the radiology research services system (rrss) · 2018. 5. 15. · after radiology has completed the...

University of Kansas Medical Center

The Radiology Research Services System (RRSS) User Handbook

1/4/2018

Radiology Research Services System: User Handbook 1

Contents

The Radiology Research System (RRSS) Overview .....................................................................................................2

Creating a REDCap Account ........................................................................................................................................4

Accessing the Radiology Research Services System in REDCap .................................................................................4

Protocol Review ..........................................................................................................................................................5

Radiology Research Imaging Needs Identified Survey ...........................................................................................6

Site Survey/Scanner Qualification Request ............................................................................................................8

2. Study Initiation Activities ................................................................................................................................. 11

Radiology Research Approval Notification Survey .............................................................................................. 11

3. Study Procedures ............................................................................................................................................. 12

The Request Information Form ........................................................................................................................... 12

The Special PET/CT Scanning Request Form ....................................................................................................... 14

Answering Queries .............................................................................................................................................. 15

Requesting Special Radiologist Reads ................................................................................................................. 17

4. Study Closeout Activities ................................................................................................................................. 17


The Radiology Research System (RRSS) Overview The Research Division within the Department of Radiology provides specialized imaging services for research

studies conducted at The University of Kansas Medical Center and other affiliated locations. These services

include, but are not limited to: study protocol review, site survey/scanner qualification completion, corelab

image uploading, specialized radiology reads, and specialized PET/CT scanning.

In order to more effectively support the growing need of these requests, the Radiology Research Team has

created a secure, centralized REDCap database to house all requests and send notifications. The system is

designed as an integrated two-part database to incorporate information at both the study and patient levels to

efficiently track, service, and bill for ancillary research services in the Radiology Department.

Involvement of study coordinators in this process is summarized as follows:

Protocol Reviews

1. Radiology research administrators will send a survey link to study coordinators for completion.

2. Study coordinators will open the survey link, fill in data fields, and submit the survey to document/confirm radiology needs for the clinical research study. Radiology research administrators will be notified of survey completion.

3. Radiology research administers will notify the study coordinator when the study has been approved.

Image Uploading and Special PET/CT Requests

1. Study coordinators will complete request forms by using the Radiology Research Services System REDCap database.

2. Radiology research administrators will be notified of the requests, confirm them, and notify study coordinators when the service has been completed.

3. Documented information will then be exported to support billing operations.

4. Study coordinators will be able to answer all queries from corelabs using the REDcap database.

Site Survey/Scanner Qualification Requests

1. Study coordinators will use a survey (link found on our website) to submit site survey requests.

2. Radiology research administrators will be notified of requests, complete the request, and notify study coordinators.


Study Life Cycle + RRSS

Protocol Reviews

1

Study Initiation Activities

2

Study Procedures

3

Study Closeout Activities

4

1. RR reviews protocol for imaging & special research procedures. 2. RR sends SC “Radiology Research Imaging Needs Identified” survey.

A. SCs submit Site Survey/Scanner Qualification Request, if necessary. B. RR completes request & notifies SC.

3. RR receives IRB approval notification & approves study. 4. RR sends SC “Radiology Research Approval Notification” survey.

8. RR receives IRB notification and closes study.

RR = Radiology Research SC = Study Coordinator

5. SC uses REDCap to request uploads & answer queries. SC uses O2 to request special reads using study-specific SmartPhrases.

6. RR completes upload/reads & notifies SC. 7. RR bills studies for services.

Creating a REDCap Account You will need REDCap to access the Radiology Research Services System. To create an account:

1. Visit https://redcap.kumc.edu/

2. Enter your KUMC username and password.

3. Follow the prompts to create an account.

4. Check your KUMC email and click on the link in the email to verify your REDCap account

Accessing the Radiology Research Services System in REDCap After logging into REDCap, you will see your homepage. Click on the “My Projects” tab.

https://redcap.kumc.edu/


A listing of all projects to which you have access will appear. The Radiology Research Services System projects

are titled “1,1 Radiology Research Sutdy Review”, 1.2 Radiology Research Services Requests”and “1.3 Radiology

Site Survey/Scanner Qualification Requests.” (Only project directors have access to 1.3.) If you do not see these

links in your “My Projects” tab, you have not been given access to them. Please email

[email protected] for access.

Protocol Review When the radiology team has reviewed a protocol and determined radiology services may be involved, project

directors or study coordinators will receive an email notification (see below) to complete a survey.

mailto:[email protected]


Radiology Research Imaging Needs Identified Survey After clicking the link in your email, the survey will appear. You cannot save a partially-completed survey to

revisit later, so you will need to complete the survey in one sitting.

This person will receive an

email notifying him/her of

this designation (if different

than the person filling the

survey) and will receive all

subsequent system

generated notifications

(along with the person filling

this survey).

This section will expand if

“Yes” is chosen to enter a

different PI name.


“Sponsor,” “Grant,” or

“Other” is chosen to enter

the sponsor or grant name.


Email

[email protected]

if you have special training

needs.

