CAMRIS

CAMRIS Announcements

November 17th, 2021

The MRD1 scanner will be upgraded to a Prisma FIT starting the week of January 17th through April 18th. As it is with all major upgrades, this time frame is approximate and subject to change. Especially when one considers the struggles with the current supply chain. When upgraded the system will be operating at the XA30 Software level. There WILL be modification times offered for Research. We are finalizing that over the next month. That template will be announced in Feb 2022.

There will be some room modifications to add to its functionality and lighting. However this will not be an invitation to store more "stuff" in the room. If you currently have equipment, phantoms, or some other "stuff" currently stored please remove it by the end of December.

Thank you!

Norman Butler

 

 

November 10, 2021

CAMRIS Reminder

Please see below as a refresher note regarding Late Cancellations, Fees, and how you can remove the booking from the calendar.

FYI: You can also avoid a late fee by finding an active protocol/group to take your unneeded slot.

See below for more info...

 

 

Scan Cancellation Protocol

If you need to cancel your scan, you must go into the CAMRIS PBR Scheduler and remove your blocked slot.

The CAMRIS calendar will not allow study teams to remove a slot from the calendar within 48 hours of the scan. You will need to reach out to the CAMRIS Administrators asap to remove that slot from the calendar. You must also contact the MRI technologist, or call the tech/scanner telephone # and leave a message (if you are outside of the 48-hour window you can remove the slot by logging in and opening the session to delete it).

Link: https://www.med.upenn.edu/camris/registration.html

Please Note: Late cancellations or no-show’s will be charged a $100 fee per slot.

You can avoid this charge if you find a group to take your spot on the calendar at least 2 hours prior to the start time.

SC3T, 7T and HUP6 scan cancellations = call the MRI Research Techs at the scanner; telephone numbers posted below. You must also contact Margaret Ryan directly at 215-573-8486 or email: ryanm@pennmedicine.upenn.edu

HUP5, Devon scanners or PCAM scanner cancellations = call the MRI Research Techs at the scanner; telephone numbers posted below. You must also contact Shannon Long directly at 215-573-8486 or email: shannon.long@uphs.upenn.edu

HUP6 = 215-662-8097

HUP5 = 215-349-5298

SC3T = 215-746-4396

7T = 215-746-3465

 

 

October 28th, 2021

COVID Screening Requirement for CAMRIS MRI Research Subjects

 

HUP Scanners (HUP5, 6, Devon MRI and PCAM Scanner areas) Subjects must be screened through the HUP Penn OpenPass process as outlined by the Hospital as a requirement for entry.

Subjects scheduled in Pennchart will receive request/notification to do so via text message.

A Green OpenPass must be received in order to enter CAMRIS scanner areas.

If the subjects has symptoms related to COVID and does not receive a Green OpenPass, they cannot be scanned in CAMRIS.

Stellar Chance MRI Scanner areas (SC3T and 7T) Subjects must be screened through the University/UPENN Penn OpenPass process accessed by the link provided here:

https://pennopen.med.upenn.edu/prescreen

A Green OpenPass must be received in order to enter CAMRIS University scanner areas.

If the subjects has symptoms related to COVID and does not receive a Green OpenPass, they cannot be scanned in CAMRIS.

Penn OpenPass is accessible via smartphone or computer. If your subject cannot use PennOpen Pass as a digital tool due to technology access or other issues, you can use the check-in process for people without PennOpen Pass at campus buildings or through the main entrance of HUP at 34th Street.

MRI Users and Study Staff: you must confirm your subjects have a green pass prior to entering any CAMRIS facility.

This information is also found on the CAMRIS website using this link:   https://www.med.upenn.edu/camris/

Thank you for working together to keep everyone safe!

 

--CAMRIS

 

May 27th, 2021

Notice to all Research protocols that utilize the MRD1 scanner located in Devon MRI Center through CAMRIS

MRD1 will be undergoing a MAJOR upgrade in December 2021.

This upgrade will change everything except the magnet itself.

New coils, software, and gradient coil.

Please make your sponsors aware.

Contact us with any questions.

Thank you.

 

February 10, 2021

**HUP Clinical Research Staff using contrast agents during your MRI Research Scan**

 

All subjects must be provided the appropriate contrast Medication Guide for review prior to the research scan taking place.

 

All risks are to be explained to the subjects during the consenting process.

