How do I get started?

How do I get started?

There are 4 steps involved in utilizing ClinCard:

Step 1. Ensure protocol and Informed Consent Form submitted to the IRB meet the requirements below.

  • W-9 requirement
  • Reimbursement schedule and amounts
  • Payment method – debit card.
  • Required personal information disclosure: name, address, date of birth. Optional personal information disclosure: cell number, email address.

Note: The personal information is for payment and customer service only.

To access guidelines and suggested language, click here >>.

Step 2. Fill in Registration Form in its entirety. The registration form contains all pertinent information necessary to register the study, such as:

  • Study details: start date, Internal Review Board number, etc.
  • Number of participants anticipated
  • Number of ClinCards desired to start the study
  • Driver worktag (non-sponsored account) for the costs of the cards
  • Driver worktag for participant reimbursements and transaction fees
  • Payment schedule
  • The requested role in the ClinCard system (if applicable)

The registration form will require the signature of a business / financial / cost center manager to ensure that worktags listed are the desired ones and to acknowledge that the staff listed will have access to disburse payments.

ClinCard System Roles:

  1. Site Coordinator - this person will register/edit subjects in the ClinCard system, create a payment request, set up appointment reminders
  2. Report Viewer – can access reports for the study
  3. Site Administrator – ORA Role
  4. Approver – ORA Role

Help is available for any part of the application for which you have questions.

Step 3. Complete training and then implement your ClinCard program

Training will be offered in the following manner:

  • By Computer Based Learning (CBL) (coming soon), which will focus on the how to’s of the website.
  • By group setting, through Zoom, which will allow for specific or study-related concerns to be addressed.

Step 4. Study is Registered and Roles are assigned

The Office of Research Administration will send an email confirmation that the study has been set up and site access has been granted. The individual with access will receive a system-generated email to complete the login process. 

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