ClinCards

• Check the consent form to know when the patient is due a ClinCard payment

• Prepare to give the patient a card at the first visit that they get paid for (sometimes, it is the procedure, sometimes it is the first office follow-up)

  • ClinCards live in a folder in Paula's office. If they are almost running out, inform Paula.

• Make a copy of the card envelope and file it in the patient binder

Explaining ClinCards to patients

• Funds take 2-4 weeks to be processed and show up on their card (Some patients will follow up with you pretty aggressively about their payments. If they push for it, text Paula so she can prioritize their card.)

• Use the card as a gift card or a Visa prepaid debit card. Most places that accept Visa cards will accept the ClinCard.

• Encourage patients to activate it and try use it sooner rather than later, to catch any technical problems with it early.

• The cards may expire, the amount does not. If the card expires, they get a new card and any remaining amount gets transferred over.

• Patients must keep their cards throughout the duration of the study to be paid. The same card will be reloaded after each study-related visit.

• Patients are NOT required to bring it in to visits, but it is good to check that they have it. Otherwise, they need a replacement. (You can mail it to them or give it to them at the next visit.)

ClinCard setup & reload

Email this information to Paula for new Clincards:

Study Name + Subject ID : 
Patient Name : 
Patient DOB : 
Patient Address : 
Clincard Token # : [this is on the envelope]
 
Visit Completed :
Date completed: 

Email this for reloads:

Study Name + Subject ID : 
Patient Name :  
Visit Completed :
Date completed: 

W9 forms

Do patients need to sign a W9? Check the ICF. And check with Paula if unclear.

You can find blank W9 forms in the shared drive.

NO W9 NEEDED WHEN:

If ICF states that they will receive “travel REIMBURSEMENT”, no W9 is needed. Reimbursements are not taxable and do not have to be reported to the IRS.

Including "travel stipend"

W9 IS REQUIRED WHEN:

Patients are being compensated for their TIME (i.e., blood draws, completing paperwork, wearing monitors, etc)

Place signed W9s on Paula's desk in an opaque envelope (use the large yellow envelopes). It will contain info like SSN so be wary of confidentiality.