Research Billing in PennChart

The process of creating a study record in PennChart begins with a study team member submitting a request for a Research Billing Number (RBN) in the Research Billing Application (RBA). In order to create the RBN, OCR Finance will need the following:

• An approved RBN request which contains the following data in the Comments section:
  • 24 hour emergency contact number
  • Principal Investigator’s phone number
  • Name of person(s) conducting Research Billing Review (note: PennChart-Research Biller-OCR training is a prerequisite for this role)
  • Study team’s general number (Optional)
• CTMS Summary page –
  • Your study must be registered in PennCTMS. After finalizing the summary page, please be sure to change the Request ID in the “IRB Number” field to the actual IRB number

Email to OCR Finance

• After your RBN request is submitted, send a follow up email to OCR Finance with the current Prospective Reimbursement Analysis (PRA) with Coverage Analysis (CA) attached. In your email include the IRB number, and NCT number  (if applicable).

Additional Resources

• RBN Checklist (???)
• RBN Tipsheet

Professional Charges are defined as time and effort expended by a Physician or Specialist related to patient care.

 Hospital Charges encompass all aspects of a patient’s care including the actual test or procedure, supplies, support staff, hospital stay and medications. 

PennChart captures all professional charges and hospital charges in a centralized environment called the Research Billing Review Report. The charges will not move forward to billing to either the patient’s insurance or research grant until research teams review and make the necessary adjustments in the report. 

PennChart Training link (you will be re-directed to PennChart Training and Access section under Research Technology)

Research Pricing – this will re-direct you to the resources section for Budget Development, under Clinical Trial Execution.

Cost Finder- Tool with research rates for both Hospital Billing (HB) and Professional Billing (PB), components of an item/service/procedure. Select at least one entity (HUP, PPMC, PAH OR CCH) prior to searching.Pricing may vary by entity. Ability to search by CPT code (preferred) or procedure name.

For Patients: If you think you have received a bill by mistake, please send a copy of your bill to psom-ocrfin@pobox.upenn.edu along with the name of the study you are in, the name of the investigator/physician leading the study and the IRB number (6 digit number on your consent) if you have it.

OCR Finance can assist with any billing discrepancies including any professional or hospital charge(s) erroneously billed to the patient’s personal family account (i.e., insurance company). 

For Research Departments: OCR Finance can assist with any billing discrepancies including any professional or hospital charge(s) erroneously billed to the patient’s personal family account (i.e., insurance company).  Send a copy of the patient’s bill to OCR Finance at psom-ocrfin@pobox.upenn.edu for immediate resolution.