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06.Jun.2019 |
SPARCCatalog Pricing Configuration (v2.9.0)
*Prior to entering any service pricing into SPARCCatalog, please ensure appropriate institutional approvals have been obtained*
Part 1: Pricing Setup on Organization
*Pricing map(s) look up to pricing setup(s). Ensure a pricing setup exists at the provider or program level.
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Part 1: Pricing Setup | |
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Pricing Setup is required prior to adding service costs/pricing maps | |
Dates | |
Display Date: | When |
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a pricing setup goes into effect | |
Effective Date: | When |
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it is displayed in SPARCRequest | |
Source of Price/Rates | |
Self-Defined: | Manual entry |
Percent of Fee | |
Federal: | Percent of Service Rate charged to a Federal funding source; defined by leadership |
Corporate: | Percent of Service Rate charged to a Corporate funding source; defined by leadership |
Other: | Percent of Service Rate charged to a Other funding source; defined by leadership |
Member: | Percent of Service Rate charged to a Member funding source; defined by leadership |
Rates: Funding Source (select each rate from drop-down menu) | |
College Department; Federal; Foundation/Organization; Industry-Initiated/Industry-Sponsored; Investigator-Initiated/Industry-Sponsored, Internal Funded Pilot Project; and Student Funded Research | Defines the rate utilized for selected funding source, using percent of fee calculation |
Automatic Pricing Adjustment (increase or decrease rates) Automatic pricing adjustment allows Catalog Managers at the provider, program, and/or core level to increase or decrease all existing service prices on a specific date on the chosen level by a certain percent. A new pricing map is then auto-created with the specified percent of change | |
Percent of Change | *The percent that service prices increase or decrease on a specific date on a chosen level (i.e. provider, program, and/or core level) |
Display Date | When a pricing setup goes into effect |
Effective Date | When it is displayed in SPARCRequest |
Subsidy Information (screenshot below) | |
Max Percentage | *The maximum percentage of monetary support for a new request |
Default Percentage | *The default percentage of monetary support for a new request |
Max Dollar Cap | *Maximum monetary support allowed for a subsidy |
Excluded Funding Sources | *Funding sources not covered by monetary support |
Instructions | Instruction language showing on SPARCRequest Step 3a |
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Part 2: Creating a New Service
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A service is anything that is orderable in SPARC (i.e. Venipuncture, Breakfast, Regulatory Consult, etc). Services can be located directly under the Program, or Core Level, depending on how your
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Tags are special functionality that turn features on.
The Shareable Link can be copied and sent to users, and will take them directly to that service in SPARCRequest with the drop-down menus unfolded.
*Review data to ensure entry is occurring for correct service*
programmatic need(s) and level of management required. Once a service is created, a Pricing Map must exist in order to activate a service (i.e. Display in SPARC) within SPARCCatalog.
Field | Description |
Program | Displays name of program |
Core | Displays name of core |
Name | Displays name of service |
Abbreviation | Name displayed in shopping cart when selected. User search terms. |
Description | Information service providers display to users about their service. |
Order | *Displays service order (i.e. 1-10 shows up in numerical order, but if all order 1 they will be alphabetical). |
Non-clinical (Non-Per Patient/Visit) Services |
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*Select whether the service is Non-clinical or Clinical. Non-clinical services do not require a calendar build and the one-time fee pricing appears (instead of per patient) |
Display in SPARC |
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*If selected, allows users to view service in SPARCRequest |
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catalog. |
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Form Functionality
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Form that populates to request additional fields.
Tag: Administrative Approval |
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Enables the use of administrative approval stamps for a designated service provider. These stamps are found within SPARCDashboard |
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Admin Edit Section |
Tag: Epic |
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Enables Epic interface |
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module in SPARCDashboard’s Admin Edit Section |
Tag: Fulfillment |
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Surveys can be added to a service, and will be sent out to the requester once the service has been put in a completed status.
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Field
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Description
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Name (and Version):
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Select a survey that from the list of existing surveys that populate in the drop-down menu. To create a new survey, you will need to go to the "My Forms and Surveys" button in the SPARCCatalog.
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Remove/Add
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Once the appropriate survey is selected, you can use this button to add the survey to the service. This button can also be used later to delete any surveys you no longer want associated.
Service Level Components can be added to a non-clinical services, to be fulfilled as they are completed in SPARCFulfillment and track the amount of work done by service providers.
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Field
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Description
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Component:
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The provider defined elements of a service that are displayed in SPARCFulfillment.
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The Related Services can link services together so that when one service is the selected, they will both pull into the shopping cart together.
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Field
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Description
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Service:
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Name of service which is linked to the current service; will appear in shopping cart when current service is chosen.
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Required:
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When checked, linked service cannot be removed by user until other service is removed. When unchecked, this service will appear but can be removed from shopping cart.
