3T Research Scans: Scheduling & Billing

What this page tells you

Scheduling a 3T research scan (819126): reserve a CAMRIS slot, create a Research (Non-Chargeable) PennChart encounter, pend an MR Head WO Contrast order with Research responsible party and RES/265/BSA modifiers, associate the Research Exam diagnosis, send to Kate to sign, link billing, email radiology.

SCHEDULING 3T RESEARCH SCANS (Patient or Control)

(For controls or for patients that are getting a 3T)

**Reserve slot on CAMRIS➝add to SCHEDULE TRACKERS (Scan Scheduling Trackers (sEEG, 3T/fMRI, 7T))➝pend order on pennchart to be signed by Kate➝link it to research study➝add order number to CAMRIS when Kate has signed➝call radiology (215-662-3000)

Getting into PennChart and selecting patient Chart-

1. Log into remote access portal
2. Click on PennChart and Citrix Apps
3. Click on PennChart
4. Log into PennChart using the 956 code which is Neurology South Pavilion
5. Click the Chart Review tab in the top left
6. Input name and DOB and sex of the control patient - Hit Find Patient
7. When the patient comes up, double click on their chart to open it.

8. If the patient does not have an MRN, they will not show up. Proceed below to make their MRN:
   Creating a new MRN if one does not exist already (for controls - all patients should have a MRN)-

9. When you hit Find Patient, the patient should come out as "A matching patient was not found"

10. You will then see the New tab next to the "Find Patient" tab become selectable
11. Click the New tab to create a new MRN for the control patient
    1. A blank EPIC chart will pop up where you can now fill out Demographics, Meds etc. You will also see an MRN created for them under their name icon

12. Now that the patient has an MRN. You can now pend an MRI order to schedule their MRI and associate them to research.
    Now that you have your patient, it is time to pend the order-

13. In the top menu bar, click "Encounters". This will open a drop-down menu. Click "Encounter" in the drop-down menu, which should be the last option.

    1. A Patient Look Up page will pop up. Double click the name of the patient pre-selected at the bottom. If the patient's name is not present, you can type it in as well.
14. An "Encounter Selection" tab will pop up where you need to specify the type of encounter you are setting up for the patient. Click Create an Encounter, as you are starting a new encounter.
15. A "New Encounter" tab will pop up listing "Date, Type, Provider and Department"
    1. For encounter Type, type in Research. The option to select Research (Non-Chargeable) should auto-populate. Double click that option.
    2. For Provider, list the name of the PI (Dr. Kathryn Adamiak Davis).
    3. For Department , select NEUROLOGY SOUTH PAVILION
    4. Hit Enter

16. On the bottom left corner in green, you will see an ADD ORDER tab. Click this.

    1. The tab on the bottom left hand side will now say “Search for New Orders”
    2. Type in MRI
    3. A new page will pop up with several types of MRI’s. You will select the first option, MR Head WO IV Contrast (aka MRI) px code IMGMR0061. Double click that.
    4. The 6th option on that page should say Responsible Party Account Type. MAKE SURE TO UNCHECK “PERSONAL/FAMILY” and type in "Research" or the participant will be sent a VERY large MRI bill.
    5. (Optional) You can enter in the Date and Time of the MRI that you are scheduling so the Radiology Department schedules the correct appointment time.
    6. If helpful, you can also write out the order in the comments (ie: MRI of head w/o contrast scheduled for DATE, TIME, on HUP6 FNDBAMR2). 
    7. Leave “Phase of Care” sections blank.
    8. In Modifiers section:
       1. type in “RES”  The “RADIOLOGY RESEARCH SERVICE CENTER” option should auto-populate. (Description: Radiology Service Center Research Account). Double click this.
       2. Type in “265”  The “RESEARCH, NO SCHEDULING TICKET” option should auto-populate. (Description: Research, No scheduling ticket for Radiology). Double click this.
       3. Type in “BSA”  The “BILL TO STUDY, NO PRIOR AUTH” option should auto-populate. (Description: Bill to Research Study, No Prior Authorization). Double click this.
    9. In Reason For Exam section, type in “Research”. The option Research Indication should auto-populate. Double click this.

