Coverage Analysis

What is a Coverage Analysis, and why do I need it?

Coverage Analysis is a prospective review of all items and services provided in an NIH-defined clinical trial, to determine how each item should be funded. The process involves a detailed review and application of Medicare’s National and Local Coverage Determinations (NCDs and LCDs), as well as specialty guidelines. The process informs your study team of which items can be billed to the patient/their insurance, and which will need to be funded by the study. The CA should be done before your budget is finalized, to ensure all research-related items can be negotiated with the sponsor.

At what point in my study start-up process should I submit for a coverage analysis? Once I submit, what does the process look like?

As soon as you have a final protocol and a draft version of your consent form, you can submit your CA request here: cctsdata.uky.edu/membership. As a reminder, this should always occur before your budget is finalized. Once your request is submitted, our CTMS team will build a protocol calendar, and the coverage analysis will then be applied to the calendar. Once the CA is completed and approved by your team, the budget can be finalized and entered into OnCore as well. (Note: there may be specific instances when an OnCore calendar is not required, so the CA may be processed in Excel. For questions about this, please contact a CRSO Coverage Analyst.)

Are there fees associated with the coverage analysis?

Effective January 1, 2024, the Clinical Research Support Office (CRSO) will charge fees for coverage analysis for new pharmaceutical industry-sponsored clinical trials. The CRSO will charge $3,200 for new industry studies that require full analysis and $1,000 for any significant sponsor-driven amendments that alter the study visits, procedures, or calendar. No overhead will be charged on these fees. The CRSO charges the same, flat rate fee for all industry sponsored clinical trials. Questions on if your study or amendment will be charged? Contact the CRSO at CRSOstudyassist@uky.edu.

Coverage Analysis Frequently Asked Questions:

Please click below to access a detailed list of CA FAQ's:

Coverage Analysis Frequently Asked Questions

Request CCTS/CRSO Services

The University of Kentucky's Center for Clinical and Translational Science (CCTS) and the UK Clinical Research Support Office (CRSO) has transitioned to a membership model. This shift will allow us to more effectively manage the needs and services requested by those engaged in research.

ATTENTION: Due to the current volume and limited staffing, studies submitted for initial CA/calendar may not be reviewed near the time of the submission and the build may require an additional 15 business days to be completed. We will work with your team to prioritize your billing reviews to avoid delays to your activation time. Amendments will take priority over new CA/calendar build requests, as they are updates to studies already in place, and patients/participants may be adversely affected if the amendment is not processed in a timely manner. If you have questions about the billing review process and calendars, please contact us at CRSOstudyassist@uky.edu to discuss.

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