Be sure to complete ALL

required fields and then click

“Submit.” You and

[email protected]

will receive confirmation of

your submission.

These fields and some fields

below will differ based on the

needs identified in the

protocol.

The date entered here

generates a calendar invite to

[email protected].

If the date changes, email us.


“Yes” is chosen to enter

comments.

A link to the “Site

Survey/Scanner Qualification

Request” survey will appear

“Yes” is chosen.





Site Survey/Scanner Qualification Request If a site survey or scanner qualification request is necessary, you can find link to this survey on our website:

http://www.kumc.edu/school-of-medicine/diagnostic-radiology/radiology-research/research-

administration.html.

Since you cannot save a partially completed survey, the survey must be completed in one sitting.

Be sure to complete ALL

required fields and click

“Submit.” You and

[email protected]

will receive a notification of

your submission.

http://www.kumc.edu/school-of-medicine/diagnostic-radiology/radiology-research/research-administration.html

http://www.kumc.edu/school-of-medicine/diagnostic-radiology/radiology-research/research-administration.html



After radiology has completed the request, you will receive the following email:

REDCap holds records of all site survey/scanner qualification requests and completions for reference in the

event of queries. To look up records, find the “1.3 Radiology Site Surveys/Scanner Qualification Requests” link in

your REDCap list. Click on any of the visible forms on the left to view your request and completion records. The

“Site Survey/Scanner Qualification Request Completion (Rad Research)” form will be most helpful to answering

queries. If you know the record number of the request, choose it from the dropdown box. Otherwise, you can

search by study name, sponsor name, or other identifier in the Data Search box.


In this instance, you can see information from Idea32 study record from the “Site Survey/Scanner Qualification

Request Completion (Rad Research)” form. Since you have view only access, you may print this screen or

download the confirmation document for your records, but you cannot change any of the information.


2. Study Initiation Activities

Radiology Research Approval Notification Survey After the study is IRB and radiology approved, the study coordinator will receive the email below. You should

click on one of the links in the email to complete the brief survey.

After clicking on the link in your email, the survey below will appear. Simply click on the “submit” button to

document you received the activation notification.


3. Study Procedures

The Request Information Form After a study has been approved, study coordinators will enter patient data and request radiology services in

REDCap. (See the section on “Creating a REDCap Account” for more information on opening an account.)

1. Click on the “1.2 Radiology Research Services Requests” link from the “My Projects” tab.

2. Click on the “Request Information” link.


3. You will see the screen below. To add a new record, click the “Add New Record” button.

4. The following screen appears. Complete the fields as appropriate.

Enter your name and email.

REDCap automatically

generates the Study ID. You

can think of this as a REDCap

record number.

Click “Save and Go To Next

Form” to complete your

request.

“Attach” your request to the

correct study from the

dropdown list.


The Special PET/CT Scanning Request Form

Click “Save Record” to save your

request and return to the form’s

homepage. If the form is marked

“complete,” your request will be

sent to Radiology Research when

you click the “Save” button. If the

form is marked “Incomplete” or

“Unverified,” the request will NOT

be sent to Radiology Research.

If you ever need to go back

to the previous form to fix

or view something, you

can click on the form’s link

here.

If you have completed as much

data into the data fields as possible,

choose “Complete.” When you click

the “Save” button below, your

request will be submitted to

Radiology Research if this form is

marked “Complete.” Choose

“Incomplete” or “Unverified” if you

would like to come back later to fill

in missing data or verify data. When

you choose either save options

below, your request will NOT be

submitted.


Radiology research will receive notification of your request and you will receive an email confirmation of your

request. After your scan date has been confirmed, you will receive the following email:

Answering Queries REDCap holds records of all requests and completions for reference in the event of queries. To look up records,

find the “1.2 Radiology Research Services Requests” link in your REDCap list. Click on any of the visible forms on

the left to view your request and completion records. If you know the record number of the request, chose it

from the dropdown box. Otherwise, you can search by patient name, MRN, or other identifier in the Data Search

box.


In this instance, you can see Carissa Walter’s appointment confirmation from the “Special PET/CT Scan Appt &

Radiopharmaceutical Order Confirmation (Rad Research)” form. Since you have view only access, you may print

this screen or download the confirmation document for your records, but you cannot change any of the

information.


Requesting Special Radiologist Reads via O2 imaging orders using study-specific SmartPhrases, NOT REDCap.

If special imaging or reads are necessary for a study patient, in the “comments” field, begin by typing a period

(“.”) followed by “HSC.” All assigned SmartPhrases will begin to appear for the user. Select the appropriate HSC

number and the study-specific scheduling, technologist, and/or radiologist instructions will automatically

populate. Sign the order to complete the process. This information will flow across to the scheduling desk,

technologist control sheet, and the radiologist reading palette.

If you have any questions about this process or need SmartPhrases created or edited, please email

[email protected] for help.

4. Study Closeout Activities Radiology receives notification from the IRB and closes the study.


the radiology research services system (rrss) · 2018. 5. 15. · after radiology has completed the...

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