Clinical Research Financial Analyst - Levels I, II, Senior - WFUSM Clinical & Translational Science Institute

Overview

Per candidates competency & experience level CRFA I, CRFA II, Sr. CRFA leveling may be reviewed for placement alignment. 
 

The Clinical Research Financial Analyst is a position that resides in the Office of Clinical Research (OCR) of Wake Forest University School of Medicine (WFUSM) Clinical Translational Science Institute (CTSI) team. Under the direction of a Clinical Research Administration Manager, the position is a high-level performer of clinical research administration functions and activities. The position will support and mentor entry-level and mid-level colleagues with assigned activities. The Clinical Research Financial Analyst may be assigned any of the following pre-award or post-award activities for a portfolio of clinical research studies: calendar builds in OnCore (clinical trial management system); Coverage Analysis; budget development and negotiation in OnCore; the setup of studies in ClinCard (electronic participant payment); ClinCard payment coordination; sponsor invoicing; sponsored account invoicing; accounts receivable activities in OnCore; study closeout in OnCore, ClinCard, and EPIC (electronic health record and patient billing system).

EDUCATION/EXPERIENCE:  

Financial Analyst I

• Bachelor's degree in Business, Accounting, Finance or a related field with 0-1 years of relevant experience in clinical research or research administration; or an equivalent combination of education and experience. 
• Minimum of 1-year Business Office experience in a healthcare environment or Research Office experience preferred.

Financial Analyst II

• Bachelor's degree in Business, Accounting, Finance or a related field with 2 years of relevant experience in clinical research as a financial analyst or similar position;  or an equivalent combination of education and experience. 
• Knowledge of OnCore, ClinCard, and/or EPIC research administration is preferred. 
• Minimum of 2-years of Business Office experience in a healthcare environment or Research Office experience preferred.

Senior Financial Analyst

• Bachelor's degree in Business, Accounting, Finance or a related field with 3 years of relevant experience in clinical research as a financial analyst or similar position; or an equivalent combination of education and experience. 
• Knowledge of OnCore, ClinCard, and/or EPIC research administration is required. 
• Minimum of 3-years of Business Office experience in a healthcare environment or Research Office experience preferred.

ESSENTIAL FUNCTIONS:

Medicare Coverage Analysis (MCA)

1. Reviews complex study protocols, sponsor agreements, informed consent forms and related documents as needed to determine whether a study is a “qualifying clinical trial”.
2. Develop coverage (billing) grids in OnCore.
3. Analyzes Medicare benefit policies, coverage determinations, and medical practice guidelines related to study specific interventions (e.g., physical exams, labs, radiological scans, etc.).
4. Collaborates with the Principal Investigator and the clinical research team to finalize the MCA and designate funding sources for research costs.
5. As needed, develops a comprehensive cost analysis for the clinical research study when preparing the initial study budget.
6. Maintains a “library” of information on standards of care, National Coverage Decisions (NCDs), Local Coverage Determinations (LCDs), etc.
7. Stays abreast of Medicare, sponsor and other federal policy and regulatory issues.
8. Senior Financial Analyst - Provides CRMS/WISER training to study staff and entry level colleagues.

Budget Development and Negotiation

1. Works with the Principal Investigator and the clinical research team to develop an internal budget that includes all costs applicable to the study.
2. Develops detailed final budgets by identifying all activities, tests and procedures to be performed during the conduct of the study based on the protocol, study calendar and other study documents.
3. Creates visit schedule and budget in OnCore.
4. Negotiates with sponsors to reach agreements appropriate to the costs of the trial (as needed).
5. In collaboration with Research Billing Team, reviews patient care charges associated with each clinical research study on a periodic basis. Works with Special Billing and Department post-award personnel in to ensure that charges for all patient procedures are treated appropriately.

Financial Management

1. Supports the study team in the financial management of clinical trials originating from federal, foundation, and industry funds by performing all accounts receivable functions.
2. Generates and sends invoices to study sponsors.
3. Tracks and monitors receivables from sponsors, including pass-through fees and milestone payments.
4. Generates reports to project study financials.
5. Reconciles payments received to OnCore and CORE Connect (Oracle Cloud – institutional financial system). Notifies Financial Services of appropriate study account to receive payment.
6. Resolves any financial issues with sponsor as needed.
7. Ascertain amount paid and remaining amount due on assigned study sponsor accounts; establish payment plan with Department
8. Contact guarantors regarding past due accounts; re-evaluate existing payment plans as needed when account is delinquent.
9. Follow up with Departments to ensure proper amounts are collected; independently recommend action to be taken regarding the account.
10. Initiate calls to Departments to ascertain whether the proper amount has been paid on the research account.
11. Mail financial statements to Departments.
12. Review balances on account and communicate with Departments via phone and email to explain professional and hospital billing and collection policy and procedure.
13. At the completion of the study, supports Department post-award personnel and Sponsored Programs in the review of revenue received prior to closeout of the study account.
14. Supports the closeout of study activities in OnCore, ClinCard and EPIC.

Reporting and Analysis

1. Financial Analyst II and Senior - Prepares analyses and reports of clinical trial financials for presentation to Clinical Research Administration Managers, Directors, study teams, Financial Services, and others as requested.
2. Assists Principal Investigators with budget monitoring and prepares projections.
3. Production of ad hoc analyses as needed.

Systems Support

1. Primary user of OnCore, ClinCard and EPIC.
2. Senior Financial Analyst - Provides education and assistance as needed to new users and study team members in the use and functionality of OnCore and ClinCard.

General Support

1. Prioritizes job tasks; demonstrates willingness to assist Manager/Director in the completion of special projects and daily task to support the Department’s productivity and efficiency.
2. Demonstrates responsibility for personal development by participating in continuing education offerings.
3. Performs other related duties incidental to work described herein.

SKILLS/QUALIFICATIONS:

• Excellent oral and written communication skills. 
• Excellent phone etiquette and internal/external customer service skills, required.
• Strong interpersonal skills and attention to detail.
• Experience with computerized databases (e.g., Microsoft Excel), word processing (e.g., Microsoft Word), and presentation software (e.g., Microsoft PowerPoint).
• Demonstrates ability to work independently and manages competing priorities.

WORK ENVIRONMENT:

• Clean, comfortable, well-lit, office environment.
• Work from Home

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