Radiology Research Standard Operating Procedure
SOP No.: Title: Scheduling MRI Service Center Effective Date: 10/1/2011 (CAMRIS) Page 1 of 3
Originator: Kathleen Thomas
1.0 PURPOSE
This procedure describes the purpose of scheduling research subjects through the central Radiology Scheduling system.
2.0 SCOPE
This procedure is to be followed for all research studies involving radiological evaluations.
3.0 DEFINITIONS
3.1 Radiology Scheduling is a central unit responsible for scheduling radiological exams within Imagecast (IDX v.10) system
3.2 Imagecast is a RIS radiologic information system (includes ‘PACS’) that replaces paper requisitions with digital imaging & scheduling procedures/exams
3.3 The CFN calendar is an on-line service available for users to pre-book time on the MR System schedule. The CFN calendar operates separately form Radiology Scheduling (662-3000). The CFN calendar allows Pre-Booking up to 2 weeks in advance. The accounts and management of accounts on the Hup6 System are handled by Margaret Ryan (CFN). The schedules for Hu5, MRD1, and any other system are handled through CAMRIS. The CFN schedule also allows for alternate sign-ups and E-mail blasts that update users on the systems status
3.4 Study Coordinator is an individual responsible for assisting investigators with the conduct of clinical research by coordinating day-day responsibilities. All responsibilities must be conducted in accordance to the protocol, regulations and GCP requirements
4.0 RESPONSIBILITIES
4.1 The Study Coordinator is responsible for ensuring all research participants have a Medical Record Number (please refer to registration operating procedure)
4.2 The Study Coordinator is responsible for ensuring their research participant is linked to the appropriate research study within Epic APM Radiology Research Standard Operating Procedure
SOP No.: Title: Scheduling MRI Service Center Effective Date: 10/1/2011 (CAMRIS) Page 2 of 3
Originator: Kathleen Thomas
4.3 The Study Coordinators are responsible for calling the scheduling unit at least 48 hours prior to the exam date. Radiology Scheduling: 215-662-3000
4.4 The Study Coordinators are responsible with providing the correct exam code, billing code and modifier, disease site, scanner (resource) and protocol for the scheduling staff
5.0 PROCEDURE
5.1 Obtaining account information. 5.1.1 All Study Coordinators must apply for services through CAMRIS (see section 6.0)
5.1.2 The CAMRIS Manager will provide an account code, an exam code and modifier for scheduling purposes. The Study Coordinator will also be granted access to the CFN calendar to reserve scan slots
5.1.3 All Study Coordinators are responsible for requesting a Research Billing Number (RBN) prior to scheduling research participants
5.2 Scheduling research exams 5.2.1 Time must be blocked on the CFN calendar associated with the proper study: http://www.cfn.upenn.edu/calendar/index.php?\
5.2.2 All research subjects must be registered within Epic APM prior to scheduling radiology exams
5.2.3 Call (215) 662-3000, introduce yourself and let the scheduler know you need to schedule a research exam
5.2.4 Request the appropriate date, time and resource (Scanner)
5.2.5 Provide the scheduler with the type of exam and exam code (these codes will be given to you by the CAMRIS Administrator at the time of approval)
5.2.6 Provide the appropriate modifier. 5.2.6.1 RES=with report generated by grant sponsored Radiologist. 5.2.6.2 RNR=research, no report needed Radiology Research Standard Operating Procedure
SOP No.: Title: Scheduling MRI Service Center Effective Date: 10/1/2011 (CAMRIS) Page 3 of 3
Originator: Kathleen Thomas
5.2.6.3 RESREPORT research with report generated by CAMRIS reader service
5.2.7 Provide the scheduler with the billing code associated with your research study
5.2.8 Additional comments: 5.2.8.1 The Study Coordinator should instruct the scheduler to include the billing code and protocol in the comment section 5.2.8.2 The Study Coordinator should instruct the scheduler to include the disease site information in the comment section as well
6.0 REFERENCES 6.1 Radiology Research Standard Operating Procedures: Registration
6.2 CAMRIS: http://www.mmrrcc.upenn.edu/CAMRIS/
7.0 ATTACHMENTS 7.1 Radiology Script.