Last Updated On:
25.January.2022
Table of Contents:
Step 1: Manage Services
Start by browsing the service catalog page, clicking the service providers on the left to search for and add services, or use the search function located in the middle of the page (by service name, description, CPT code or EAP ID).
Add applicable services and answer whether the request is for a new research study or project. If ‘Yes’, the services will appear in the My Services cart "Current" tab; if 'No', you will be redirected to SPARCDashboard. To delete services from the cart, click the red trashcan icon to the right of the service. The "Completed" tab of the My Services cart shows the finished (complete/withdrawn/invoiced) requests that were previously fulfilled on an existing study/project.
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Proceed to choose to Start a New Study or Start a New Project on Step 2.
Step 2: Protocol Information
When creating or editing a protocol, enter all the required information to continue, which is identified with an "*".
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If you are selecting Epic Research services and wish for your request to pushed over to Epic, select ‘Yes’ to Do you want to have your study Published in Epic? Next, answer the following Study Type Questions. The Confidentiality and Epic Questions section was revamped in v3.8.0 and the Epic Research questions will only display when use_epic=true is being utilized.
When you have finished adding protocol information, you will now enter Authorized Users and Protocol Milestones. You have the ability to add the rest of the study team users and assign roles and proxy rights on Step 2: Protocol Information, or add the rest of your users from SPARCDashboard.
The Primary PI of the study will be the individual that was entered in the Primary PI field when entering the protocol information. The person creating the study (if different from the Primary PI) will be defaulted to a General Access User, which can be updated to another role.
Protocol Milestones dates can be filled out to help service providers determine and prioritize workload for requested services.
*If your study is an Industry-Initiated/Industry Sponsored, additional budgeting fields will appear to capture budget related data.
Once all of the information filled in, click Save & Continue.
Step 3: Service Details
Add the correct number of study Arms and fill in the number of Subjects and Visits in the corresponding boxes. The first Arm is pre-populated as the Screening Phase Arm. Add the number of subjects you expect to screen, as well as how many screening visits each will have. If there is not a Screening Phase, you are able to rename the Arm or remove the Arm after a second Arm has been added. Next, begin to build out your calendar details by entering the visit day in chronological order for each Arm, as well as a visit window if necessary. Apply a check mark to indicate which services will be performed for each visit on the Template Tab. When applicable, use the green checkboxes to select all. Non-clinical Services are located at the bottom of the visit calendar, where you can request the desired quantity; note that it will automatically be populated with the minimum amount, but you are able to indicate more.
Toggle to Quantity/Billing Tab to change the quantity of services and indicate how individual services are funded (R for research, T for third party, and/or % for percent effort). User can choose to set their Default Billing Type to all Research Coverage (R) or all Third Party (Insurance) Coverage (T) by using the “Set Default Billing Designation” feature, or individually move the defaulted R’s to T’s by clicking into the visit. When completed, click Save & Continue.
Step 3a: Subsidy Information (if applicable)
If your services are eligible for a subsidy/funding award (set up in SPARCCatalog by admin users) you will be prompted to fill in the Percent Subsidy or PI Contribution. The PI Contribution is how much the PI is contributing to the total cost of the request for a given program/provider/core.
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Step 4: Document & Forms
Documents: If you have documents to share, click Add a New Document. Choose the Document Type, select choose file to upload, then indicate which service providers should be allowed access to the document, and click Upload. You may upload as many documents as needed. Document types are limited to the following permitted file types: pdf, doc, docx, rtf, txt, xls, xlsx, csv, ppt, pptx, msg, eml (for emails), jpeg, gif, png, tiff (and other graph formats).
You can also Download multiple documents at the same time by selecting which documents you want downloaded and click Download Selected Documents. You can Edit Document Access for multiple documents by selecting which documents you want edited and clicking Edit Document Access.
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Forms: In addition, if the service provider is requesting more information, be sure to complete the associated form. Forms can be completed from both SPARCRequest Step 4 and from SPARCDashboard.
Previous completed forms can be reviewed and/or edited from SPARCRequest Step 4 page or the SPARCDashboard 'Form Submissions' table.
Step 5: Review Your Request
Review all of the details of your service request. If you wish to make any changes click Go Back, or click on the SPARCRequest Step in which you wish to return. If no changes are needed click Save as Draft, or Submit Request to start services.
Please take the satisfaction survey when prompted to give us feedback about the system and be part of our continuous improvement process.
*Note that if this study has been submitted before, and you are going through re-submission on Step 5, there will be an option to submit selected requests that are ready to be re-submitted.
Submission Confirmation
A confirmation screen will appear with contact information for each service provider and request IDs. From here you can either access your protocol in SPARCDashboard (via 'Go to Protocol'), or click Download Service Request to obtain a copy for your records.
