Follow Research Workflows
Review the Manage Study section of our website to learn about all of the research workflows that may apply to your study during the different timepoints of the study’s lifecycle.
Before Starting a Study
Prior to starting your study in a UF Health location, you may be required to submit your study to various review committees to ensure that your study details are communicated to Shands staff and that research workflows are followed. See Human Subjects Research Reviews for more details.
Procedure Coding Requests (PCR)
If study team will be obtaining the procedure codes, study team requests using the following form(s):
- Radiology PCR Form – Version 06/15/20
- Requests must include the following information:
- Study Short Title
- OnCore Protocol Number, if applicable
- Principal Investigator
- Study Team Contact
- Eligible Participant Age Range
- Protocol Procedure Names
- Any other information Radiology would need to know
- Enter the CPT code/Procedure Name for the service you need confirmed.
- Note: If you are not 110% sure of the CPT code and work with the Shands Radiology PCR contacts to ensure that you get the right code for the service that the protocol is requiring.
- If more rows are required, please add more rows via Word 2016 menu Review > Restrict Editing > “Stop Protection” button > copy more rows (do not add data yet), then >”Yes, Start Enforcing” > “OK” (no password) > add row data.
EAP Codes and CPT Codes – What is the difference?
- Orderable EAP: Epic site-specific code used to request a service or procedure. Orderables can be generic or specific.
- Performable EAP: Epic site-specific code for the actual procedure that a clinician performs. Performables are more specific versions of the associated orderables.
- Chargeable EAP: Epic site-specific code that is used to determine final charge for the service.
- CPT: Current Procedural Terminology code used outside of Epic to report medical, surgical, and diagnostic procedures and services to entities such as physicians, health insurance companies and accreditation organizations. CPT codes are used in conjunction with ICD-9-CM or ICD-10-CM numerical diagnostic coding during the electronic medical billing process.
- Note: If you are not 110% sure of the three EAP codes and work with the Shands Radiology PCR contacts to ensure that you get the right codes for the service that the protocol is requiring.
- For budgetary purposes on multi-year studies, plan for a 5% price increase each year. Research rates are estimates. Actual charges will be the rate current on day of service.
- If you are 110% sure of the coding and only require pricing, please see the UF Health Charge Master Event Lookup Report. Note: If pricing is unavailable in the UF Health Charge Master, please contact Sam Hale via OCR-CAB@ahc.ufl.edu.
Review of PCRs
- Radiology staff will review the requests and confirm codes.
- During the Coverage Analysis process, the OCR CAB team will review study documents and contact Shands and UFHP for final pricing confirmations.
- OCR staff will email study team and/or upload final pricing confirmations to OnCore.
For ALL UF Health orders, study teams should be following the electronic research order workflows in Epic, which include:
- Associate a Patient to a Study
- Pend Orders – Inpatient and Hospital Outpatient Department (HOD)
- Pend Orders – Outpatient and Ambulatory
- Complete Billing Charge Review