There is a shipping charge on the invoice when we were either not provided with the investigator’s FedEx number or the investigator does not have a FedEx number. We use our FedEx number for the shipment and then add the shipping charge to the invoice.
We accept check and credit card only, unless you are a VUMC investigator. If you are paying with credit card, you must speak directly with one of our CHTN staff so they can fill out the credit card template with your information. We will immediately shred the information once the card is approved through our machine. Therefore, the accounts payable department will have to provide us with the credit card information each time it is used. This is a condition of Trustware and helps to secure your information.
Contact Kiley Wease at 615-322-3091 or kiley.wease@Vanderbilt.Edu.
The institution is responsible for paying for the invoice because that is where the investigator was at the time they received/ordered our services. The invoice is connected with the institution not the investigator.
The goal of CHTN is to provide the investigator with exactly what they are requesting. Based on location every investigator is assigned to one of six CHTN divisions, but they can be networked to some or all of the other divisions depending on what they are requesting. You will receive invoices from multiple divisions of CHTN, if the assigned division is not able to completely meet your request. You will be asked to approve your request being networked before it happens.
Typically the invoice is received the same day as the shipment. There are two exceptions to this rule, though. If the investigator requested a chart review with their request, then the invoice will come approximately two weeks after the shipment. Also, if CHTN Western had to pay for the shipping cost, then you will receive the invoice approximately one week after the shipment with the shipping charge added.
The very top right corner includes the CHTN Western address that all checks can be made out to. At the top, the invoice includes investigator billing address, invoice #, invoice date, shipping date, terms (when it is due), due date, PO# and Investigator Name. In the middle, there are the items being sent, description of the items (anything special about the item), quantity, price, % discount (if applicable), and total amount. Each item sent will have its’ own separate line. At the bottom left, you will find our account number in red and CHTN’s terms & conditions for each invoice. At the bottom right, there is the total amount due on this invoice.
Please make the check out to CHTN Western at Vanderbilt. It is important to make sure that the check references our center # 4-04-50-1731 that can be found on the invoice.
Mail your check to:
c/o Vanderbilt University Medical Center
1161 21st Ave. South, 4920 TVC Bldg.
Nashville, TN 37232-5310
VUMC investigators can pay with either their CORES account or an 1180.
As stated earlier, you will receive the invoice the same day as the shipment unless you fall into one of the two exceptions: 1. If you have not paid the invoice within 45 days after it is sent, billing personnel will send you either a reminder email or letter stating that we are still waiting on your payment and an outstanding charge will soon be added, 2. If payment still has not been received after 90 days from the invoice date, then 3% will be added to the invoice each month that the invoice is outstanding.