Medical Arts Service Guidelines
Ordering & Billing Procedures
- To initiate a job the Medical Arts services including photography, medical illustration, design, electronic media and
express services will need the following information:
- Common Account Number (CAN)
- CAN authorizing Administrative Officer (AO)
- IC name
- Division of IC
- Contact name (the person requesting the service)
Please feel free to call 301.496.3221 with any specific questions you have.
- The Medical Arts staff can upon request email work order status reports with estimated
fees to both the AO and the contact for verification of
services/products ordered by phone or email. If services are ordered at the express
services window in Building 10/B2L323, a work order status report will be printed for
the requestor's signature. It is the contact's responsibility to ensure the funds for
the estimated cost have been authorized by the AO.
- Before final billing, Medical Arts will email the work order to the AO for review.
This provides the opportunity for inquiries about final fees for the request and the use of the CAN.
- Each work order has a Central Accounting System (CAS) billing document number, which should be referenced when making inquiries.
The AO may request a summary of charges to a particular CAN at anytime from the Medical Arts Business Manager,
Bonita Smith. Her phone number is 301.435.8316.
- NIH Printing Services will continue to use the SSFAS billing system, which requires the issuance of "P" numbes. For detailed information consult the Printing section guidelines.
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Service Tips
- Don’t waste your time unnecessarily. Generally,
the earlier you bring in the NIH Medical Arts and Printing
team, the easier it will be for you. They’re experts
in knowing how to get the job done, including the steps
to take and questions to ask.
- Gather all your materials and try to deliver the “big
picture” perspective when you meet with your
team. For example, instead of simply requesting
a brochure and a handout, convey to the team your
ultimate goal – promoting an upcoming conference,
for example. You may be surprised at the creative
and unexpected suggestions you’ll get.
- Identify a decision-maker. If you're working
with a group, it's important to give one member the
ability to make any necessary decisions for the group.
- If changes are necessary, please keep your NIH Medical
Arts and Printing Team in the loop. Many times costs
can be kept under control and delays avoided when your team
knows as soon as you do about any requested changes or adjustments
to your job.
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