 

The Gadolinium Based Contrast Agents (GBCA) Risk Clauses (deposition risk, IV line placement risk, etc) must be included in your consent form under the MRI Risks section. These clauses can be found on our Consent Language Tab on our website. HUP Radiology has also provided a MRI Contrast Flyer for all subjects to review if they are to receive contrast during their MRI scan. Please see the link below for the appropriate forms to download.

 

https://www.med.upenn.edu/camris/mri-contrast-info.html

 

If you are unsure of which contrast is administered for your MRI Research scan, please check your MRI protocol or ask your study Radiologist. If you currently running a research protocol through UPENN Radiology Clinical Service, you are now using Dotarem.

Any questions feel free to contact CAMRIS: shannon.long@pennmedicine.upenn.edu

 

 

November 12, 2020

 

Dear MRI User Community,

 

We are writing this memo to inform you of two changes to the Department of Radiology Protocol Development (prodev) process for FY’21 to prevent overspending.  As in years past, applications are reviewed and scored on scientific merit. Projects that are not scored high, will be placed on a prodev waitlist and re-evaluated at the March 2021 review cycle.

 

MRI prodev awards will be at most 10 hours of MRI scanning time under the tier 2 scheduling constraints.  At the completion of ten hours, Investigators needing additional scan time may request additional scans, but we will expect that they use their own funding sources or seek extramural funds. We are applying similar constraints for other prodev requests during FY21.

 

We appreciate your understanding during these challenging times and hope to relax the process a bit for fiscal year 22.

 

Best Regards,

 

Radiology Research Leadership

 

October 28th, 2020

Effective for scans that transpired from Aug. 1st, 2020 and moving forward throughout our fiscal year

 

CAMRIS will no longer be showing charges for using Contrast (‘gad’) for those MRI scans that require it within the PBR billing system. The charge for gadolinium will show up (and has been) in your PENNCHART Billing Work Queue and needed to be accepted.  This charge comes from the pharmacy and is only associated with the contrast.

 

CAMRIS will supply the gadolinium, insert the IV and administer the contrast as our service center has previously done.  For this fiscal year, we will not be charging for the ancillary services associated with administering the contrast . Your CAMRIS invoice will state that contrast was used, but have a zero charge ($0.00) associated with it.

 

Next fiscal year, there will be a charged associated with IV line placement on the CAMRIS service center. We will update you as soon as the rate is set.

 

 

If you have any questions, please contact CAMRIS at:

Shannon.long@pennmedicine.upenn.edu

 

August 31, 2020

Please visit the CAMRIS website for updated information regarding the FY21 service center rates.

 

These rates are effective for all scans and services performed as of July 1, 2020.

 

https://www.med.upenn.edu/camris/rates.html

 

Note: There are increases to the hourly scan rates for this new fiscal year.

These increases will address the deficit inflicted from the COVID-19 shut down of MRI research and assist in balancing our operating margin.

 

We thank you for your support and will continue to work diligently assisting our MRI Research community.

 

 

July 22, 2020

Re: All Human TechDev Sessions

 

The required form for scanning Human TechDev participants is:

https://is.gd/camristechdevsession

 

Every session is to be documented in this database.

 

If you need your operator number contact:

 

For 1.5T / 3T scanners:  Shannon Long at  Shannon.long@pennmedicine.upenn.edu

7T scanner:  Damodar Reddy at cdamodar@pennmedicine.upenn.edu

 

March 17, 2020

CAMRIS Update Regarding COVID-19 Response

University and PSOM policy regarding research activities has evolved from a goal of de-densifying labs to a goal of shutting down non-essential research activities. Based on this, all human subjects MRI research will be suspended on March 18 until March 31 and probably longer. For essential research that have imaging outcomes, such as clinical trials benefitting patient care, research MRI studies can be arranged on a case-by-case basis by contacting Shannon Long (Shannon.Long@pennmedicine.upenn.edu).  Note that Techdev studies are also prohibited, though essential equipment maintenance will be continued.

For further details on these policy, and to stay up-to-date on University and School of Medicine research updates, please see:

https://research.upenn.edu/resources/coronavirus/

http://accesspoint.uphs.upenn.edu/sites/preparedness/coronavirus (only available from within the PennMedicine network or via VPN)

 

 

March 17, 2020

MESSAGE TO PENN FACULTY AND STAFF

REGARDING UNIVERSITY OPERATIONS

 

 

Thank you to all of you who have followed our guidance regarding remote work and engaging in good and healthy practices both in and out of the Penn environment. We are writing today to clarify Penn’s guidance in the context of the recent announcements from federal, state and city officials.

