This document walks through the process of setting up service pricing and related organization configurations in SPARCCatalog. Prior to entering any service pricing into SPARCCatalog, please ensure appropriate institutional approvals have been obtained.
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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 a pricing setup is displayed in SPARCRequest |
Effective Date: | When a pricing setup goes into effect |
Source of Price/Rates | |
Self-Defined: | *Service rate determined by the organization providing the service |
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 service rate utilized for a 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 at a chosen level (i.e. provider, program, and/or core level) |
Display Date | When the adjusted pricing is displayed in SPARCRequest |
Effective Date | When a pricing adjustment goes into effect |
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 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.
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Field | Description |
Program | Displays name of program a service is located under |
Core | Displays name of core a service a located under |
Name | *Name of service |
Abbreviation | *Name displayed in My Services cart when selected. User search terms. |
Description | Information service providers display to users about their service. |
Order | *Determines the order the services are displayed in SPARCRequest (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 | *Select whether the service is Non-clinical or Clinical. Non-clinical services are typically per-protocol level one-time-fees; whereas clinical services are patient-related. |
Display in SPARC | *Activate/De-activate a service, for frontend users to request and use. |
Tag: Administrative Approval | Enables the use of administrative approval stamps for a designated service provider. These stamps are found within SPARCDashboard Admin Edit Section |
Tag: Epic | Enables Epic interface specific fields on a service, such as CPT code, EAP code, etc. |
Tag: Fulfillment | Enables the SPARCFulfillment related functionalities |
Shareable Link | Direct deep link of a service. |
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.
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Field | Description |
Display Date: | When a pricing map is displayed in SPARCRequest |
Effective Date: | When a pricing map goes into effect |
Service Rate: | The fee (full rate) associated to the procedure or study level activity |
Federal Rate: | Percent of Service Rate charged to a Federal funding source; defined by leadership |
Corporate Rate: | Percent of Service Rate charged to a Corporate funding source; defined by leadership |
Other Rate: | Percent of Service Rate charged to a Other funding source; defined by leadership |
Member Rate: | Percent of Service Rate charged to a Member funding source; defined by leadership |
Override: | 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: | The divisor used to divide the requested service quantity |
Quantity Minimum: | The minimum number required for requesting a specific service |
Non-Clinical Services: | |
Unit Type: | Unit of measurement to describe the quantity amount (i.e. weeks, days, samples, etc) |
Quantity Type: | Any unit of measurement (i.e. hours, each, slides, etc) |
Quantity Minimum: | The minimum number required for requesting a specific service |
Unit Factor: | The divisor used to divide the requested service quantity |
Unit Maximum: | Maximum number allowed for a specific service |
Exclude from Indirect Cost: | Excluding expenses that are not directly associated with any one research project. (i.e. facilities and administrative costs) |
*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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