...
Implement and Track ClinCard Payments in W2H
Pairing a Clincard
...
account with a W2H study
Your W2H liaison will set up the integration for your study once the Disbursement Project Team at Penn gives us the study’s ID from Greenphire. (Note to W2H Implementation Lead: You must enter the Clincard site ID and the Study study ID in Advanced Settings in Way to Health).
...
First Name
Last Name
Street Address
Street Address 2
City
State
Postal Code
Date of Birth
Email address (virtual ClinCard only)
Pairing a ClinCard to a
...
W2H participant record
Once your W2H study is paired with your study’s Clincard ClinCard account, you will see a new field available in the profile through the admin portal (http://app.waytohealth.org) called ClinCard Number as well as a Virtual card toggle. This is not accessible to the participant via participant facing enrollment or the participant dashboard. After a participant account has been created, the research team can access the participant record, navigate to the profile tab and enter in section on Participant Profile tab called ClinCard Information.
...
The “ClinCard card number” field and “Virtual ClinCard” toggle are only accessible via the participant’s profile on the admin portal, not the participant portal. For virtual cards, make sure email address is populated and toggle Virtual ClinCard to ON. For physical cards, enter the 8 digit token number that is shown through the window of the ClinCard envelope you receive from Penn Finance. For virtual cards, leave the 8 digit token number blank and toggle the Virtual card to ON.
| Info |
|---|
At 4:50am each morning, W2H sends a list of all new participants in active statuses with ClinCard token numbers OR virtual toggled on to the Greenphire ClinCard system. ClinCard sends W2H a successful registration acknowledgement back to W2H and they are then marked as registered. If the token number is invalid, a software alert will generate in W2H. |
| Note |
|---|
If you accidentally create a record in the ClinCard portal first, you will need to submit a ticket to Greenphire to have it removed. After the record has been removed from the ClinCard portal, wait a day for W2H to send the registration file to register the participant. |
Approving
...
transactions and
...
managing payments
Each time a participant is credited for progress in a study (e.g. $2 for every day they achieve their step goal), it is considered a transaction. On a recurring basis (bi-weekly or monthly recommended), your study team should approve transactions in W2H. You can do this by navigating to Manage Participants > Transactions. Select the transaction or group of transactions and take action to approve them.
...
If you need to issue a replacement card to a study participant, it is not necessary to map the new token ID in W2H. The integration will still work.
Troubleshooting ClinCard
...
errors
Please refer to the flowsheets below which describe how W2H integrates with ClinCard as well as a triage workflow for troubleshooting issues that may occur:
...
W2H Team Only - If help is needed from the ClinCard team, contact Savannah Wolf (savannah.wolf@greenphire.com). If you don’t hear from her in a few days or she is OOO, send the email to eis@greenphire.com and CC
Helpful
...
links and
...
resources
Here are some helpful guides on how to use ClinCard as well as a demo on how to use the platform.
...
How Participants Can Use the ClinCard: https://benhelps.upenn.edu/support/solutions/articles/15000047210
Archived Workflow workflow (June 2019):
To track payments in W2H on a study when using ClinCards, you can set up a Point Balance. A point balance can track how much the participant has earned and send a notification to study staff on a weekly or monthly basis with the amount to load each participant's ClinCard.