University of Kansas Medical Center

The Radiology Research Services System (RRSS) User Handbook

1/18/2019

Radiology Research Services System: User Handbook 1

Contents

The Radiology Research System Overview .................................................................................................................2

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

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

1. Protocol Review ......................................................................................................................................................6

2. Study Initiation Activities ........................................................................................................................................6

3. Study Procedures ....................................................................................................................................................6

Request Information Forms....................................................................................................................................6

Research Study Uploading Request Forms .......................................................................................................... 10

Answering Queries .............................................................................................................................................. 11

Requesting Radiologist Reads ............................................................................................................................. 13

4. Study Closeout Activities ..................................................................................................................................... 13

Radiology Research Services System: User Handbook 2

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, corelab image uploading, specialized radiologist 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:

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 queries from corelabs using the REDcap database.

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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 confirms Upload fees are included in the finalized budget.

3. RR receives IRB approval notification & approves study.

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

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

7. RR receives IRB notification and closes study.

RR = Radiology Research SC = Study Coordinator

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.

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A listing of all projects to which you have access will appear. The Radiology Research Services System project is titled “1.2 Radiology Research Services Requests”. If you do not see this link in your “My Projects” tab, you have not been given access to them. Please email radiologyresearch@kumc.edu for access.

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1. Protocol Review When the radiology team has reviewed a protocol and determined radiology may be involved, project directors or study coordinators and the study finance team will receive an email with a Fee Confirmation Sheet. Once the finance team confirms RR fees are included in the finalized budget, RR will start working on Upload set-up activities.

2. Study Initiation Activities Radiology Research receives IRB approval notification and approves study. Study will appear in the pick list of the Request Information Form of the 1.2 Radiology Research Services Requests project, explained below.

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.

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2. Click on the “Add / Edit Records” link.

3. Click the “Add New Record” button.

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4. Click the “Request Information” button.

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

Enter your name and email here and the patient’s below.

REDCap automatically generates the Study ID/record number.

Click “Save and Go To Next Form”. There’s one more form to complete!

Choose your study from the dropdown list. Email radiologyresearch@kumc.edu if you do not see your study listed.

If you have completed as much as you can, choose “Complete.” Choose “Incomplete” or “Unverified” if you would like to come back later to fill in missing data.

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The Research Study Uploading Request Form

If the upload request is for a scan that was completed in the past, enter the past scan date.

If the upload request is for a scan that was completed in the past, you can enter today’s date if you need the scan ASAP. However, it may take Radiology Research up to 3-5 business days to complete the request.

Click “Save & Exit” or Save & Stay” to save your request. If the form is marked “Complete,” your request will be sent to Radiology Research. 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 entered as much data as possible, choose “Complete.” When you click the “Save” button below, your request will be submitted to Radiology Research. 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.

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Radiology research will receive notification of your request and you will receive an email confirmation of your request. After your request has been completed, you will receive the following confirmation email.

Answering Queries REDCap holds records of all upload 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 upload request and completion records. The “Research Study Uploading Request Completion (Rad Research)” will be most helpful to you in answering queries. 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.

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In this instance, you can see Dr. Seuss’ upload record from the “Research Study Uploading 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.

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Requesting Special Radiologist Reads When special radiologist reads or scan parameters are necessary, please inform radiologists and technologists 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 radiologyresearch@kumc.edu for help.

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