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.
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.
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