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Remove:
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Ability to delete related service
Fields used for mapping services in scripts.
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Field
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Description
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EAP ID:
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Epic unique identifier that the interface looks to if a CPT code does not exist
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CPT Code:
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A standardized medical code set used to identify procedures (Current Procedural Terminology Code)
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Charge Code:
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Historical ID used for Epic records (in process of migration)
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Revenue Code:
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Standardized hospital location code
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Part 2: Pricing Maps
Clinical Services Pricing Map
Non-Clinical Services (One Time Fee) Pricing Map
Enables the SPARCFulfillment module in SPARCDashboard’s Admin Edit section |
Shareable Link |
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Displays the direct link to the service and a "Copy" button to share the link with users.
Catalog Managers can decide to use the default service statuses, or customize to their specific needs.
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Field
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Description
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Status
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Ability to customize selected statuses if Use Default Statuses is checked as "No"
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Editable
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If you would like the user to be able to make changes to the service request in that status, leave the "Editable" box check, if not, uncheck it.
The Catalog Manager can also determine who gets the notification emails when the service is submitted by a user. This can be individuals' emails or a group Inbox.
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Remove/Add
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A Catalog Manager can determine who has User Rights for the service, as well as the level of rights for each user.
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Field
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Description
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Super Users:
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Super users are configured within the SPARCCatalog module and have the ability to see all requests and can edit such requests in SPARCDashboard & SPARCFulfillment per assigned hierarchical structure. Also have the ability to access SPARCReport.
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Catalog Manager Rights:
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Catalog managers are configured within the SPARCCatalog module and have the ability to make changes within the assigned organizational hierarchical structure.
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Service Providers:
Configured within the SPARCCatalog at a split/notify* organization and receives system generated emails from SPARCRequest. These providers also have access to process requests in SPARCDashboard.
*Split/notify defines the level of program management (i.e. receive separate notifications and groups your services under a defined group of fulfillment/clinical providers)
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Primary Contact:
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Ability to appoint main contact shown on SPARCRequest Final Review page
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Hold Emails:
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Providers who do not wish to receive system generated emails
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Fields used for mapping services in scripts.
Catalog Managers must select who has Fulfillment rights.
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Field
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Description
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Name/Email
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Providers who can access and manage service provision in Fulfillment module
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Remove
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Removes user access from Fulfillment
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Will take you to SPARCRequest with the specific service displayed, with the description already showing and the drop down side menus unfolded appropriately |
Part 3: Add New Pricing Map on a Service
A new pricing map can be added to the new service or existing service, to reflect the current cost level of a service. Annual review and update is recommended
Clinical Services Pricing Map | Non-Clinical Services (One Time Fee) Pricing Map |
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*Edit Historical Pricing Map Functionality
Overlord catalog manager users can assign catalog managers to have 'Edit Historical Data' rights. User with that access can update existing pricing maps.(This practice is not recommended to services that have been fulfilled in SPARCFulfillment.)
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Catalog Manager with ‘Edit Historical Data’ Rights | Catalog Manager without ‘Edit Historical Data’ Rights |
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Step 2: Pricing Map | |
Pricing map defines cost at a procedure level and looks to pricing setup for discounts. | |
Display Date: | |
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When a pricing map goes into effect | |
Effective Date: | When |
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it is displayed in SPARCRequest |
Service Rate: |
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The fee associated to the study-level activity |
Federal Rate: |
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Percent of Service Rate charged to a Federal funding source; defined by leadership |
Corporate Rate: |
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Percent of Service Rate charged to a Corporate |
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funding source; defined by leadership |
Other Rate: |
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Percent of Service Rate charged to a Other funding |
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source; defined by |
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leadership |
Member Rate: |
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Percent of Service Rate charged to a Member funding source; defined by leadership |
Override: |
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Allows Catalog Managers to define a price for an individual service if it doesn't follow the calculated rate by pricing setup | |
Clinical Services: | |
Clinical Quantity Type: | Any unit of measurement (i.e. hours, each, slides, etc) |
Unit Factor: | |
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The divisor used to divide the requested |
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service quantity | |
Quantity Minimum: | The minimum |
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number required for requesting a specific service | |
Non-Clinical Services: | |
Unit Type: | |
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Unit of measurement |
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to describe the quantity amount (i.e. weeks, days, samples, etc) |
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Quantity Type: | Any unit of measurement (i.e. hours, each, slides, etc) |
Quantity Minimum: |
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The minimum number required for requesting a specific service |
Unit Factor: |
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The divisor used to divide the requested service quantity |
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Unit Maximum: |
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Maximum number allowed for a specific service |
Exclude from Indirect Cost: |
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Able to determine at a service level which services are included in indirect cost calculations.
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Excluding expenses that are not directly associated with any one research project. (i.e. facilities and administrative costs) |