 

With the approval of school/center leadership, only staff who perform critical procedures or processes and are therefore essential to University operations should be coming onsite, and those staff are expected to practice social distancing and take other recommended precautions to limit the spread of COVID-19. Today’s announcement does not preclude personnel essential for University operations from coming to campus.

 

For those designated as essential and working on campus during this time period, recommendations precautions can be found by referring to the Workplace and Home Precautions.

 

Consistent with today’s developments, the University of Pennsylvania is reinforcing the guidance issued on Friday regarding remote work until at least March 31, 2020. All staff who can work remotely are expected to do so.  We recognize that not all employees are able to work remotely. At this time, no University paid employee will be put in an unpaid status.

 

Finally, the University is revising its recommendation regarding gatherings of up to 25 people. Consistent with federal guidelines, in-person gatherings should be limited to 10 people. 

 

Additional tools and guidelines can be found at:

 

 

Supervisors should consult with Staff and Labor Relations for University employees covered by collective bargaining agreements.

 

Best,

 

Wendell E. Pritchett, Provost

Craig R. Carnaroli, Executive Vice President

 

 

March 13, 2020

Please see the latest message Updated Guidance for Clinical Research from Emma Meagher, MD, Vice Dean & Chief Clinical Research Officer, Perelman School of Medicine

Dear Colleagues,  

 

Based on the March 13th, 2020 communication from Penn Medicine we are updating the guidance regarding the execution of clinical research.  This will apply for a minimum period of 14 days. 

 

  • Non-essential ‘in-person’ clinical research appointments and procedures for research participants should be canceled.
  • Research staff should make efforts to use alternative methods to conduct research visits or perform testing such as check-in with participants by phone and/or performing research-related lab testing at lab testing centers, where feasible.
  • Research visits that are directly linked to treatment and/or essential for the clinical care of existing research participants should continue to take place. 
  • Monitoring and auditing of research studies should be conducted remotely. 
  • New clinical research studies and trials that involve utilization of Penn Medicine facilities should not be initiated during this time. COVID 19 related studies are exempt from this requirement. 
  • New participant enrollment onto existing studies should only proceed if the principal investigator believes it is in the best interest of the research participant.
  • Principal Investigators should let commercial sponsors know that enrollment into ongoing trials is temporarily postponed. 
  • As a reminder, when working remotely with PHI, you should only use approved and compliant options, such as Secure Share, PennBox, or other Penn-managed shared drives.

 

Please direct all questions and concerns to the Office of Clinical Research at psom-ocr@pobox.upenn.edu

 

 

March 12, 2020

In response to the COVID-19 virus and ongoing efforts at Penn to minimize transmission, CAMRIS is now requiring additional telephone and in-person PRESCREENING of all research study subjects take place prior to their arrival in HUP or the Stellar Chance Imaging Facilities. This screening applies to all subjects who will be scanned using CAMRIS scanners (HUP5, HUP6, Devon, PCAM, Stellar Chance 3T and 7T). The new screening protocol is described below.

All staff should follow the guidance set by University of Pennsylvania Human Resources regarding their own attendance at work (https://www.hr.upenn.edu/PennHR/wellness-worklife/communicable-disease-health-and-safety/covid-19-guidance-for-managers) .

The Department of Radiology Research is not allowing external vendors inside the facility at this time (link for info here).

This guidance is based on CAMRIS efforts to follow the recommendations of the IRB, OCR, University of Pennsylvania, and PennMedicine. Due to the evolving situation, further screening or restrictions on scanning may be instituted. Questions related to these new policies can be directed to: Shannon.Long@pennmedicine.upenn.edu

For additional university-wide information, please see the Penn Coronavirus Website (https://coronavirus.upenn.edu)

New Screening For BOTH NON-PENNCHART and PENNCHART Research Subjects/Studies

Via telephone, at least 24 hours in advance, ask the patient the following questions.

Ask the same questions again when first meeting the patient for their scan session.

  1. Have you traveled outside the U.S. in the past 3 weeks?
  2. Have you been in close contact with anyone who has traveled outside of the U.S. in the past 3 weeks?

If YES to either q 1 or 2 ask if they have traveled to:

  • China in past 3 weeks (including Hong Kong, Macau, and Taiwan)
  • South Korea in past 3 weeks
  • Iran in past 3 weeks
  • Italy in past 3 weeks
  • Japan in past 3 weeks 

If YES to any of these locations, subject cannot be scanned.

