3T MRI SOP System Billing and Standard Rates ... - Robarts Imaging

Robarts 3T MRI FacilitySTANDARD OPERATING PROCEDURE FORSYSTEM BILLING AND STANDARD RATESSOP Number: 3T MRI 120.05Version Number & Date: 5th version; 21 Mar 2012Effective Date:21 Mar 2012Superseded Version Number & Date (if applicable):120.04 01 Feb 2010Review Date:21 Mar 2013RevisionChronology:Version Number Effective Date Reason for Change120.01 19 May 2006 Initial Version120.02 02 Oct 2007 Updated Rates120.03 1 Feb 2009 Review and Updated Rates120.04 1 Feb 2010 Updated/Removed Old rates120.05 21 Mar 2012 Updated Walk-on PolicyDirector Signature: _______________________________________/_____/_____Standard Operating Procedure for System Billing and Standard RatesPage 1 of 4 21 Mar 2012

Robarts 3T MRI Facility1. SCOPEThis SOP applies to the fees for use of the 3T MRI Facility. It explains what therates include and how they are determined.2. PROCEDURESA. About the Rates• Full-time technical support for prime-time scanner operation is provided andincluded in assisted hourly rates. Scanning support for after hours andweekends may be arranged. The MRI Technologist can be contacted directlyto discuss availability for after hours and weekend scanning. Preference,during prime time, (Section F) will be given to assisted studies.• Rates are periodically discussed and adjusted by the 3T CC. These rates aredetermined through careful consideration of the facility operating costs andoverhead. Notification of rate changes is given one full quarter prior toimplementation.B. Billing Guide• All billing begins at the start time indicated on the 3T MRI schedule regardlessof whether or not the investigator and/or the experimental support personnelare present and ready to proceed.• The investigator and/or experimental support personnel are responsible fororganizing the experiment such that it begins at the start time and ends at theend time as scheduled. An experiment will not be allowed to exceed thescheduled time, unless there is time available on the schedule following theexperiment in question and the operator agrees to stay and operate thescanner for the extra time.C. Scheduling• All studies requiring the use of the 3T MRI Facility must be booked through theMR bookings agent(s), by sending an email with the required information tomrbookings@imaging.robarts.ca.• The 3T MRI schedule is available online athttp://www.imaging.robarts.ca/mr.• Access for editing the 3T MRI schedule is restricted to the MR bookingsagent(s).• The 3T MRI Facility Director and 3T MRI Facility Manager/Technologist maycancel or reschedule time booked on the 3T MRI schedule at their discretion,with advance notice.Standard Operating Procedure for System Billing and Standard RatesPage 2 of 4 21 Mar 2012

Robarts 3T MRI FacilityD. Cancellation PolicyIf an investigator wishes to transfer their scan time to another study or investigator,they must notify the MR bookings agent(s) at least 24 hours in advance. Failure tonotify the MR bookings agent(s) will result in the principal investigator being billedfor the entire session.• The cancellation policy for the 3T MRI facility is as follows:• If an individual cancels with at least 48 hours notice, there is no penalty.• If an individual cancels within 48 hours of the booked time, but with atleast 12 hours notice, then the individual will be billed $50 per hour for thebooked time except as noted in BOLD above.• If an individual does not cancel with at least 12 hours notice, then theindividual will be billed for the full booking rate.E. Walk-On Policy3T users must make their requests for walk-on time NO MORE than one hourprior to the booking slot. The walk-on rate will also be applied when requestsare made to extend a booking (provided the scanner is available). Extensionrequests must be made NO MORE than one hour prior to the start of theextended time slot. Requests for scanner time more than one hour ahead of anopen slot will be considered a regular booking at the applicable rate. If a requestis not emailed at the original requested time, it will be considered a regularbooking, at the unassisted rate. The person requesting scanner time must emailmrbookings at the time of the request. If the walk-on is being booked during anevening or weekend, the request should be copied to 3t_users@robarts.ca, toensure there are no double booking request. Scan time must still be scheduledthrough mrbookings@imaging.robarts.caF. Definition of 3T MRI Facility Prime TimeMonday: 9:00 am – 4:00 pmTuesday: 9:00 am – 4:00 pmWednesday: 9:00 am – 4:00 pmThursday: 9:00 am – 4:00 pmFriday: 9:00 am – 4:00 pmStandard Operating Procedure for System Billing and Standard RatesPage 3 of 4 21 Mar 2012