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
*Pricing map(s) look up to pricing setup(s). Ensure a pricing setup exists at the provider or program level.
Part 1: Pricing Setup | |
|---|---|
Pricing Setup is required prior to adding service costs/pricing maps | |
Dates | |
Display Date: | When the service shows in the tree with future pricing map pricing. |
Effective Date: | When the displayed pricing actually goes into effect |
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 |
A service is anything that is orderable in SPARC (i.e. Venipuncture). Services can be located directly under the Program, or Core Level, depending on how your institution is set up.
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*
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 | If checked, the service level components (for SPARCFulfillment) box will appear below. Non-clinical services do not require a calendar build and the one-time fee pricing appears (instead of per patient) |
Display in SPARC | Allows user to view service in SPARCRequest sidebar. |
Form Functionality | Form that populates to request additional fields. |
Tag: Administrative Approval | Used for administrative approval stamps found within SPARCDashboard admin edit. |
| Tag: Epic | Triggers Epic interface box |
Tag: Fulfillment | Populates a tab/section |
Shareable Link | 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.
Field | Description |
| Use Default Statuses | Mark the box as "Yes" if you would like to use the default statuses, and "No" if you would like to customize |
Status | Ability to customize selected statuses if Use Default Statuses is checked as "No" |
| Available | Check the box if you would like the status to be available for that service |
Editable | 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.
| Field | Description |
| The Catalog Manager can add as many emails as they'd like to receive the submission notifications. | |
Remove/Add | They can also Add or Remove an email address from this list at any time. |
A Catalog Manager can determine who has User Rights for the service, as well as the level of rights for each user.
Field | Description |
Super Users: | 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. |
Catalog Manager Rights: | Catalog managers are configured within the SPARCCatalog module and have the ability to make changes within the assigned organizational hierarchical structure. |
| Edit Historical Data | This will enable a user to edit historical data, and should only be given to users who under the appropriate usage. |
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) |
Primary Contact: | Ability to appoint main contact shown on SPARCRequest Final Review page |
Hold Emails: | Providers who do not wish to receive system generated emails |
| Remove | A catalog manager can remove any users they no longer want to administratively access the service. |
Fields used for mapping services in scripts.
Catalog Managers must select who has Fulfillment rights.
Field | Description |
Name/Email | Providers who can access and manage service provision in Fulfillment module |
| Clinical/Service Provider | Clinical/Service Providers are the ones who can be assigned as "Owner" of the service. Clinical Provider is for clinical services, and Service Provider is used for non-clinical services. |
| Patient Registrar | This indicates whether the provider has the ability to create new or edit patients in the Patient Registry. |
Remove | Removes user access from Fulfillment |
| Add New Fulfillment Provider | Catalog managers can search for additional users to add Fulfillment Rights. |
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.
Field | Description |
Name (and Version): | 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. |
Remove/Add | 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.
Field | Description |
Component: | The provider defined elements of a service that are displayed in SPARCFulfillment. |
| Remove/Add | Catalog Managers can remove components they no longer wish to use or add any new components to the service. |
The Related Services can link services together so that when one service is the selected, they will both pull into the shopping cart together.
Field | Description |
Service: | Name of service which is linked to the current service; will appear in shopping cart when current service is chosen. |
Required: | 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. |
Remove: | Ability to delete related service |
Fields used for mapping services in scripts.
Field | Description |
EAP ID: | Epic unique identifier that the interface looks to if a CPT code does not exist |
CPT Code: | A standardized medical code set used to identify procedures (Current Procedural Terminology Code) |
Charge Code: | Historical ID used for Epic records (in process of migration) |
Revenue Code: | Standardized hospital location code |
| Order Code: | Code used in Epic to order the desired service |
| Send to Epic: | Identifies services meant to interface |
Part 2: Pricing Maps
Clinical Services Pricing Map
Non-Clinical Services (One Time Fee) Pricing Map
Step 2: Pricing Map | |
Pricing map defines cost at a procedure level and looks to pricing setup for discounts. | |
Display Date: | Defines when a service will display in SPARC for use |
Effective Date: | When the displayed pricing actually goes into effect |
Service Rate: | Cost of service before discounts are applied (Full Rate) |
Federal Rate: | Research rate applied to a Federally funded study (this is typically used for NIH or other grant funding) |
Corporate Rate: | Research rate applied to a Corporate funded study. |
Other Rate: | Research rate applied to Other funding sources defined by an Institution |
Member Rate: | Used for collaborative rates |
Override: | The ability to overwrite rates |
Clinical Services: | |
Clinical Quantity Type: | Any unit of measurement (hours, each, slides, etc) |
Unit Factor: | Base number used to divide requested Clinical Quantity by |
Quantity Minimum: | The minimum quantity that has to be requested (integer) |
Non-Clinical Services: | |
Unit Type: | Any unit of measurement (N/A, weeks, days, samples, etc); May not be applicable |
Quantity Type: | Any unit of measurement (hours, each, slides, etc) |
Quantity Minimum: | Lowest number of allowable requests |
Unit Factor: | Base number used to divide requested quantity by |
Unit Maximum: | Highest quantity of allowable requests |
Exclude from Indirect Cost: | Able to determine at a service level which services are included in indirect cost calculations. |
*Updates are always being made to the system. Please contact the SPARCRequest Team if inconsistencies are found*