A ClinCard is a reloadable prepaid debit card powered by Greenphire, that is available for use as a mechanism to pay ‘human subjects’ for research participation in clinical trials. It is a faster, safer method to pay your study participants providing an excellent alternative to checks, gift cards, or petty cash. Payments are made at time of service so no delay in your subjects getting paid. The cards can be used by the payee for multiple payments at different times. Below please find a general overview of the process for using ClinCard.
How do I get started? At the time of the initial IRB submission, the research coordinator/staff completes the ClinCard Request Form [DOC] and e-mails the completed form to the Clinical Research Finance Analyst, Jennifer Reed-Hack in the Office of Research and Innovation at firstname.lastname@example.org. Items that must be included in the request form are listed below:
Please note that the use of ClinCard for research subject fee payments MUST be approved by the IRB and requires the collection of a W-9 form from each subject to be kept in departmental file. (Subjects that receive $600 or more within a calendar year in stipend payments will be issued a 1099 form by the tax office at the end of the year.)
The Clinical Financial Analyst will confirm receipt of your request and provide additional details.
Any required training? Yes, to assist research teams and to ensure functionality, you will be trained on using Clincard’s web-based system. Additionally, since our ClinCard Program is tied to Clinical Conductor for billing compliance your staff will need to be trained. The Clinical Financial Analyst will schedule a training meeting with the PI and/ or POC(s) for ClinCard and Clinical Conductor training. In those trainings, we review how to add a new patient, link them to your study, activate a ClinCard, complete visit elements/milestones, and issue and approve a payment to a subject.
Clincal Conductor: ClinCards are linked to Drexel’s current Clinical Trial Management System, Clinical Conductor. Your study must be set up in Clinical Conductor by the Office of Research and Innovation in order to initiate use of Clincards. Upon receipt of the ClinCard request form, the Clinical Financial Analyst will initiate study setup in Clinical Conductor leveraging the information form the ClinCard request form. Once your study is entered into Clinical Conductor you will be notified by email that the study is set up and for you to review the study to make sure all of the information is correct.
How do I receive my cards? The requested cards will be pulled from inventory and be mailed to the point-of-contact/responsible party identified on the request form. A ClinCard Tracking form [DOC] will be emailed to the POC receiving the cards. The ClinCard Tracking form will have the study information as well as the ClinCard token numbers for all the cards assigned to the study.
When the ClinCards are received by the POC, the POC must reconcile the token numbers on the ClinCard Tracking form correspond to the token numbers with all cards physically received. If any discrepancies are noted, the POC must contact, the Clinical Financial Analyst, Jennifer Reed-Hack at email@example.com immediately. Once reconciled the recipient needs to sign off on the form and email it back to firstname.lastname@example.org.
What are the Cost of Cards: The costs of each ClinCard is $4.00 and additional $1.15 per payment load. Your fund and org will not be charged for any fees until the card is activated. The fees will be charged to your Banner fund at the beginning of the month following the card activation.