  1. At any point the past 3 weeks have you been feeling ill with a fever and one of the following symptoms
    • cough
    • shortness of breath
    • fatigue
       
  2. Have you been in close contact with anyone else who has these symptoms?

If YES to either q 3 or 4 subject cannot be scanned.

Subjects who cannot be scanned based on phone screening may be cancelled or rescheduled.

NON-PATIENT Subjects who cannot be scanned based on in-person screening should be escorted outside the facility by the staff member who is meeting them.

PATIENTS in the hospital who cannot be scanned based on the in-person screening, but do not require isolation or other response based on the screening in PENNCHART, should be escorted outside the facility by the staff member who is meeting them.

See COVID-19 Travel Screening Document here

See COVID-19 Clinical Research Process Document here

 

May 2019

HUP/UPENN Clinical/Research MRI standard contrast agent is now Dotarem only.

If your existing, active protocol utilizes a different contrast agent, and the study needs to be continued using a non-UPENN-standard agent, please make sure you inform your MRI Research Technologist to use the correct contrast agent.

If you currently running a research protocol through UPENN Radiology Clinical Service you are now using Dotarem. 

If you are starting a new study that requires use of contrast that is not Dotarem, the PI must provide a written explanation as to why this is needed. CAMRIS will review and make a determination if the non-standard contrast choice can be used.

Approved Contrast currently available in HUP Radiology/CAMRIS

 

Dotarem

gadoterate meglumine
(used in instances of lower GFR and/or CVI Imaging studies)

Macrocyclic

 

Non-Standard Contrast agents that may be made available if approved by CAMRIS for your study**

Gadavist

Gadobutrol (used in replacement of Dotarem in specific CVI cases)

Macrocyclic

ProHance

Gadoteridol (used for Neuro Imaging studies)

Macrocyclic

Eovist

gadoxetate disodium
(used for Liver & Body imaging studies)

Linear

MultiHance

gadobenate dimeglumine
(used for Musculoskeletal imaging studies)
 

Linear

**Not regularly stocked, so please ensure you speak to a CAMRIS Research MRI tech at least 3 days prior to your scan date to ensure contrast availability 

 

March 29th, 2019

RE: IMPORTANT Updates in CAMRIS--Please Review

IMPORTANT UPDATES IN CAMRIS

What’s new?

 

1.            Revised ICF Clauses

2.            7T Scanning and Implants

3.            7T Screening Procedures

4.            CAMRIS Scan – How do I cancel my slot?

5.            CAMRIS Exam Codes

 

 

Revised Consent Form Clauses

CAMRIS has revised two MRI Research Risk clauses to reflect current safety issues regarding Implants and subject/scan safety:

•             The Flying Objects Clause (slightly revised)

•             Medical Implants and Foreign Bodies Clause (previously named Magnetic Fields Health Risk Statement)
 

What is the Next Step?

For 7T protocols: consent forms for all 7T active protocols need to be updated within 3 months with this new language For 1.5T & 3T protocols: consent forms need to be updated within one year of this notice Revised Clauses can be found on our website here: https://www.med.upenn.edu/camris/consent.html

 

7T Scanning and Implants—(7T Safety Flow Chart) To help Investigators and study teams understand when additional documentation of an implant is required or what may preclude a subject from participating in an MRI research study, CAMRIS has created a 7T Safety Flow Chart. The chart can be found on our website under Downloadable Forms or you can click here:

https://www.med.upenn.edu/camris/assets/user-content/documents/7TSAFETY%20Flow%20chart%20Feb%202019.pdf

 

7T Screening Procedures

For general information about what may or may not be allowed in the 7T magnet, please refer to our website under the Policy & Procedures tab. This section is very useful to study teams, specifically Research Coordinators, or those who might be handing pre-screening of potential subjects for their protocol. Link:  https://www.med.upenn.edu/camris/policy-and-procedures.html

 

 

How do I go about cancelling my CAMRIS scan? (updated to 48 hours required notice as of Aug 2021)

Recently we’ve been asked what are the steps to cancelling a CAMRIS scan, specifically those that are scheduled to happen within 48 hours of the scan date/time. The CAMRIS website has been updated to provide information on what to do first or whom to ask for assistance when needed.

