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A New Approach to Subject Payments

A survey conducted by YCCI querying research subjects on payment for participation in clinical trials showed that payments often take too long and that subjects are hesitant to cash a check for small amounts; the checks also cost money to generate. To address this issue, the Yale University Controller’s Office, working with YCCI, negotiated with Bank of America to develop a program in which reloadable and preloaded debit cards and gift cards are issued to pay study subjects.

The program is tracked through the Financials console of OnCore, allowing for easy tracking of subject payments. Once patients have been checked in—whether it’s a one-time visit or an ongoing study—a data exchange will be triggered and reimbursement will occur within 24 hours instead of the six to eight weeks now required.

The program, which is used for research reimbursement across both the medical and central campus, is a collaborative undertaking among YCCI; Bank of America; Yale’s treasury department; and Advarra, OnCore’s vendor. It has been integrated into the existing workflow so that the processing is accomplished with just one click. The program illustrates YCCI’s efforts to collaborate with vendors that are commonly used in the clinical research environment to formulate solutions utilizing existing standards so that other institutions can benefit from models developed at Yale. This payment program is just one initiative that highlights Yale’s commitment to developing approaches that benefit research institutions across the country.

Both compliance and customer service are improved with this program. It simplifies subject payments for research staff; moreover, the promise of quick payment is a plus for study volunteers. Please click here for more information on the implementation of subject payment via ePayment. Click here to obtain the ePayment Subject Handout in English and here for the handout in Spanish. The Mobile Banking App information sheet for patients is downloadable here.

Learn about the Visa Card Program here or visit the Yale Policies and Procedures website to learn more about other remuneration methods for human research study participants.

Case Report Forms

OnCore is capable of having electronic Case Report Forms (eCRFS) built within OnCore to track subject data. YCCI builds custom eCRFS based on a study’s needs. These custom eCRFS are provided for free for all studies going on at Yale except for Industry sponsored non- Investigator initiated studies going on at Yale. For these studies YCCI charges $150 (plus overhead) per form built in OnCore, this charge should be included in the sponsors contract and YCCI will invoice the sponsor directly.