Budget Reconciliation, automated.
Continuous alignment between CTA obligations, internal budgets, and protocol requirements. Identify reimbursement gaps before services are rendered.
The Budget Gap Problem
Clinical trial finance teams manage complex relationships between CTAs, budgets, and protocols. Manual reconciliation is time-consuming and error-prone.
CTA-Budget Misalignment
CTAs promise sponsor reimbursement for procedures, but budgets often don't capture all billable items or use incorrect rates.
Under-recovery
Sites frequently bill below what the CTA allows because budget templates are outdated or incomplete.
Reactive Discovery
Gaps are typically discovered during audits or closeout - months or years after services were rendered.
Amendment Drift
Each protocol amendment can change billable procedures, but budgets rarely get updated in sync.
How It Works
Four-stage pipeline transforms disparate documents into a reconciled, audit-ready budget analysis.
Document Ingestion
Upload Protocol, CTA, and Budget documents. AI extracts structured procedure lists from each source.
Outputs
Cross-Document Mapping
AI aligns procedures across all three documents using semantic matching and CPT code reconciliation.
Outputs
Variance Detection
Automated identification of mismatches: missing items, frequency differences, rate discrepancies.
Outputs
Resolution Workflow
Structured queue for reviewing variances with AI-suggested resolutions and audit documentation.
Outputs
The Budget Workbench
Side-by-side comparison of CTA terms, budget entries, and Medicare rates. Gaps are flagged automatically with recommended actions.
| Procedure | CTA Rate | Budget Rate | Freq | Variance | Status |
|---|---|---|---|---|---|
Brain MRI with Contrast 70553 | $2,450 | $2,450 | 3x | $0 | Aligned |
PET-CT Whole Body 78815 | $4,200 | $3,800 | 2x | -$800 | Under-billed |
CBC with Differential 85025 | $45 | $45 | 12x | $0 | Aligned |
Comprehensive Metabolic Panel 80053 | $65 | Missing | 12x | -$780 | Missing |
ECG 12-Lead 93000 | $125 | $125 | 4x / 6x | -$250 | Freq Mismatch |
Bone Marrow Biopsy 38221 | $1,200 | $1,200 | 2x | $0 | Aligned |
CT Chest with Contrast 71260 | $850 | $650 | 3x | -$600 | Under-billed |
PET-CT Whole Body
CPT 78815
Rate Comparison
Budget rate is $400 below CTA allowance. Recommend updating budget to capture full reimbursement.
Measurable Impact
Budget reconciliation that protects revenue and reduces operational risk.
Revenue Protection
Identify unbilled procedures and ensure all CTA obligations are captured in the budget.
Time Savings
Replace manual cross-referencing with automated document analysis and variance detection.
Risk Reduction
Catch discrepancies before contracts are signed and sites are activated.
Audit Readiness
Every mapping and resolution documented with full source attribution.
Example: Typical Oncology Phase II Study
Findings from automated Protocol-CTA-Budget reconciliation
Stop losing revenue to budget gaps
See how Budget Reconciliation can protect your study finances. Request a demo with your actual Protocol-CTA-Budget set and we'll show you what you're missing.
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