25 Maintaining Billing Rates

ClearTrial allows you to define billing rates for specific service providers who will be assigned work to complete a study with the Billing Rates List Screen.

This screen displays currently defined billing rates and provides the ability to create, edit, delete, restore, copy or publish billing rates. Billing rates defined on this screen can be shared by multiple plans.

Working with Billing Rates

To work with billing rates, select Billing Rates from the Maintain menu. This screen displays currently defined reporting regions and the ability to create, edit, and delete rates.

Roles

To work with billing rates, you must have either the Clinical or System Administrator Role. Users without these roles can only view billing rates. This is an additional role that can be granted by your System Administrator.

Drafts

The Billing Rates feature allows you to save draft versions of billing rates if the rates are not ready to use. Draft versions are not available for use in plans; rates must be published in order to be used in plans.

Previously published billing rates can be edited and the pending edits will remain in a Draft state until ready to be published.

The application will continue to use the previously published values until the new rates are published, replacing the prior values.

Revision History

The Billing Rates Lists Screen allows you to view previously published rates with the Show Revision History button.

Billing Rate Resource Descriptions

ClearTrial multiplies the hourly rate supplied for each resource by the number of hours calculated to be necessary for employees of this type to complete the work. The Billing Rates feature allows you to define hourly billing rates for each resource for specific service providers you may assign to work on a study.

To help guide you in providing the appropriate hourly rates you have negotiated with your vendor(s), see Chapter 30, "Resource Descriptions". This section describes the responsibilities of each resource.

Adding Billing Rates

To add billing rates:

Navigate to the Billing Rates List Screen.
Click the New button.
Select the service provider, sponsor, and rate year combination to complete the sentence... “When [vendor] performs works for [sponsor] for rate year [year].”
Choose the country or region for which your base rates apply. Enter the hourly rate for each resource in that country in the base rate location column. ClearTrial calculates the country-specific rates as per the variance value listed in the rate variance row.

You may change the variance for any country to produce the expected rates and/or override any specific rate for any particular resource in any location.

Note:
For guidance on providing the appropriate hourly rates you have negotiated with your vendor(s), see Chapter 30, "Resource Descriptions". This document is also available in the online help for maintaining Billing Rates.
When you have entered rates for each resource, for each country, click Save to preserve the values in a draft state or click Publish to make the rates available for use in plans. Publishing rates will make them active rates that can be used by ClearTrial to calculate fees and costs associated with tasks assigned to the chosen vendor.

Previously published billing rate worksheets can be edited and will remain in the Published with Draft state until ready to be published.

The application will continue to use the previously published values until the new draft is published, replacing the prior values.

Editing Billing Rates

To edit billing rates:

Navigate to the Billing Rates List Screen.
Select a billing rate worksheet and click the Edit button.
Adjust rates as needed and click Save to preserve changes or click Publish to make the new rates available for use in plans.

Copying Billing Rates

To copy billing rates:

Navigate to the Billing Rates List Screen.
Select a billing rate worksheet and click the Copy Button. Select either the draft or published version to be copied. Also, you may apply a percent adjustment to the rates if needed.
Click OK and begin editing the copied the billing rates.

Publishing Billing Rates

To publish billing rates:

Navigate to the Billing Rates List Screen.
Select a billing rate worksheet in the Draft state and Click the Publish button. Confirm you want the rates published. The rates are now available for use in plans.

Deleting and Restoring Billing Rates

To delete and restore billing rates:

Navigate to the Billing Rates List Screen.
Select a billing rate worksheet in the Draft or Published state and click the Delete button to delete them.
To restore a set of billing rates, check the checkbox for “Include Deleted Rates.” Deleted rates will be displayed with a line through them. Select the deleted billing rates you need and click the Restore button.