MAESTRO FINANCIAL RECONCILIATION TO SAP/R3 Access to Maestro and Additional Resources 1. Contact your CRU leadership for department-specific instructions. 2. In order to gain View Only access to Maestro, a user must take a short online training module. (Please see DOCR MC Clinical Research Training View Only Access instructions below.) 3. Once training is completed, CRU leadership can request a Maestro account for a user and assign a user to specific protocols through a Service Now ticket. Documents can be uploaded in the Service Now ticket. 4. Be sure to include, Assign to Julie McCauley, assignment group Maestro Care-Operational- Clinical Trials Billing Office-PRMO in the Notes section of the Service Now ticket. Following is the address of the Service Now request. You may need to copy and paste the link to the web browser. https://duke.service-now.com/navpage.do 5. A WebEx Maestro training module is available at the following address. https://dukeuniversity.webex.com/dukeuniversity/ldr.php?at=pb&sp=mc&rid=27844757&rke y=8c6bb540d7c9f783 6. The Maestro-Clinical Research page also offers additional guidance. https://intranet.dm.duke.edu/sites/maestrocare/sitepages/clinicalresearch.aspx DOCR MC Clinical Research Training View Only Access Please follow the instructions below to register and complete the module. Once successfully complete, you should receive a completion notification. Go to https://bcw-lmsa.duhs.duke.edu/sabalogin and login with your Net ID and password. You may have to copy/paste the link into your browser. On the Home page go the Catalog Search box. Enter DOCR MC and click the search button. Click the blue Register link for the DOCR MC Clinical Research View Only. Click the Launch Content link. The course should auto launch. If it does not, click the Launch button. View all of the slides and complete the quiz at the end. When completed successfully, you should receive an automated completion notification. 1
Running the RHB233 (Single Fund Code) and RHB234 (Multi Fund Code) Reports The single fund code report is used if a protocol only has one fund code assigned to it in Maestro. If a protocol has more than one fund code assigned to it in Maestro, use the multi fund code report. Login to Maestro. Click on My Reports in the toolbar. Click on the Library icon on the left side of the screen. 2
Type the report name in the Search field, and press Enter, or scroll down, until you see the report. Choose the report with the A extender for the PDF format, or choose the report with the E extender for an Excel format of the report. Click on New Report. Type the date range you are reporting on in the Start Date and End Date fields or, use the calendar to choose the dates. Remember to reconcile the code back to June 22 nd (Maestro Go Live date) if this is the first time you are reconciling the fund code to the Maestro reports. Also, remember the End Date has to be prior to the day you are running the report (i.e., if today is January 16 th, you must use the End Date of January 15 th or prior). 3
Click on the Research ID field, and the magnifying glass will appear. Click on the magnifying glass. Type the protocol number in the Search field, and click on the magnifying glass to search for the protocol. Optionally, you can scroll down the list of protocols to select a protocol. If you scroll, you will have to continue scrolling down, because Maestro may not instantly provide all the protocol numbers. Click Accept to choose the protocol. Repeat this same step to add additional protocol numbers to the report. 4
Click Save As. A dialogue box will appear. Type in a meaningful report name, click Accept, and then click Close. The report name will now be listed under the reports in the Library. Click on the star to the left of your report to save it as a favorite. (You have to save the report as a favorite before you can request it.) 5
Click the View button, and then click Request in the dialog box. Click on the My Reports button on the left side of the screen. You will see the list of your recent reports. The reports will go through the Requested, Scheduled, and Ready to Review statuses respectively. After reviewing the report, the status will change to Viewed. You can rerun any report with a new date range by clicking on Edit for the report in your Report Library. See Attachment 1 for opening historical instances of a report. 6
Once the report is ready, click on the Ready to Review link to open the report. If you receive an error message, rerun the report from the Library. To save the PDF copy of the report, click on the Save icon. Scroll through the drives on the left, and choose the appropriate drive and folder to save the report. Type in a meaningful name in the File name field, and click Save. If you ran an Excel version of the report, you will have to go through the above Save process to view the report. 7
Interpreting the Single and Multi-Fund Code Reports (RHB233 and RHB234) There are two sections in the report. The Hospital Billing Activity is presented first, and, if there is any Professional Billing Activity, it is presented second. Following is the hospital billing activity on the Single Fund Code report. 1) 2) 3) 4) 111111111111 5) 7) 8) 6) 9) 10) 11) 12) 13) 14) 15) 16) 17) 18) 19) 20) 21) 22) 23) Patient Name 24) 222222222222 Patient Name 25) 8
