Reimbursing a Participant¶

What this page tells you

Paying participants in Greenphire: register the subject, assign the next subject number from REDCap RPPR reports, assign a virtual ClinCard to their email, request a Miscellaneous Payment ($50 3T, $90 7T patient, $100 7T control, $50 neuropsych, $25/day Pioneer), reimburse gas round-trip. Resend line: 215-609-4378.

Adding a New Study to an Existing Subject

Look up name of patient under the 'Look Up Participant' tab
Click on their profile
Choose 'Edit Participant'
Add the new study to the participant list
Go further down, and navigate the

Register a New Subject:

- Log into Greenphire:

www.clincard.com

- Select the far-left tab of “Register Participant”
- Select the “Select Study” option in the dropdown box.
- Select the study that you would like to register the patient to: 7T, 3T, or CAPES.
- When you select the study, the patient registration form will open up which you then complete:
  - Put in the first name, last name, Subject ID (explained below), SSN (in the tax identification box), Address, DOB, email address and/or cell phone number.
  - Select either “Enable Text Messaging” or “Enable Email Alerts” depending on which option the patient prefers to receive notifications about.
    - If you select the text messaging option, the card will still be sent to their email address. They will just also receive text message notifications about their card.
- When all the information is entered, then you can select “Register” in the green box at the very bottom.
Assign a Subject Number to a Patient:
- Log into the REDCap surgical repository
- Scroll all the way down to the bottom until you get to the “Grants” tab in “Reports” on the left-hand side of redcap
- Depending on which study you are registering the patient to, select either the “RPPR (7T historical - all patients)” or “RPPR (3T historical - all patients)” report.
- Once here, you can look at the subject ID column to see what the last subject ID is.
- You then go 1 number up from that to get the new subject ID.
  - For example, if you are registering a 7T control to the clincard system, you would select the “RPPR (7T historical - all patients)” report in REDCap. Let’s say that the last control to be registered was “7T_C033”. The new person would then be “7T_C034”.
Assigning a Clincard:
- Once the patient is registered, you will be brought to the Participant’s account.
- Once here, you then select “Manage Payment Methods” on the right-hand side.
- At the bottom of the page, check the box next to the study → click the blue "Assign" drop-down box on the right hand side → and click "Virtual Card".
- Here, you will enter in the email address that the patient wants their clincard sent to.
Uploading Money to the Card:
- Once the patient is assigned a clincard, you then select “Request Payment” on the right-hand side.
- A pop-up will appear.
- In the box that says “Milestone” you will select the dropdown menu and select “Miscellaneous Payment”
- A second box will appear under that called “Amount”.
- Here, enter in the appropriate amount:
  - For 3T Patient or Control the amount is $50.
  - ~~For CAPES Patient or Control the amount is $50.~~
  - For 7T Patient the amount is $90.
  - For 7T Control the amount is $100.
  - For 3T or 7T Neuropsych the amount is $50
  - For Pioneer it is $25/day that they complete all of the surveys (ask Zack/Haoer/Alexa)
- Once the amount is entered, on the right-hand side in the “Notes” box, please put “Research”.
- You can then select “Pay” at the bottom.
- The payment should appear in the “Card Balance”. It will most likely not appear right away. If you refresh the page, the payment should then appear.
To reimburse for gas:
- Select "Request Reimbursement" on the right-hand side.
- A pop-up will appear
- Enter the correct patient address and hospital address
- Notes: "gas"
- Be sure to check "round-trip"
- Select "Pay" at the bottom
To reimburse for parking:

Number to call if the participant needs the email resent to them: 215-609-4378

they will ask for the participant's subject ID and the last 4 digits of their card