Radiology Research Scan Ordering Process

The purpose of this document is to outline a process for ordering research scans that are not performed per

institutional standard of care procedures (e.g., scans with special scanning or interpretation parameters).

Radiology Research will create and share a “SmartText” Phrase with all ordering personnel for patients in

clinical trials at the cancer center for use in the “COMMENTS” field. This phrase will need to be consistently

used for all research scan orders, unique for each clinical trial, and as necessary contain specific instructions

for each role in radiology (Scheduler/Technologist/Radiologist):

**RESEARCH: [Short Study Name], [HSC#], [Coordinator Name], [Phone #]

- Scheduler: [Scheduling Instructions]

- Technologist: [Scanning Instructions]

- Radiologist: [Reading Instructions]

For example, for SmartText Phrase for the Tocagen Study, the research scan order would appear as follows:

**RESEARCH: Tocagen Study, HSC#3644, Kayra Thompson, 8-1886

- Scheduler: schedule on 1.5T at Westwood, West Plaza or Main Hospital only

- Technologist: use Tocagen_TG-511-15-01 imaging protocol

- Radiologist: provide measurements per RANO criteria

If this process if followed, the information should flow from the ordering personnel to each point in the

process, as demonstrated in the following pages.

1. Ordering Physician: a. View from ordering window in O2:

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Radiology Research Scan Ordering Process

b. Select appropriate scan order and click “ACCEPT”:

2. Complete the order using study-specific SmartText in the “COMMENTS” section.

a. Select the ‘Click to add text (F6)’.

b. Type “.HSC”. A list of the smart phrases you have access to will appear.

c. Choose the smart phrase for your study.

d. Click Accept.

e. Each smart phrase will contain the following:

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Radiology Research Scan Ordering Process

3. Radiology Scheduler:

View from the “Ancillary Orders Tool”:

View from the “Appt Desk”:

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Radiology Research Scan Ordering Process

4. Technologist:

View from the “Tech Work List”:

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Radiology Research Scan Ordering Process

Similar view to the printed technologist “Patient Control Sheet”:

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Radiology Research Scan Ordering Process

5. Radiologist:

View from the “Study Background Report (Reading Palette)”:

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Intranet Sharing of the Master SmartPhrase List for Special Imaging Instructions

https://kumed.sharepoint.com/sites/mykumc/radresearch/

1.

2.

3.

1. SmartPhrase Components Complete- Reads Only 2. SmartPhrase Components Complete – Special Acquisition and Reads 3. Incomplete – Need an imaging manual or confirmation that there is no imaging manual

Intranet Features

• Search the Master SmartPhrase list by column header • Export the Master SmartPhrase list to Excel • Radiology Research will upload an updated list on the last business day of every month.

HSC #

Study Short Name

PD

SC (x-xxxx)

Disease Group

SmartPhrase Name

Scheduling Instructions 1

Scheduling Instructions 2

Technologist 1

Technologist 2

Radiologist 1

Radiologist 2

SmartPhrase Count

Users

2855

Celgene CC-5013-DLC-

002

Renee Sol

Shared CCP and WW.

SC to update SmartPhrase as

needed.

Lymphoma

HSC2855PET HSC2855CTNECK HSC2855CTCHEST

HSC2855CTABDOMENPELVIS

n/a

n/a

n/a

n/a

Lugano

n/a

4

Paul Washington, Kendra Cruz, Julie

Watkins , Melody Kabrey, Chris Monse, Marc Morrison, Ramsey

Attaria Hilary Kitson, Amy Huan, Angela Hopkins, Lauren Wright, Alison

Holmes, Megan Hammond, Emily Coggins, Nurses at BMT Clinic

4203

BMS CA209-548

Jessica Schwent

Sasha Moores (pgr:

917-0811)

Brain Cancer

HSC4203MRIBRAIN

WW, WP, Bell 1.5 (inpatient only)

n/a

BMS_CA209-548

n/a

RANO

n/a

1

Dr. Salacz, Sasha Moores, Hope Stein, Jessica Croft, Megan Daulton, Ana

Harding, Jessica Schwent

141844

Nativis NAT-109

Jessica Schwent

Information to be provided by the

study team

Brain Cancer

Need Imaging Manual

n/a

Need Imaging Manual

n/a

RANO

n/a

Information to be provided by the study team

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Scheduler Instructions • Final Protocol

Components Required to build and release SmartPhrase

Purple text indicates information provided by the study team

• Imaging Manual/Image Acquisition Guidelines (for Imaging Supervisor Review) • Special Acquisition protocols will be built at Westwood, West Plaza, Bell

• Contact Radiology Research if you plan on imaging patients at other locations

Technologist Instructions • Final Protocol • Imaging Manual/Image Acquisition Guidelines (for Imaging Supervisor Review) • Confirmation of preferred imaging modality (if needed) – Radiology Research will reach out monthly

• We will only request Special Acquisition Protocols to be built for the primary imaging modality

Radiologist Instructions • Final Protocol • List of Radiologist Approved Special Reads: Choi; Deauville 5-point scale; RECIST (1.1, irRC, iRECIST, mRECIST, irRECIST); IWG 1999

Criteria, modified; Lugano; RANO

• If the protocol requires assessments not included in the above list, we will need to discuss the requirements with Dr. Ash.

HSC Number – Please send HSC# to Radiology Research as soon as you have this information • SmartPhrase naming convention is based on the HSC number.

• HSC#ImagingModalityBodyRegion – i.e. HSC9999CTCHEST

Primary SC contact information - Please send primary study contact to Radiology Research as soon as you have this information

• Allows the viewers of the SmartPhrase to contact study specific personnel if they have any questions regarding the order or instruction

Users - Please send list of Users to Radiology Research as soon as you have this information

• SmartPhrase needs to be assigned to ordering personnel in order for them to access the phrase in O2 and attach it to the order

Once all of the above information is complete, we will send you an email letting you know that the SmartPhrase is ready for use.

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• Log In to O2

Reviewing SmartPhrases in O2

• Add the “My SmartPhrases” link to your toolbar for easy access by clicking on the “customize

your tool bar” wrench icon located in the upper right hand corner

• You will be redirected to the below screen. Drag and drop the “My SmartPhrases” option to the

“Drop here to pin to the top” area. Click “Accept”.

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• Click on the “My SmartPhrases” link to take you to the below page. The bottom right hand

corner will tell you how many SmartPhrases are assigned to you. Click on the Search icon and

type in the HSC number for the study you are looking for, click “Search”.

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• The SmartPhrases pertaining to the HSC number will pop up. In the example below you can see

that HSC14270 has four SmartPhrases built that coincide with CT and MRI imaging modalities.

You can check the different instructions that are associated with each imaging modality and

body region.

• Click on “Clear Search” to perform another search

• If you search for an HSC number and you cannot find it, contact Radiology Research and we can

add you the SmartPhrase or give you an update as to why it hasn’t been built in O2 yet.