The schedule is booked and billed in 30-minute increments with a 30-minute minimum.
The MRRC does not provide scheduling services for studies. Scheduling is a study team responsibility. Users must use the online system to schedule. The user must be on a UPMC secure network or connected to it remotely through UPMC MyApps to access the schedule.
The online schedule can be found using this link: http://www.mrctr.upmc.edu/mrlib/login.php?
The online calendar has many different slot types:
- Green = MRRC authorized a slot for listed study team, but they have not entered participant information yet. Other study teams are welcome to reach out to these groups to request/borrow/trade this time.
- Light Blue = MRRC authorized a slot for listed study team but the study team did not use the slot (changes from green to blue approximately 5 days out). Other study teams are welcome to request this time using the “priority/urgent request” function.
- Bright Pink = Study team entered participant information and it is waiting for MR techs to confirm the information is valid (it can get stuck on this color if information is missing)
- Yellow = Confirmed. The technologists validated the information and no further information is needed from the study team
- Red = Cancellation. Other study teams are welcome to request this time using the “priority/urgent request” function.
- Grey = Session completed successfully and study team will be billed
The MRRC has 2 different scheduling options:
- Fixed slot scheduling: Refers to times reserved for studies to run a scanning session at the same time every week or every other week. Fixed slots are awarded on the promise that greater than 50% of them will be used. The MRRC oversight council suggests an allocation rate of approximately 1 hour per week for every 50 participants run annually. This may be increased if a group is using more than 75% of their slots over a 3-month period. If usage falls below 50% in a three-month period, the MRRC may reduce a study’s allocation. The MRRC reserves the right to modify this policy at any time.
- Ad-Hoc or “on demand” scheduling: Refers to scheduling a slot as needed, using available time, unused fixed slots, and canceled time.
- Fixed slot scheduling
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PIs or Groups of PIs that have fixed slots are required to provide the full information for an actual participant at least 5 days prior to the scheduled slot. A reminder email is sent to the user to submit this subject information approximately one week prior to the schedule time.
- Monday slots: Reminder sent Tuesday of week before
- Tuesday slots: Reminder sent Wednesday of week before
- Wednesday slots: Reminder sent Thursday of week before
- Thursday slots: Reminder sent Thursday of week before
- Friday slots: Reminder sent Friday of week before
- Saturday slots: Reminder sent Monday of same week
- Click the slot on the online calendar
- Select Edit Entry
- Under “type” select Fixed slot available
- Save
- Do not delete the slot
The MRRC can make group admin accounts on the scheduler to assist groups with multiple active studies. Groups with master accounts are expected to handle all management of slots internally and use the admin account to switch fixed slots to the appropriate individual account code prior to submitting participant information. Assistance with slot switches can be accommodated with the priority request button on the calendar. Fixed slot usage analytics are calculated on scheduling groups as a whole. Fixed slot allotments cannot be expanded if the scheduling group is not adequately utilizing the current allotment of fixed slots. - ad hoc or "on demand" scheduling
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You may use the online scheduling software to request available time (white on calendar), unused fixed slots (light blue), cancelled time from other groups (red). Users are not permitted to make scheduling arrangements with the MR techs or other staff regarding scheduling. This creates opportunities for miscommunication.
In general, scheduling a study through the ad hoc process is a two-step process. The first step is getting a slot allocated to your study. The second step is providing participant information.
- Before requesting a slot, ensure the participant is available to come in at the time you are requesting. Look at the MR schedule for available time (white), unused fixed slots (light blue), or canceled slots (red). Schedule requests are on a first come, first served basis.
- First, you must have the time allocated to your study. If the slot you are interested in is completely available (white), simply click the calendar at the start of the desired time and fill in the form being sure to provide a study team contact and precise study duration. If the slot you are interested in is an unused fixed slot (blue) or cancelled time (red), use the “priority request” or “urgent request” buttons on the scheduling system to initiate the request. Again, be sure to fill in all requested fields. Although, in the past, there was a difference in response time between urgent and priority requests (urgent were responded to faster), there is no longer a functional difference. Both types of request are responded to as soon as possible.
- If you requested available time (white), you can immediately click the slot and enter participant information.
- If you requested an unused fixed slot or cancelled time, the MRRC will review your request. If the time is not available, the MRRC will contact the user with the provided contact information.
- If a time is allocated to your study through an urgent or priority request, your scheduler will receive an email notification when the slot is created. At this time, you must click the slot and provide the participant information.
- Scheduling requests will be promptly reviewed and confirmed Monday through Friday 8am to 4pm. Requests submitted after 2:30pm may be addressed the following business day.
- Once you have entered participant information, do not edit the slot in any way unless participant information changes. Any edits made by the user may revert the status of the slot and make it available to the community.
- Always check the schedule the day of your study session to ensure the slot is confirmed prior to coming to the MRRC.
Study team notes for the day of your scanning session
- Users must check the schedule the day of their study session to ensure it is confirmed (yellow color). Any questions or concerns can be addressed during business hours by calling or emailing.
- Users and participants are expected to arrive 15 minutes prior to their scheduled slot time to complete a safety screening and get ready for the MRI. Failure to arrive 15 minutes early could impact the start of the scheduled MRI time or cancel it, as there may not be adequate time to complete the scan.
- Due to circumstances beyond the control of the MRRC, scheduled slots may be delayed. Please plan accordingly with your participants.
- Users that arrive after the start of their scanned time may need to be rescheduled, have their protocol abbreviated or will have to wait until a slot opens later in the day.
Switching slots with other groups
Users are encouraged to reach out to other groups directly to switch or borrow slots. Contact information for all fixed slots is provided on the online calendar. Please email the primary contact person for the fixed slot you are interested in using. Once the other group has authorized you to use their time, please submit a priority request for the slot of interest on the online calendar. In the comments area, please provide the name and email address of the person from the lending group who authorized use the fixed slot. The MRRC may request you forward written communication of the agreement to assist with conflict resolution.
Protocol Testing and Piloting
Arrangements to test some aspect of a new protocol should be made with the lead technologist (Adam Cihon), Andrew Reineberg (aer126@pitt.edu), and the MRRC Faculty Physicist assigned to your protocol. The MRRC suggests finding canceled or available time to test current or new MRI protocols. Do not test a protocol during a fixed slot without prior authorization from the MRRC.
Ongoing protocols that would like to do additional testing or training on their existing protocol are expected to reach out to the MRRC Operations Manager or other MRRC staff to authorize this use of the scanners or control rooms. Provide a description of what you are testing. Testing of ongoing protocols or any use of the scanner or control rooms outside of the single, complementary testing session may be billable. However, users are encouraged to reach out to the MRRC to assist with testing to ensure high quality science is being conducted at the center.
Other considerations
The scan time includes the time it takes to get the subject into the magnet at the start of the session and out of the magnet at the end of the session. Users who go over the scheduled time will be contacted to shorten their sequences or will be charged for additional time and instructed to schedule additional time in the future. Setup takes approximately 5 minutes for routine studies. Studies that require more extensive monitoring or study specific devices/procedures may require more time.