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Clinical Trials

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For inquiries, to start a new trial, or for requisition questions please email RadClinicalTrials@URMC.rochester.edu.

The Department of Imaging Sciences can provide you with a variety of radiologic services to meet your clinical trial needs. Imaging Sciences provides outpatient services at several locations to best suit you and your subject’s needs.

If your trial requires imaging that is associated with billing risk, please contact us at the time of budget negotiations. We will help you determine the specific exams/procedures to fit your protocol needs and the associated budgetary cost. Prior to subject enrollment, dedicated exam requisitions are created specific to your trial to ensure that the required exams are scheduled, completed, and billed appropriately. Schedule all research related procedures/exams using the study specific paper requisition; they are not to be ordered through eRecord.

A successful trial requires compliance with protocol and imaging guidelines. At the time of your request, please provide us with all study specific imaging guidelines. These will be used to determine the exams/procedures which satisfy protocol requirements and will be communicated to the appropriate radiology personnel. 

During the course of your trial, we are otherwise available to help you troubleshoot problems or meet any changes to the study.

Obtaining a Quote for a New Clinical Trial

For research imaging needs that are associated with billing risk, please complete the Imaging Clinical Trial Request for Quotation Form. Email the completed form as indicated.

Based on the information you provide, we will identify the exams/procedures required to meet your trial needs, determine the corresponding CPT codes, and estimate exam cost discounted to reflect your funding source. Fees are based on the CPT code and any associated incidental hospital supply charges. Service needs that arise later, would of course be additionally billable.

For trials in which you anticipate involving the radiology services of University Medical Imaging, please contact Mike Lechner directly at Michael_Lechner@urmc.rochester.edu or (585) 341-9100.

Quote Format & Fees

Imaging services performed at Strong Memorial Hospital and its’ outpatient sites, have two fee components: a hospital component and a professional component. All fees are set and billed by the medical center. The quote you receive from us will list both components which, when summed, represent the total research charge per exam.

These fees are estimates based on the currently published standard fees per procedure reduced to the appropriate research rate. For multi-year studies, hospital and professional charges are subject to annual adjustments of approximately 5 - 6% per year. Keep this in mind when preparing your study budget. Please see our Frequently Asked Questions.

Client statements are produced on a monthly basis and transmitted directly to your study coordinator/administrator for review and final approval. Patient Financial Services (PFS) will draw payment directly from your ledger for both hospital and professional fees.

Requisitions

Before subject enrollment and following receipt of ledger and RSRB numbers, we will create the trial specific requisition(s). To schedule radiology research exams/procedures, paper requisitions are still to be used; do not order these through eRecord. The requisition will have the technical, contact, and billing information required for correct registration and patient service.

For all subject exams, please complete the requisition in its entirety. Remember to:

  • Add other ICD-10 codes as appropriate to the study or diagnosis. We will routinely list Z00.6, which indicates an "examination of a participant in a clinical trial."
  • Add a narrative description of pertinent patient history, signs, and symptoms, which help the radiologist in the interpretation of the exam. "Rule out" is not acceptable.

Image Management

We are an electronically archived department. All studies are acquired digitally and transmitted to our picture archiving and communication system (PACS). We are unable to block images and reports from the various electronic record systems. If needed, CD copies of your exams can be provided free of charge and can be de-identified as needed. Please contact our Film Library at (585) 275-5368 with hard copy requests. 

Frequently Asked Questions

Depending on the complexity of the quote, we target a turnaround time of no greater than one week. At times, further clarification may be necessary from you or your PI, the sponsor or another physician either within or outside the Department of Imaging Sciences. These may delay our response to you. Please indicate if your request is more urgent and we will try to accommodate this.
Before you submit the grant application to NIH. We are able to quote cost information at any time for a wide variety of budgetary needs.
After receiving both RSRB and ledger numbers, we will create and provide you with the appropriate study specific requisition(s) for your trial. Once a subject has been associated as "active" to the clinical trial, and with the requisition completed for that subject, you may then schedule the exams/procedure.

Imaging services performed at Strong Memorial Hospital and its’ outpatient sites, have two fee components: a hospital component and a professional component. All fees are set and billed by the medical center. The quote you receive from us will list both components which, when summed, represent the total research charge per exam.

Client statements will be produced on a monthly basis, and transmitted directly to your study coordinator/administrator for review and final approval. Patient Financial Services (PFS) will draw payment directly from your ledger for both hospital and professional fees.

The Department of Imaging Sciences creates and provides a customized requisition(s) for each clinical trial. This requisition has the technical, contact and billing information required for correct registration and service. Do not schedule these exams via eRecord–use the study specific paper requisition.
The hospital component reflects charges for ownership, maintenance, and operation of the imaging equipment. The professional component reflects charges for supervision and interpretation of all studies. The fees are based on existing published price schedules.
For imaging, processing, interpretation, forms completion, and archiving beyond what we routinely provide, there may be additional fees. Please provide as complete information as possible at the time of the request so that we can accurately determine all imaging and incidental service fees.
In general, we strongly encourage the study team to complete their own forms and paperwork. In cases where this is not possible, imaging personnel will need to preview what documentation is required. If it is determined that they can complete the paperwork, there will be a charge for this service.
We are an electronically archived department. All studies are acquired digitally and transmitted to our picture archiving and communication system (PACS). If needed, CD copies of your exams can be provided free of charge and can be de-identified as you require. Please contact our Film Library at (585) 275-5368 with your requests. If you have hard copy needs in addition to what we routinely provide, please discuss this at the time of quote.
Perhaps. Contact the supervising technologist of the imaging modality. There may be an extra charge for this.
Yes. For JCAHO compliance, to limit liability, and for good patient practice, every patient and subject enrolled in a clinical study and imaged at University of Rochester facilities receives a professional interpretation of his/her exam. The images and/or report will be available in eView, eRecord, MyChart, and RHIO.
Contact our Film Library at (585) 275-5368 for CD requests. An extra charge may be incurred for this.
Your quote will reflect routine professional support and interpretation provided by the Department of Imaging Sciences. Additional collaboration can be arranged on a case-by-case basis. This would be a supplement, not a substitute, for the imaging provided by the department.