Scheduling and Billing | Imaging Research Center | UC Davis Health

Rates

The "internal" rate applies to any UC customer, while the "external" rate applies to any customer outside the UC system. Additionally, industry-sponsored clinical trials are subject to a one-time $1200 start-up fee to cover the costs of protocol development and testing.

Imaging Research Center (IRC) Calendar (Login Access Only)

Scan time is verified by consolidating information on the IRC Calendar with information recorded on MRI Session forms. Scanner operators should always complete an MRI Session Form (available at the scanner site) for each MRI scan session, indicating both the scheduled and actual times the scanner was used. This will help us determine whether a user exceeded their scheduled time. The operator is also encouraged to note any extenuating circumstances.

We charge for overruns of the scheduled time slot. If an investigator is unable to start their scan on time due to a previous overrun, this would be considered an exception. Overruns will be dealt with on a case-by-case basis.

The IRC does not charge for cancellations or no-shows. To avoid being inadvertently billed, the investigator must remove their canceled slot from the IRC Calendar.

Note on subject aborts: If a subject aborts the scan session and no useful data is acquired, please treat this as a cancellation. If any useful data was acquired, please update the end time of the time slot in the IRC Calendar to reflect the time the subject left. Don't update the session's begin time.

Scheduling

Scans may be scheduled by using the IRC Calendar.

• A specific subject must be identified at least 1 week in advance for each scheduled scan. On the IRC calendar, this should be reflected in the subject's initials and/or a study-specific subject ID.
• Investigators are encouraged to schedule scans back-to-back with previously scheduled scans. This will help minimize unusable gaps in the schedule.

If an investigator experiences technical problems that prevent completion of a scheduled scan, the issue must be addressed promptly to avoid calendar conflicts and determine next steps. In this situation, the investigator should:

• Immediately notify the IRC Tech Support Team:
  irc-tech-support@ucdavis.edu 
• Remove the reserved time slot from the IRC Calendar. 

Afterward, the appropriate IRC technical staff member will follow up to review the circumstances and determine whether the investigator qualifies for a refund.

Scanner Etiquette

When you schedule an MRI scan on the IRC Calendar, you are responsible for showing up with your subject at the scheduled start time and leaving with your subject before the scheduled end time.  Sometimes you will run late (for example, when your participant arrives late, there are technical malfunctions, the participant is anxious about scanning, or you are delayed for some other reason). If another lab is scheduled to use the scanner right after you, our policy is that you need to leave the scanner room on time, whether or not you have finished scanning. The only exception is that the next lab may grant you permission to continue scanning; they are never obligated to do so.

Conversely, if you are scheduled to scan and the previous lab is still occupying the scanner room, please exercise professional courtesy.  Knock on the door and ask for permission before entering when the "Do not enter. Scan in progress" sign is posted. This helps protect the privacy of the other lab's research subject.