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Research Systems

Frequently Asked Questions

Help and troubleshooting for the Study Payments System.

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Where can I get training in Study Payments?

Make sure your manager requests a Study Payments account with the role "Participant Check in and Pay" using the sign up form. 

Then, take the online training at the URL provided by the Finance Group when they processed your account setup request.

SIGN UP TODAY

How do I enter in visits for subjects who have been paid by another method already?
1. Mark the visits that have already occurred (and have been paid through another route) as “N/A” in the Payments system.

2. Check in the next visit to be paid through Payments as “Occurred.”

3. Finish Check-in and Pay as you would for a first-time visit/payment. 

Note: Do not forget to attach the signed ICF page and any reimbursement forms/receipts (if applicable) 
How do I Add or Remove Study Personnel on an Existing Protocol in Payments?
Please use the Existing Protocol Change Request Form.

Request Changes

How to I request changes to an existing protocol in Study Payments?
Please use the Existing Protocol Change Request Form.

Request Changes

What should I do if I get locked out of Payments?

Locked out of Payments? Reset your password. 

Reset Password

How do I enter a new protocol in Payments?
Once you have a Study Payments Account, you will submit New Protocol in Payments Request form

Submit a Request

What if I have a change in Protocol Accrual or Enrollment Status?
Please use the Existing Protocol Change Request Form.

Request Changes

What if I have changes to Stipend Schedule or Reimbursements?
Please use the Existing Protocol Change Request Form.

Request Changes

What Participant information is required to use Study Payments?
The following information required to be collected from the study participant, then entered and stored in the Study Payment System:

 - participant's proper legal name

 - home address

If the research study is established in OnCore, this information may be automatically securely transferred to the Study Payments system. 

Any loss or theft of Study Payment Cards should be reported to Study Coordinator who will promptly request a replacement card.  Once reported as missing, the replacement card will be issued and any remaining balance will be transferred to the replacement card. 
 
What is an MCW Study Participant Payments Card?
An MCW Study Participant Payment Card is a reloadable debit card that provides a secure method of payment for research study participants . The card may be used at ATM’s and anywhere Visa cards are accepted.
What is OnCore?
OnCore is MCW’s enterprise software for clinical trials and research studies.