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What is a ClinCard?
A ClinCard is a reloadable prepaid card. It is available as a a payment option for paying research participants. It is a fast and safe way to pay participants. Greenphire also provides tools for researchers to load, track, and report on your studies' payments in real - time.
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Requesting ClinCards
If you are a study with the University of Pennsylvania, you can submit a request to obtain ClinCards through the University's Division of Finance department: https://www.finance.upenn.edu/disbursements-accounts-payable/paying-human-subjectsothers. Your W2H liaison will email the ClinCard UPenn team to let them know you will be submitting a request at DoFClinReq@pobox.upenn.edu. You will follow this process:
You will submit a request via the form in the link above and fills out all applicable fields.
Answer Yes to the "Is this study using the Way to Health system?" question.
You do not need to fill out the Payment Schedule section. Note: If the study is making a single payment that is over $100 at the same time for all participants, then you should set up a milestone payment so payments do not go into a pending status.
Disbursements Project Team sets up the study in the ClinCard site. In naming the study, please include (W2H) at the end. This way, they always know which ones are associated with W2H.
Email W2H liaison to get the
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ClinCard Study ID# for the study.
Disbursement Project Team will reply to the request, copying the W2H team (waytohealth@pennmedicine.upenn.edu), with the
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ClinCard Study ID#. The Site ID# is always 7242.
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Note: You must have a pennkey PennKey in order to submit a request for ClinCards. If you are a study using Way to Health outside of the University of Pennsylvania and have a subcontract with Penn faculty, you may be set up as a sponsored guest and can take advantage of the automated Clincard ClinCard integration by routing funds through the subcontract. Your W2H implementation lead can set you up as a sponsored guest: https://pennkeysupport.upenn.edu/sponsor-guests. If you are are a study using W2H outside of the University of Pennsylvania without a subcontract, your institution may already have an account set up with Greenphire and you can refer to your institution's finance department to set up ClinCards to pay your study's participants. W2H will track payment balances and your team can manually pay out participants. |
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Implement and Track ClinCard Payments in W2H
Pairing a
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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 ClinCard site ID and the study ID in Advanced Settings in Way to Health).
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At 4:50am each morning, W2H sends a list of all new participants in active statuses modified in the last 48 hours 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. |
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At 4:00am each morning, W2H groups all approved transactions into a single payment. At 8:50am each morning, W2H sends a list of all payments for registered participants to ClinCard, regardless of participant status. 10 minutes after the hour between 9:00am and 4:00pm, W2H checks if ClinCard sent acknowledgement of payment or notice if there is any issue with the payment request. Payments without issue are automatically loaded to the participant’s ClinCard. Payments with issues will generate a software alert in W2H. |
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Here you can filter and export lists of payments per participant(s). For studies not using the ClinCard integration, you have the option to individually or batch action mark payments as paid or unpaid.
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Replacing ClinCards
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.
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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:
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The study team will have access to the ClinCard portal. This portal can be accessed at https://clincard.com/login/. In addition to budgeting and working with Penn’s finance department, this portal can be a helpful tool in identifying potential issues that might arise, such as an incorrect token ID which can result in W2H’s inability to process a payment.
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How Participants Can Use the ClinCard: https://benhelps.upenn.edu/support/solutions/articles/15000047210
Archived 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.