Title Descriptions for Hospital Billing Activity 1. Fund Code SAP/R3 fund code (WBSE), where the activity will be posted. If the protocol has more than one fund code, all patient payments will post to the first fund code listed. 2. Study Code Protocol number for the study. 3. Research Study Name Name of the research study. 4. Hospital Acct ID Billing account number associated with the encounter charges. 5. HSP Account Account ID number that contains properties related to hospital accounts. 6. One unique hospital account. Each Sunday night, the system auto-generates a new Hospital Account Record (HAR). Any charges, regardless of service date, that are marked reviewed during that week, will go into the hospital account to be billed. 7. Total # of Charges A count of the number of charges for the specific hospital account. 8. Activity summary for the specific hospital account. 9. Txn ID The system transaction ID associated with an activity. 10. Charge DOS, Pymt/Adj, Post Date Date of respective activity. 11. Proc Code Includes the charge, payment, and adjustment procedure codes. 12. Procedure Description Description of the procedure code. 13. Rev Code Hospital revenue code associated with the respective procedure code. 14. Qty Quantity of the respective activity. 15. Charge Amt The undiscounted rate for the procedure. 16. Pymt Amt The actual posted payment amount or payment reversal. 17. Cr Adj Amt Amount of the research discount. 18. DR Adj Amt The actual posted debit adjustment amount. 19. Calc Pymt The research rate at the line item level. 20. Calc Adj Amount of the research discount at the line item level. 21. SAP Pymts Dollar amounts of payments posted to R3 for the specific hospital account. 22. Allowances, payments, and payment reversals for a specific hospital account. (This can be for one or more patients.) 23. Patient s name. 24. Services for a patient for a specific week s hospital account. 25. Grand total for all hospital billing activity. 9
Following is the professional billing activity on a Single Fund Code report. 1) 2) 3) 4) 5) 6) 7) 8) 9) 10) 11) 12) 13) 14) 15) 16) 17) Additional pages of professional billing intentionally omitted. 18) 10
Title Descriptions for Professional Billing Activity 1. Fund Code SAP/R3 fund code (WBSE), where the activity will be posted to. 2. Study Code Protocol number for the study. 3. Research Study Name Name of the research study. 4. Patient Name Name of patient. 5. MRN Patient s Duke Medical Record Number. 6. Hospital Acct ID Billing account number associated with the encounter charges. 7. Total # of Charges A count of the number of charges. 8. Txn ID The system transaction ID associated with an individual charge. 9. Charge DOS, Pymt/Adj, Post Date Date of respective activity. 10. Proc Code Charge procedure code. 11. Procedure Description Description of the procedure code. 12. Quantity Number of billed units associated with the charge. 13. Charge Amt The undiscounted rate for the procedure. 14. Pymt Amt The actual posted payment amount or payment reversal. 15. Cr Adj Amt Amount of the research discount. 16. DR Adj Amt The actual posted debit adjustment amount. 17. SAP Pymts Dollar amounts of payments posted to R3 18. Grand total for all professional billing activity. 11
Reconciling the Single and Multi-Fund Code Reports (RHB233 and RHB234) to R3 293 9876 Confirm the appropriate fund code is listed in the Fund Code section of the Maestro report and all charges show a research discount rate. 12
Run your preferred R3 report. You can run a CJI3 report (third character is the letter I ) and narrow the query by using the outpatient charges GL (696400) and the date range you are reconciling. When the query is returned, highlight the Document Date column, and click on the Sort icon to sort the patient charges by Document Date. 13
Look at the first payment on your Maestro report. See if there is a charge in R3 that matches this amount. The first payment on the Maestro report (see the 293-9876 report above) is $116.88. This exact amount is not listed in R3, so this payment cannot be considered reconciled. Check to see if there are several payments on the same date and add those payments together. This Maestro report has payments of $116.88 and $201.14 both on 10/31/13. The total of these two payments for 10/31/13 equals the 10/31/13 R3 posting. 14
Additional Notes: 1. If you have multiple payments on the Maestro report, add the payments for each date to match them to R3 posting on the same date. 2. If a payment in R3 is not showing up on the Maestro report, the payment may have been processed through the Legacy system, especially if the R3 payment date is within the few weeks of Maestro Go Live (June 22, 2013). Below is the typical line item text description for payments processed through the Legacy system. 3. Part of the research project reconciliation process includes making sure patient visits are showing up on the Maestro report. Only services that have had a payment posted against them will show up on the Single and Multi-Fund Code reports. Therefore, it is imperative to complete a patient reconciliation of the Maestro report, ensuring that the patient(s) and service(s) listed are appropriate. (This task is completed by a CRC or financial analyst depending on each department s process.) The project cannot be considered reconciled, until all services/payments show up on the Maestro report and reconcile to R3. This requires collaboration between the CRC and financial reconciler. The transaction history, discussed in the next section, shows the detailed transactions for a protocol. 4. When there is a financial variance between the Maestro report and R3 that a reconciler cannot resolve, it is recommended that users elevate the concern to their divisional or department FPM/financial manager. Michelle Smith, School of Medicine Finance, will serve as a resource to the FPMs for resolution. 15