The CAMRIS calendar will not allow study teams to remove a slot from the calendar within 48 hours of the scan. You will need to reach out to the CAMRIS Administrators asap to remove that slot from the calendar. You must also contact the MRI technologist, or call the tech/scanner telephone # and leave a message. If you are outside of the 48-hour window you can remove the slot by logging in and opening the session to delete it.

Link: https://www.med.upenn.edu/camris/registration.html

Please Note: Late cancellations or no-show’s will be subject to a $100 charge per slot. You can avoid this charge if you find a group to take your spot on the calendar.

 

CAMRIS Exam Codes

For a listing of MRI Research Exam Codes, please see our updated listing, found on our website under the Downloadable Forms tab, or you can click here: https://www.med.upenn.edu/camris/assets/user-content/documents/MRI%20Exam%20Codes_2018_Dec.pdf

 

 

March 29th, 2019

RE: Update to CAMRIS Policy on Scan Cancellation (updated to 48-hr required notice as of Aug 2021)

CAMRIS Scan Cancellation Policy—for all CAMRIS scanners All cancelled scan sessions inside 48 hours of the scheduled time will be charged a fee of $100 per hour. Any No-Show for a scheduled scan session will also be charged $100 per hour.

 

How Can I Avoid this charge?

 

If the Investigator is able to arrange another paid session for the cancelled slot, the charge can be avoided. The alternate user must be placed in the alternate slot on the PBR Calendar at least 2 hours prior to start time on the day of the scheduled scan.

Extenuating circumstances or issues can be related to NNC via Margaret Ryan.

 

Weather conditions and emergencies that cause UPENN to close the campus or facility will void the cancellation/no show charge for that day.

 

 

SC3T, 7T and HUP6 calendar questions = call Margaret Ryan directly at 215-573-8486 or email: ryanm@pennmedicine.upenn.edu  or the MRI Research Techs at the scanner; telephone numbers posted below.

SC3T = 215-746-4396

7T = 215-746-3465

HUP6 = 215-662-8097

HUP5, Devon scanners or PCAM scanner questions = call Shannon Long directly at 215-573-8486 or email: shannon.long@uphs.upenn.edu  or the MRI Research Techs at the scanner; telephone number posted below.

HUP5 = 215-349-5298

 

January 16th, 2019

RE: CAMRIS Calendar Needs Your Contact Info

Dear CAMRIS Community,

 

In an effort to keep all of you informed of CAMRIS happenings, status updates regarding scanners, and for you to be able to reach out to each other, CAMRIS needs your contact information to be entered or updated.

 

Please log into the CAMRIS PBR Scheduler (calendar):   

CAMRIS Scheduler Link: https://pathbio.med.upenn.edu/camris/dogfish/

The top of the page will feature your name.

•             Click on your name and Edit Your Profile, or check to ensure the information is accurate.

 

 

PLEASE ADD YOUR NAME TO THE EMAIL LISTS!

 

Under the “Actions” subtitle, click on “Email Settings”

In this tab please add yourself to the Scanner Email List of all scanners you have projects for.

When CAMRIS sends updates regarding equipment issues, you will then be contacted if you’re on this list.

You can also add yourself to your individual protocol/projects email lists so you get notices when a slot is scheduled, cancelled, etc.

 

If you have any questions, please feel free to contact me.

Thank you Everyone!

 

Regards,

Shannon Long

CAMRIS Manager

Email: Shannon.long@uphs.upenn.edu
Tel: 215-573-9765

 

 

September 22, 2017

RE: MRI Service Center (CAMRIS) Rate Changes

Dear Research Community,

Effective, January 1, 2018, the MRI rate will be increased by $50. The increase is needed to support additional resources and increased costs by our vendors.  You should expect an increase of 2-3% annually moving forward. 

In addition to the increased rate, we are instituting a no show/late cancellation fee of $50. This fee will be charged if you do not cancel your slot > 24 hours of the scheduled appointment time and/or do not communicate with the MRI team on justification for not showing up at the scanner.

MRI Rates Effective January 1, 2018

Human MRI (government)

$550/hour

Human MRI (Industry sponsored)

$700/hour

Human MRI (investigator initiated)

$550/hour

Thank you for your understanding,

Kathleen Thomas
Director, Research Operations
Radiology

 


August 2nd, 2018

IMPORTANT PLEASE READ: Update from FDA Regarding MRI Contrast

 

CAMRIS is informing all researchers to the recent FDA Update regarding use of Gadolinium-Based Contrast agents (GBCAs) in MRIs. The FDA has specifically updated the Prescribing Information due to concerns with gadolinium (a heavy metal) remaining in patients’ bodies, including the brain, for months to years after receiving these drugs. Gadolinium retention has not been directly linked to adverse health effects in patients with normal kidney function, and the FDA has concluded that the benefit of all approved GBCAs continues to outweigh any potential risks.

