in the pricing tool. When searching for a particular procedure in MBECT using the “name contains” functions, the groups associated with the procedure are included in the results. Also, when MBECT user enters an item or service into an item favorites list (list of commonly used items and services), the groups that are associated with it are also brought into the item favorites. Groups are always displayed with two preceding exclamation points (!!).If I have a previous Excel version of a billing calendar from my study and an amendment is required, do I need to re-create in MBECT?Answer:Yes. Please contact your analyst for help with this. My study is using the Research MRI machine. How do I find this to add to my calendar?Answer:To add a Research MRI to a billing calendar that you have created complete the following steps: Click edit to edit the trial.Click on the items tab of MBECT.Click on manage items button.Add filter with following criteria:ResearchClick “OK” twice.Select add to add the correct MRI item to the billing calendar.My study has imaging procedures (CT, US, MRI etc). How do I know what to add to my calendar?Answer:Select one of the grouped services designated with !! in front of the description. These items include all components (HC, PC and contrast). You may also select each individually if you prefer. Note: If the Principle Investigator is reading the image, designate the PC with “Not billable, and note in the comments section “PI reading image”. How do I know when I need to select a hospital and professional code for my billing calendar and/or budget?Answer:Help is available on our website here: . I have a subject who will be receiving payments during specified visits. How do I include this on my billing calendar?Answer:This item will not appear in your billing calendar; however you will need to reflect the payments in your budget. Your subject’s payment should be added in the “one-time and start up” section. Example:Subjects will be paid $100 at the first visit and $50 after each of the next four visits. ENROLLMENT One of our trials has subjects enrolled who are not UMHS patients. How do we enter enrollment when the subject doesn’t have a MRN/CPI? Answer:You are NOT required to enter subjects into MBECT that are non-UMHS. If you choose to, then please use the study's Research account numbers as the Medical Record Number (MRN) for each subject. How do I enter subject enrollment?Answer:From the main screen that appears after logging in:Select “Subject Enrollment”You will then be in the “Subject Enrollment” screenSelect “Add” from the top left of the plete the fields listed with an asterisks.We STRONGLY encourage that you enter as much information as possible. This will allow you to obtain enrollment information in the future for reporting efforts.If your subject has signed their Informed Consent Form they are considered enrolled for the purposes of MBECT. Only at this time should you click “Add Trial” to associate the subject with your study.Click “add trial” button in the bottom left of the screen.Search for trial using the search field or add filter function.Highlight trial click “OK” to select.Enter “Subject ID”Enter enrollment date in the cell under EnrolledThe subject status of “Active” auto populates; assign the subject status of “Completed” if disenrolling.It is very important to add the enrollment date and disenrollment date when study subject comes off the study. Double click in the cell labeled “Enrolled” and enter the date the subject signed their informed consent.ERROR MESSAGE I received an error message what should I do? Answer: Click on View ReportObtain a screen shot of the error by pressing the Ctrl and the Print Screen key.Paste the screen shot into a Word document.Attach the Word document to an e-mail(if you are unable to obtain a screen shot, go to Step e).Describe in the e-mail what transpired prior to receiving the error message.Send to CRAO-MBECT-HELP@med.umich.eduReturn to MBECT.FUNCTIONALITY Who do I call if I require assistance with MBECT?Answer:Email CRAO-MBECT-HELP@med.umich.edu or phone the MBECT help line at 764-KNOW (5669) I need access to MBECT Live Production so I can create a billing calendar. Who should I call?Answer:Contact your department Super User and have the super user of your department fill out the user security form. Submit form to CRAO-MBECT-HELP@med.umich.edu for the MBECT team to set up your access, you will receive an email when access has been set up. I need access to MBECT Training Database so I can practice and learn to use the system. Who should I call?Answer:Email CRAO-MBECT-HELP@med.umich.edu or phone the MBECT help line at 764-KNOW (5669). How do I add personnel or users to the system?Answer:Please look on the MLearning website for the “personnel module”MLearning: What is the correct procedure when using the “Condition Builder”?Answer: See Mlearning module titled “MBECT Billing Calendar Items and Search Filter” Why doesn’t my HUM# show up after I have typed it in? Answer 1: The HUM# must be typed in appropriately to show up. It must be in the following format:000XXXXX (include all zeros and numbers). Answer 2: When HUM # is added or corrected in the MBECT system an interface must be run between MBECT and eResearch before it will be available in the enrollment pick list. An interface is run three times a day to validate the trial for enrollment. You will see your trial after the refresh periods at 8 am, 12 pm, and 4 pm.PRICING How are prices of groups changed when individual items and services that are included within a group change?Answer:If a particular charge/code is contained within a group and a new fee schedule is loaded into the charge master for the individual item, the price of the grouped items will, subsequently, change accordingly. So, in essence, after the data load, the price for the individual item/service will be correct as will the price for the group which includes that particular item.If the group has been pulled into an ACTIVE protocol and the price for one of the items that’s included in the group, changes, that charge will not change within that certain active protocol How do I obtain a rate for an item or group (group) of items?Answer: Contact the CRBIssues team at::CRBIssues-help@med.umich.eduPRINTING How do I print my billing calendar?Answer:To print the billing calendar: Highlight the trial whose billing calendar you would like to save from the list of trials in the Clinical Trials screen by clicking it once. Select the “Print” button from the top of the screen.Select the “Preview” button (the billing calendar will open up in an Excel format).Select “File” then select “Print” or select the Print icon. SAVING How do I save my billing calendar?Answer:To save the billing calendar: Highlight the trial whose billing calendar you would like to save from the list of trials in the Clinical Trials view screen by clicking it once. Select the “Print” button from the top of the screen.Select the “Preview” button (the billing calendar will open up in an Excel format).Click on “File” then “Save As” from the drop down menu.Select location you would like the file saved to.SPONSORSHIP I can’t find the title of my sponsor in the sponsor list ANYWHERE. What should I do?Answer:Email CRAO-MBECT-HELP@med.umich.edu or phone the MBECT help line at 764-KNOW (5669) and please include the sponsor’s complete name in an email. ................
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