Site Payment Tracking - Payment Configuration and Management

Owned by TK Support, created
Last updated: Apr 23, 2022 by TK Support
3 min read

Tracking of form and visit statuses for the purpose of making pre-defined payments to sites is something TrialKit can help with. Specific monetary amounts can be assigned to individual forms across all the visits in a study and then managed and tracked as the study progresses.

 

Configuring Payments

Payment configuration is a permission that is granted in Role Security.

If it is enabled for your role, the option will appear under the study menu:

See the image and steps below for steps to set up the payment system.

With a site selected (#1 above) or all sites using a single template, enter the amounts of each form and/or visit (#4, #5). The table can also be Imported (#6) by first exporting the system table to Excel (#9) and filling it in.

The visits will be listed in the order as defined by the sequence set in the study schedule setup.

Set the status that each form/visit must obtain prior to being available for payment (#2). 

Save the template (#3).

Optional: Copy the template to all sites (#7). Be cautious not to hit this link when the template is blank it will overwrite your site templates if they are configured.

If a version update is made to a study where a form was removed or added to the payment schedule, use the Update Site Versions link (#8). The table is also automatically updated when an existing study site is included in a new study version.

Important:

Only Subject forms are included in the payment manager.

If the initial subject registration form is not appearing in the Unscheduled column, its because it needs to be marked as a log form in the form builder.

If opening the Payment Manager page results in an error, it's because there is not site template saved in the payment configuration or no subject records in the study.

As records are entered in the study at the applicable sites, forms and visits will be tracked within the system and ready for payment based on the status defined in the configuration.

 

Managing Payments

Open the payment manager from the study menu:

To view the list of records ready to be paid, follow the numbered steps in the image below:

  1. Select status to only show items due. These are items that have met the payment criteria set in the configuration but have not yet been paid.

  2. Filter by site

  3. Select which items to pay or use the "Select All" link at the top of the table.

  4. Pay all records listed without using the checkboxes, or pay the items selected. Total amounts will be displayed here as well.

To view a history of items paid, select the "Paid status and transaction id from the dropdown lists at the top of the table:

The list selected can also be exported to Excel. This is useful to send to sites that need a record of everything that was paid at a certain time.

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