    10. Click the Accept tab with the green check mark on the bottom right of the page. This page should go away and take you have to the main visit page of (Date, Visit with Provider for Research).
        5. On Left hand side (under the date) where it shows the list of tab options. Scroll to the tab that says Reasons for Call tab. Click that.

    11. The Chief Complaint tab that is highlighted in green will have a little pencil icon to the right of it so you can edit the complaint. Click that.

    12. For the chief complain, type in Research. The option RESEARCH VISIT should auto-populate. Click that.

    13. Click the Close tab with the green check mark below.
        6. On the lower right corner, you should see the 1 UNSIGNED ORDER tab. Click this tab to open it up.

    14. The top left corner of the tab will show a blue and orange interlocked ring that says Dx Association. Click this.

    15. A new tab will pop up that says Associate Diagnosis and the MR Head wo IV Contrast option will be unselected on the bottom. In the “Search for diagnosis” tab. Type in Research.
    16. The first option on the list that appears will say Research Exam (ID 438610). Double click this.
    17. The page will close out back to the Associate Diagnosis page. A new “Research Exam” diagnosis with an unchecked diamond will be above the imaging you ordered. Click on the diamond to select it, then click on the square next to MR Head wo IV contrast.
    18. The MRI is now associated to a Research Exam “diagnosis”

    19. Click Accept at the bottom of that page with the green check mark.
        7. The Red exclamation point should no longer be on the “Pend Order” tab.
        8. You can now Pend and Send the MRI order for Kate to sign

    20. cc: Kate Davis, and other CRC and write a message:
        Hi Kate,

Can you please sign the 3T Research MRI order?

Thanks,
(NAME HERE)
9. This order MUST be signed by the PI in order to schedule the patient with HUP Radiology. Once order is signed, email radiology to schedule the research 3T MRI. Template to Email Radiology to Schedule (Email Template: Scheduling a Research 3T with Radiology)
Once the order is signed (feel free to send a reminder email to the PI) then you must call HUP Radiology and schedule the patient. This phone number is here: Important Contacts (Important Contacts & Emergency Numbers)
Calling Radiology:

• • Have patients PennChart open so you can access: MRN, name, DOB, height, weight (may need address depending on scheduler) (LOOK UP: hx implants)
  • questions about implanted devices, reactions to previous injections for scans, surgeries, metal in body, claustrophobia, etc. (most answers will be no and you can ask Gabby before calling to confirm)
  • confirm this will be in the HUP6 "FNDBAMR2" scanner and give date/time/length of scan
  • Make sure radiology knows this will be billed to research
    10. Double check that you booked the 1 hour slot on CAMRIS: 819126 and have the order number from PennChart
    11. Gabby will send an email reminder 48 hours before the appointment and a call reminder 24 hours before the appointment.
    12. Add the scan to the CNT Google Calendar

Link to research billing-

1. Click the EPIC button on the top left in your pennchart
2. Search: research studies
3. click research studies
4. click patient you want
5. type in IRB #: 819126
6. pre-consent screening
7. then accept 😀
8. In the box below, click "Link Encounter", and select the "Research (Non-Chargeable) Visit" you just pended to link the encounter

CAMRIS Scheduling:

1. To open up CAMRIS, go to this link: https://pathbio.med.upenn.edu/camris/dogfish/
2. Once you go into CAMRIS, on the left-hand side you will see a column list of scanners.
3. Please select the one that says “HUP 6 FNDBAMR2" (Prisma FIT 3T VE11C)
4. The schedule will open up and you will see a list of all the available times during which you can book slots.
5. Reserve a slot under the protocol: 819126
   1. Make sure to select this one and not the 819126-C one so the scan will get billed to the research grant instead of insurance.