Configure Billing Rates

After you define and publish billing rates for service providers, ClearTrial shares the rates between plans. You cannot add service providers to a plan that does not have a set of published rates.

• You can save a draft version of a set of billing rates but you can't use draft versions in plans. You can also view the prior published rates and revert to those rates.
• To work with billing rates, your assigned ClearTrial System Administrator must grant you the ClearTrial Clinical or System Administrator role.

• Define Billing Rates
  Defining billing rates is done from the Maintain menu.
• Publish Billing Rates
  After you publish the billing rates, ClearTrial shares the rates between plans. You cannot add service providers to a plan that do not have a set of published rates.
• Generate the Billing Rates Report
  The Billing Rates report displays the billing rates for the sponsor and the the rate year selected.
• Change Billing Rates
  You can edit and save billing rates in a draft state as many times as necessary prior to publishing them. When you are ready, publish that draft and replace the currently published rates.
• View the Billing Rate Revision History
  The Billing Rates Revision History screen shows previously published sets of billing rates.
• Revert to Previously Published Billing Rates
  If you revert the billing rates for a plan to a previous version and publish them, ClearTrial makes the rates available to all plans.

Define Billing Rates

Defining billing rates is done from the Maintain menu.

1. From the Maintain menu, select Billing Rates.
2. On the Billing Rates screen, click New. You can also copy an existing billing rates table by clicking Copy and editing the fields as described below.
3. From the When drop-down list, select the service provider for whom you want to enter billing rates.
4. From the performs work for drop-down list, select the sponsor that is going to be charged these billing rates.
   • If your organization is a sponsor, select your organization or an affiliate from the drop-down list. These rates are used when the selected service provider is performing work for this sponsor or affiliate.
   • If your organization is a CRO, select the sponsor for whom these billing rates apply.
5. From the for Rate Year drop-down list, select the year for which these rates apply and ClearTrial updates the table to match the selected year.

   When creating a plan, the effective rate year chosen in the Provider Details screen from the Provider tab determines which rates are used. Rates are inflated per any inflation percentages specified.

6. From the Base Rate Location drop-down list, select the country or region the rates that you enter in the Base Rate column represent.
   • The Currency field displays the currency in which the billing rates are expressed. The service provider selected from the drop-down list determines the currency.
   • By default, ClearTrial derives the rates of all other locations using the values in the RATE VARIANCE % row. You can edit any variance or override any specific rate value.
7. For each Resource, for each location column, enter the hourly billing rate.
   • Each resource row represents a job title or type of employee that performs work on a study. For each resource, ClearTrial multiples the hourly rate supplied by the number of hours calculated to be necessary for employees of this type to complete the work.
   • ClearTrial uses generic job titles. For a description of a resource, click the resource name. You can view and download a list of the resource descriptions from the Help topic associated with the Create Billing Rates screen. User-defined resources are included.
   • Note the country or region shown in the Base Rate column. That is the location serving as the base rate. The rates for all other locations are derived as a percentage of the variance value of the base rate. You can change any variance or override any specific rate value.
8. Click Save, then publish the rates so they can be used when calculating plans.

Publish Billing Rates

After you publish the billing rates, ClearTrial shares the rates between plans. You cannot add service providers to a plan that do not have a set of published rates.

1. From the Maintain menu, select Billing Rates.
2. From the list of defined rates, select the check box of a billing rate with a Draft status, and then click Publish.
3. On the Confirm Publish Rates screen, click Publish.

   The rates are immediately effective and available. Any unlocked plans that do not have frozen rates reflect these changes.

Generate the Billing Rates Report

The Billing Rates report displays the billing rates for the sponsor and the the rate year selected.

1. From the Maintain menu, select Service Providers.
2. On the Service Providers screen, select the check box of a user-defined service provider or one that you created.

   Note:

   You can only generate the ClearTrial Billing Rates report for user-defined service providers.
3. Click Billing Rates Report to display the report options in a separate window.
4. Change any options and click Ok to display the report.
5. Print, view, or export the report, and then click Close.

Change Billing Rates

You can edit and save billing rates in a draft state as many times as necessary prior to publishing them. When you are ready, publish that draft and replace the currently published rates.

You can also edit published rates and save them as a new draft that does not replace the published rates.

1. From the Maintain menu, select Billing Rates.
2. In the Filter section, select a specific provider from the Show rates for drop-down list, or Any Provider to view all billing rate schedules.
3. From the for Rate Year drop-down list, select a specific year or Any to include any years with data.
4. To include deleted rates, select the Include Deleted Rates check box.
5. On the Billing Rates table, select the check box for the rates to update, and then click Edit.
6. On the Edit Billing Rates screen, edit the hourly billing rates for the resources and locations as necessary.
7. Click Save.
8. To publish the changed rates, click Publish.

View the Billing Rate Revision History

The Billing Rates Revision History screen shows previously published sets of billing rates.

1. From the Maintain menu, select Billing Rates.
2. In the Filter section, select a specific provider from the Show rates for drop-down list, or Any Provider to view all billing rate schedules.
3. From the for Rate Year drop-down list, select a specific year or Any to include any years with data.
4. To include deleted rates, select the Include Deleted Rates check box.
5. Select the check box for a billing rate year, and then click Show Revision History.
   ClearTrial displays the modification information in a separate window.
6. To view the billing rates for a previously published set of billing rates, click the Show Rates link.
7. To edit the billing rates, save them as a draft, or publish them, click the Open as Draft link to open the Edit Billing Rates screen.
8. Click Close.

Revert to Previously Published Billing Rates

If you revert the billing rates for a plan to a previous version and publish them, ClearTrial makes the rates available to all plans.

1. From the Maintain menu, select Billing Rates.
2. In the Filter section, select a specific provider from the Show rates for drop-down list, or Any Provider to view all billing rate schedules.
3. From the for Rate Year drop-down list, select a specific year or Any to include any years with data.
4. To include deleted rates, select the Include Deleted Rates check box.
5. Select the check box for a billing rate year, and then click Show Revision History.
   ClearTrial displays the modification information in a separate window.
6. To view the billing rates for a previously published set of billing rates, select an earlier rate schedule and then click the Open as Draft link.
7. On the Edit Billing Rates screen for the earlier billing rates, click Save.
8. To publish the reverted rates, click Publish.
9. Confirm that you want to make these rates available and effective by clicking Publish.