Grant & Site Payment Manager

Principal workflows

• Budget: Each study's negotiated budget is set up from the clinical trial agreement: per-visit amounts, procedures, invoiceable items, holdbacks and payment terms.
• Track: Completed participant visits and milestones arrive from your clinical systems and are matched to the budget, so what has been earned is always current.
• Invoice and pay: Earned amounts not covered by the sponsor's automatic payments are invoiced, and coordinating centers prepare payment requests to participating sites. Each goes through approval before leaving the team.
• Reconcile: Payments received are matched to invoices and visits using the sponsor's remittance, and differences are worked until the account is clear at close-out.

Who uses it

• Academic medical centers and health systems that run sponsored clinical trials
• Research finance and clinical trial billing teams
• Coordinating centers and research networks that pay participating sites
• Sponsored programs and grants accounting offices
• Department research administrators and principal investigators who track study finances

Reporting

• Earned items ready to invoice, by study and sponsor
• Unmatched visits waiting for coordinator correction
• Reconciliation exceptions by sponsor and age
• Research receivables aging
• Award spending against budget
• Close-out reconciliations for studies and awards

Features

• Study budgets: Per-visit amounts, procedures, invoiceable items, holdbacks and payment terms for each study, versioned with each contract amendment.
• Visit matching: Completed visits and procedures from your clinical trial management system matched to the budget line for the protocol version in effect.
• Earned revenue tracking: What each study has earned, invoiced, received and is still owed, down to the participant and visit.
• Invoiceable item capture: Start-up fees, screen failures, unscheduled visits, amendments and pass-through costs flagged when triggered so they are invoiced.
• Invoice preparation: Invoices prepared with supporting visit detail in the format each sponsor requires, approved before they are sent.
• Site payment requests: Coordinating centers calculate what each participating site has earned and send approved payment requests to accounts payable.
• Payment reconciliation: Payments and remittance matched to visits and invoices, with short payments and unmatched amounts raised as exceptions.
• Holdback tracking: Amounts withheld under the contract tracked until released, and included in close-out.
• Grant award tracking: Federal and foundation awards tracked by budget category and period, with spending from your general ledger compared with the award.
• Approval rules: Budgets, invoices, payment requests and write-offs each need approval by a second person, with limits you set.
• Close-out: A reconciliation of every visit, invoice, payment and holdback at study or award end, with open items listed.
• Audit trail: Every budget change, match, approval and reconciliation logged with the person, time and reason, with electronic signatures where you require them.

Integrations

• Clinical trial management system: Studies, protocol versions, participants, visit completions and procedures received from your clinical trial management system by API or scheduled file.
• Electronic health record: Research visit and procedure status used to confirm completions where your clinical trial management system does not hold them.
• General ledger and ERP: Payments received, remittance details and spending by account are read from your finance system, which remains the system of record.
• Accounts payable: Approved site payment requests are sent to your accounts payable system, which makes the payments.
• Sponsor invoicing: Invoices produced in the format each sponsor or its payment vendor accepts, as a file for upload or email.
• Grants management system: Award, budget and period details from your sponsored programs system.
• Single sign-on: Staff sign in through your identity provider (SAML or OpenID Connect).
• Work API: Budget, earned, invoice and reconciliation data available to your data warehouse through the Moraph Work API.

Deployment

• Moraph cloud: Hosted and operated by Moraph in the United States region. United Kingdom and Australia regions are available for organizations outside the US.
• Dedicated environment: A single-tenant environment for organizations whose policies require isolation, scoped in the proposal.
• With a managed service: Optionally run alongside Moraph managed services for integration engine or identity support.

Security and privacy

• Single sign-on: Staff sign in through your identity provider, so your password and multi-factor policies apply.
• Role-based access: What each person sees follows their role and department; preparing a financial transaction is separate from approving it.
• Business associate agreement: Where visit data includes protected health information, Moraph signs a business associate agreement with you.
• Encryption and keys: Client data is encrypted, with keys Moraph staff cannot use without explicit, time-bound authorization.
• Complete audit trail: Every change, approval, signature and export is logged with the person, time and reason, and cannot be edited.
• Data residency: Data stays in the hosting region you choose: the United States, the United Kingdom or Australia.

Limitations

• Moraph does not hold funds. Payments are made by your accounts payable system and received into your own bank accounts.
• It is not a general ledger or ERP. Your finance system remains the system of record, and your team posts entries there.
• It is not a clinical trial management system. Visit completions come from your clinical systems, and match quality depends on that data.
• It does not negotiate budgets or contracts; it records the terms you agree with sponsors.
• It does not perform Medicare coverage analysis. It can record which items are billed to the sponsor, but the billing determination is made by your team.
• It does not pay study participants; participant payments stay with the method your institution uses.
• It does not submit financial reports to federal agencies or report to Open Payments; it prepares data your teams use for those submissions.
• Approval limits, write-off decisions and cost transfer justifications are your institution's decisions; the product records and enforces them.

Next steps

Book a demonstration or a technical briefing at www.moraph.com/solutions/grant-and-site-payment-manager. Purchasing routes and company information: www.moraph.com/how-to-buy.