Clinical Research Billing Improvement Project

The following message is from Betsy Nugent, MSPH, CCRP, Chief Clinical Research Officer

We want to make you aware of an upcoming change in the way the School of Medicine and Public Health and UW Health do clinical research billing.

We are moving from a system of manually processed clinical research billing at UW Health to an automated process for clinical research billing using Epic (Health Link). This change will require patient encounters and orders to be linked by research study personnel in Health Link either before or during visits, and a two-step billing process that includes review by the special billing team as well as the departments before the system generates invoices.

Required actions for department research staff:

  • All research coordinators that work on studies where patients have visits or procedures at UW Health will need to have Health Link access and be trained.
  • Research coordinator trainings are set for 4/7 and 5/12 from 8 a.m.-noon. Only one training session is needed.
  • Determine who in your department will be responsible for billing review.
  • Once this has been determined, there will be two step billing process training in May that this individual(s) will need to take.

Important dates and timeline: 

Establish future state workflow


Encounter & Order Linking Training

3/15 – 4/12

Go Live: Encounter & Order Linking


Two Step Billing Review Training

May 2021

Go Live: Two Step Billing Review


Go Live: Health Link Statements


For your reference, here is a slide deck with more detail about the project and its goals and scope.

For more information on the clinical trials billing project, what access is required, and how it may impact your team, please contact Health Link Research Specialists Carla Croft or Ann Wieben