Grants & Contracts - Frequently Asked Questions

  1. I am creating a budget and need to get prices for specific tests, e.g. chest x-ray, etc.  Is there a contact list to get this information?
  2. Do I need to submit a Medicare application if I’m using an investigational device (IDE#) in my research study?
  3. What payment mechanism is used to reimburse a subject participating in a research study?
  4. How do you define “Standard of Care” versus Study Specific?
  5. Why do I need to list “Standard of Care” items in the budget sheet?
  6. How can I check the balance of my research account?
  7. How do I pay personnel who are working on my research project?
  8. What is the account Billing Procedure for Research Administration?
  9. Do I need to keep track of research project monies?
  10. Do I need approval from Research Administration to transfer funds from my Research account?
  11. Are there rooms available for research subjects that require staying overnight?

I am creating a budget and need to get prices for specific tests, e.g. chest x-ray, etc.  Is there a contact list to get this information?


Yes, but first, consider if the test or procedure has a technical and or a professional fee.

Laboratory Contacts:

  • Inpatient: hematology/chemistry – Mary Onoroski, 860-545-2490
  • Microbiology: Pamela Hamilton, 860-545-2207
  • Outpatient: Jennifer Cloutier, 860-558-6495

Radiology:

  • Inpatient: Technical Fee: Bob Rice, 860-545-3886.
  • Inpatient: Professional Fee: Billing Manager, Bob O’Donell, 860-291-6551.
  • Outpatient: Billing Manager: Professional and Technical Fee:  Bob O’Donell, 860-291-6551
  • Non-Invasive Vascular Lab: Janet Giuca, 860-545-2002

*   Radiology tests must be read by a credentialed MD – (will generate a charge)
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Do I need to submit a Medicare application if I’m using an investigational device (IDE#) in my research study?
Yes, if you are anticipating patient billing, you must submit a Medicare application based on the requirements outlined in the 3/99 Medicare News Update. www.empiremedicare.com/newsupda/brf993/ide.htm 
Contact Tammy Weirs (860-545-4412) or Liz Roper (860-545-1964) for assistance with the application process.
NOTE: You cannot start a study without an approval letter from Medicare.
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What payment mechanism is used to reimburse a subject participating in a research study?
Subjects are reimbursed either by

  • Petty Cash Voucher Form - used for reimbursements up to $75.00
  • Voucher Requisition Form (check) – used if amount is greater than $75.00, and
  • Cash and Gift Card. See procedures under “policies”. Contact Linda Thompson (860-545-5611) for details.

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How do you define “Standard of Care” versus Study Specific?
When qualifying a clinical trial, a study specific or procedure is required for the research study and physician does not routinely medically manage a patient with the test or procedure at the required time or frequency.
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Why do I need to list “Standard of Care” items in the budget sheet?
It is very important to list what is “Standard of Care” and what is unique to the project when creating your budget.  Listing items separately avoids billing to insurance for charges that are not standard of care and prevents “double dipping” (meaning avoiding insurance or Medicare fraud).
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How can I check the balance of my research account?
You can access your research account by completing the Finance Web Reporting sign-on-form.  This form must be completed and signed by the Principal Investigator and forwarded to Research Administration.
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How do I pay personnel who are working on my research project?
Corporate Accounting Department has specific guidelines on how to pay individuals working on research projects. It is recommended to contact Corporate Accounting or Grants Administration before hiring personnel for your research project.
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What is the account Billing Procedure for Research Administration?
The policy (link to accounting policies) requires notification of admitting and patient accounts when there are study specific charges posted to a subject’s bill.  Theses charges must be removed from the bill and paid for by the study account.  The remaining “standard of Care” charges are then posted to the subjects insurance.
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Do I need to keep track of research project monies?
Yes, the Principal Investigator is responsible in managing the finances of their project.  If the project expenses exceed the amount awarded and your project goes into deficit, you will be expected to deposit or transfer sufficient funds to cover the deficit.
NOTE:  It is Hartford Hospital policy that all funds received in support of a research project are to be deposited into the assigned research project account.
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Do I need approval from Research Administration to transfer funds from my Research account?
Yes, Corporate Accounting is requesting approval from Research Administration for any transfer request greater than $999.99.  All other requests greater than $25,000 must also be approved by Neil Yeston.  Send an e-mail to Lauren Bernardi requesting a transfer copying Laurine Bow and/or Neil Yeston. Note:  All Travel Forms must be reviewed and signed by Laurine Bow.
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Are there rooms available for research subjects that require staying overnight?
Yes, the Clinical Research Center offers sleep rooms for a fee in the ERC building 6th floor at a rate $25. Per night. They also offer a Study Center at no charge. For more information contact Mary Maibaum at 860-545-3183.
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