Research Encounter Tickets
How are Research Encounter Tickets used?
The research encounter ticketing system is the tool by which a Principal Investigator and research team communicates and authorizes a NYU/Bellevue service provider to perform, provide, or conduct tests, procedures, and other specific items related to their research study. The PI and research coordinator are responsible for generating, accurately completing, and providing tickets to service providers.
The tickets identify the requested research items as defined in the patient visit schedule provided by the protocol, along with information in the cost analysis worksheet of the NYU Medical Center Billing Plan Form. Tickets are used for both inpatient and outpatient services. The tickets allow service providers to have enough information to accurately bill services to a specific financial account for the study (including costs covered by the GCRC) or to a subject’s 3rd party reimbursement agent.
Download a blank Research Encounter Ticket.
When are tickets used?
Tickets should be used any time a research subject needs to have tests, procedures, drugs, or devices performed which are provided by service providers in the hospital system. Encounter tickets should be used at Tisch Hospital, Bellevue Hospital, Hospital for Joint Disease, GCRC, Cancer Center, Radiology, Noninvasive Cardiology, CATH Laboratory and all FGP offices. For example, a ticket should be used if a subject is having lab work related to the project drawn and processed at the outpatient lab facility or if the EKG department is called to the patient bedside for a research-related EKG for an inpatient.
How are tickets completed?
Tickets are found under "Download Forms" on this site or on our web-based program Clinical Trials Management System (CTMS). Tickets should be downloaded from the website, saved as an Excel file on the computer, and filled out electronically. All fields should be filled in as applicable. Tickets can also be built through our Clinical Trials Management System (CTMS) at the below. The CTMS Training Request form is provided here. If you require training for building tickets into our system please look at our Education/Training section on our website. For assistance, contact the OCT at 212-263-4210.
All procedures and tests that are part of a research project, regardless of whether they are clinically indicated or research-related, must be entered on a separate line along with the appropriate CPT code or lab code for those lab services provided at NYU, who should be billed, site of the service, and the billing category. Tickets are filled out per visit and can include multiple items from multiple service providers. A list of billing codes is provided here.
Once the tickets are completed electronically, they should be emailed to clinicaltrials.med.nyu.edu, on the date the service is performed. When tickets are built into CTMS, our system runs a report and it will alert us to route them accordingly. Tickets sent in advance of services being performed will not be accepted. For inpatients, tickets should be emailed as soon as possible after the patient is admitted if it is not a scheduled admission.
Once the ticket has been completed and emailed, the ticket should be printed out and given to the subject so they can give it to the service provider for outpatient services, including GCRC. If multiple items from different service providers are required for a single visit, multiple copies of the ticket can be provided to the subject and one copy given to each service provider at the time the test or procedure is done. The service provider will accept the ticket and according to the information listed, bill the test listed to the associated account or 3rd party payer.
What happens afterwards?
Tickets received will then be forwarded to the appropriate distribution lists for Outpatient, Inpatient, Bellevue, GRC, FGP & Cancer Center. Research teams should keep a copy of the tickets with research files for each patient. They will not receive any tickets back once submitted. Verification of service provided will be the data collected for the project and added to the patient research record. If there are inconsistencies between the encounter ticket information and the billing information, the PI/coordinator will be contacted to clarify information, and may be required to correct and resubmit the ticket.
The PI and research team should be familiar with how to use the e-Report system to track payments against their study accounts for services performed. For questions about a charge, please contact the Office of Clinical Trials at 212-263-4210.
