Associate Subject Contracts to Sites - Create New

To track payments in the SimpleTrials system, there need to be contracts associated with each site you'd like to track payments for. To do this, navigate to the SITES > SITE CONTRACTS view where you can either associate an existing Subject Fee Contract Template, or create a new subject fee contract for each site.

This guide walks through the process to create a new subject fee contract for a site to use for Site Payments. To see the guide on how to associate an existing Site Contract Template in the SITE CONTRACTS view, see this guide: Associate Subject Contracts to Sites - Existing Contract Templates

How to Create a New Subject Fee Contract in SITE CONTRACTS view

STEP ONE: "Add" a New Contract

In the top grid, click "Add Contract" to bring up this window. Select "Create a New Contract" as shown below:

• Contract Name - Required - Give the contract a name to identify it in other areas of the system.
• Category - Required - Select "Per Subject" to create a Subject contract.
• Description - Optional - Free text field where you can write out a brief description of the contract.
• Site - Required - Single select picklist of all sites in the Country associated with the Contract Template. You can select multiple sites here and customize each contract separately.
• Currency - Required - Select the currency that the numeric values will be calculated using. These can be the country currency or the study currency. 
• Visit Schedule - Required - Subject Visit Schedules from STUDY PROFILE SECTION 6 that are marked "Completed" will populate here. This contract will apply to subjects on the matching visit schedule. 

Once all fields have been filled out, click "Save".

STEP TWO: Add Line Items in the Bottom Grid

With the contract selected in the top grid, use the "Add" button to add line items. 

• Item Name - Required - Free text to enter the name of the procedure/line item that is to be paid out. 
• Visit(s) - Required - Multi-select picklist of all visits in the Subject Visit Schedule this template is linked to.
• Order - Optional - The ranking in the list where this item will appear.

Once finished entering information, click "Save" and a new row will be created. You can then edit the remaining cells with the detail about that line item:

• Item Name - Editable in this view as well
• Item Fee - Amount to be paid out for each instance of the item (i.e. Each time Labs are done, payout $250 minus holdback). 
• Overhead - Optional - Define overhead value
• Item Fee w/ Overhead - Not editable. Used for total calculation of the contract. 
• Visit Name - Multi-select picklist of all visits in the Subject Visit Schedule this template is linked to.
• Holdback - Optional - Define holdback amount if necessary (i.e. if data component needs to be completed at end of study before the full amount is paid out)
• Holdback Amount - Not editable. 
• Total Less Holdback - Not editable
• Payment Terms - Picklist of payment terms for reference when used in SITE CONTRACTS view. 
• Comments - Free text area to leave comments about the line item for future reference

Repeat the process for each line item. 

To check that the total per patient amount is correct, you can use the "Summarize by Visit" view to see the total per visit and the total per subject with overhead. 

STEP THREE: Make sure Contract Status is Complete

If not already done when creating the contract, make sure the status is marked as "Complete" in the top grid. This enables the contract to be used in the SITE PAYMENTS view.

How to use the Copy Line Items Feature to create a Subject Fee Contract in SITE CONTRACTS view

STEP ONE: "Add" a New Contract

In the top grid, click "Add Contract" to bring up this window. Select "Create a New Contract" as shown below:

• Contract Name - Required - Give the contract a name to identify it in other areas of the system.
• Category - Required - Select "Per Subject" to create a Subject contract.
• Description - Optional - Free text field where you can write out a brief description of the contract.
• Site - Required - Single select picklist of all sites in the Country associated with the Contract Template. You can select multiple sites here and customize each contract separately.
• Currency - Required - Select the currency that the numeric values will be calculated using. These can be the country currency or the study currency. 
• Visit Schedule - Required - Subject Visit Schedules from STUDY PROFILE SECTION 6 that are marked "Completed" will populate here. This contract will apply to subjects on the matching visit schedule. 

Once all fields have been filled out, click "Save".

STEP TWO: Use the "Copy Line Items" button above the top grid

Click the "Copy Line Items" to clone the line items from one contract to the new one. 

• Source Contract - Required - Select a contract that contains line items that you wish to be copied over
• Target Contract - Required - Select an "Incomplete" contract to copy the line items into. There can already be line items in the Target Contract.

STEP THREE: Edit Line Items in Lower Grid

After copying the line items, you are able to make edits in the lower grid. You can add or remove line items, edit Item Name, Item Fees, Visits, Overhead, Holdback, Payment Terms, or Comments to customize the contract to each site. 

STEP FOUR: Make sure Contract Status is Complete

If not already done when creating the contract, make sure the status is marked as "Complete" in the top grid. This enables the contract to be used in the SITE PAYMENTS view. 

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