Reviewing a Protocol s Transaction History You must have the dashboard to review the transaction history. Only those who have been specifically assigned to a protocol will have access to the transaction history. Go to the dashboard and click on the Study Administration Records link. Click on the magnifying glass to the right of the Search field. Type in the protocol number and press Enter. Choose the protocol number and click Accept. 16
Click on the Transactions History link. The transaction history gives a summary of the total charges, payments, adjustments, and outstanding balance for the professional and hospital billing activity on a study. You can click on the HB Charge Grouping dropdown menu and request information by patient. 17
Information by patient will then be added to the transaction history. You can then click on the box next to a patient s name to receive detail for that patient. Below is the detail for Patient 1. Please note, the transaction history cannot be saved or exported. The only option is Print Screen. 18
Running the All Patients Enrolled in a Clinical Trial Report (AMB559) Go to the reports Library and search for the AMB559 report. Once the report has been located, click on the New Report button. In the Report Settings dialogue box, type in the From and To dates. Chose the desired filter criteria. Click in the Relationship field. Choose your preferred relationship (usually Equal To). Click in the Study search field. Search for the protocol number and press Enter once selected. Either Run the report or click on Save As to save the report name. If saving the report, name the report with a meaningful name and press Enter. 19
The report will now be located in your library. Click on the star to the left of your report to make it a favorite. Then click on Run. The report will return a list of patients enrolled in the specific study. You can double-click on a patient s name to review patient information, such as encounters and visits. Patient 1 Patient 2 Patient 3 Patient 4 Patient 5 Patient 6 20
Requesting Changes in Maestro for a Protocol 1. Please follow any specific guidelines established by your CRU. 2. If a service posts against the wrong protocol number, submit a Service Now ticket with detailed information regarding the error. If a payment has posted against a service in Maestro and in SAP/R3, a JV will have to be processed to move the charge(s) off of the fund code, since the Service Now ticket will only affect postings going forward. 3. If the incorrect fund code is assigned to a protocol, submit a Service Now ticket requesting the assignment of the new fund code. Any incorrect outpatient charges that have already been posted in R3 will have to be corrected by a JV, since the Service Now ticket will only affect postings going forward. 4. If a service should have been billed to insurance versus the fund code, submit a Service Now ticket stating the service should have been billed to insurance versus the grant. The PRMO will have to process the JV for this reversal. 5. If the incorrect CPT code was used for a service, submit a correction request through a Maestro Charge Corrections Request Form, which is available on the PRMO Clinical Research Intranet. (Ex. A patient had an MRI with contrast, but when reviewing the RHB report, the service was shown as an MRI without contrast. This caught the CRC s attention, because all MRIs for this study should be an MRI with contrast.) Completed forms should be sent to the corresponding address below. PB (Professional Charges) should be entered on the Maestro Care Request Form and sent to PRMO-Epic PB Charge Corrections. HB (Technical Charges) should be entered on the Maestro Care Request Form and sent to PRMO- Epic HB Charge Corrections. Submitting a Service Now Ticket Following is the address for the Service Now request. You may need to copy and paste the link to the web browser. Be sure to include the below comment in the notes section of the Service Now ticket for Maestro related requests. Attachments can be added to the Service Now request. https://duke.service-now.com/navpage.do Assign to Julie McCauley, assignment group Maestro Care-Operational-Clinical Trials Billing Office- PRMO. 21
CASE STUDY Maestro Report: 111 Patient A SAP/R3 Report: 1. What is the date of Patient A s service for Hospital Account 111? 2. What is the undiscounted rate for the service? 3. What is the discount amount for this service? 4. What is the discounted research rate for this service? 5. What is the date of payment for this service and does it equal the discounted research rate? 6. Can this payment be reconciled to the above R3 report? 22
ATTACHMENT 1 OPENING HISTORICAL INSTANCES OF A REPORT Note: The user must have the report subscribed as a favorite. History will grow from that point forward. Historical instances will be available when you first subscribe to the report. Open the report from your library. The latest run will automatically open. Select the Show button to see additional runs: All available instances will appear. To open the report for a different date, select the row needed. 23