However, the FDA has stated that after additional review and consultation with the Medical Imaging Drugs Advisory Committee, they are requiring several actions to alert health care professionals and subjects about gadolinium retention after an MRI using a GBCA, and actions that can help minimize problems. These include requiring a new patient Medication Guide*--providing educational information that every subject will be asked to read before receiving a GBCA, in addition to requiring manufacturers of GBCAs to conduct human and animal studies to further assess the safety of these contrast agents.

All research MRI studies that are currently using--or plan to use--a GBCA contrast agent please read the FDA Update found here:

https://www.fda.gov/Drugs/DrugSafety/ucm589213.htm

 

Changes to the CAMRIS Policy Regarding Use of GBCAs in MRI Research

CAMRIS has determined that a reference to these deposition issues must be included in all ICFs for studies that require use of a GBCA. The FDA Update mentions Medication Guides should be provided to subjects. These guides are now available for all subjects requiring a GBCA for their MRI study & should be provided to each research subject during the consenting process (Note: downloadable documents can be found on the CAMRIS website under "MRI Contrast Info" tab).

assets/user-content/DOTAREM.MED.GUIDE.pdf

assets/user-content/EOVIST.MED.GUIDE.pdf

assets/user-content/MULTIHANCE.MED.GUIDE.pdf

assets/user-content/PROHANCE.MED.GUIDE.pdf

 

Investigator Responsibility

In addition to the revised CAMRIS GBCA Risk Language, it will be up to each Investigator to ensure his/her study teams adequately explain the GBCA risks to each subject during the Informed Consent process.

The new, updated GBCA Risk Language for the ICF which should read as follows:

Retention: Traces of gadolinium may remain in the body long-term after contrast administration. This risk increases with the number of administrations, but reviews to date have not identified adverse health effects from gadolinium retained in the brain or bodily tissues after MRI ([Gadolinium agents administered in this study are thought to minimize or eliminate this risk *]).

If you would like more information, please go to this link https://www.fda.gov/Drugs/DrugSafety/ucm589213.htm or ask the study team for more information.

*excluded for studies using linear GBCA.

 

When shall I update my study documents?

For current, ongoing CAMRIS studies—

Studies that are currently enrolling must modify their ICF with the new CAMRIS GBCA Risk Language within 90 days of the GBCA update notification. Those subjects who will be returning for additional MRI time points must be re-consented with the IRB-approved, updated ICF.

For studies not currently enrolling—

Non-enrolling studies can submit this change with another planned modification to update their ICF with the new CAMRIS GBCA Risk Language.

Principal Investigators & Study Medical Staff

Updated--CAMRIS GBCA Administration Policy

Macrocyclic agents will be used in all CAMRIS research studies requiring Gadolinium contrast based upon evidence of significantly lower Gadolinium retention from macrocyclic agents versus linear agents.

The following limited exceptions will be considered, but require review and approval by the CAMRIS scientific/safety review process prior to study approval:

Protocols where the research MRI studies are performed in conjunction with clinical MR imaging procedures that use non-macrocyclic agents.

Multi-center protocols specifying a non-macrocyclic agent.

Strong consideration will be given to recommending against non-macrocyclic agents in the above circumstances in the absence of patient benefit-  for example,  clinical interpretation of the research study or requirement for access to a potentially beneficial treatment.

Dose and GFR

Any subject without known renal disease will not need to undergo a creatinine level. CAMRIS will accept attestation of medical history regarding absence of known renal disease.

Any subject with known renal disease of any severity undergoing administration of a contrast agent for research imaging in MRI must have a creatinine level available for the calculation of their GFR. The creatinine level must be within the last 6 months from the date of the research MRI. The most recent creatinine level must be used for the GFR calculation. ISTAT creatinine levels can be made available through arrangement with CAMRIS for a fee. Use of the ISTAT is not part of the scheduled time on MR scanner and will be in addition to the projects’ scheduled slot. Please plan accordingly. This service is charged on a per-session basis. ISTAT values can be used for subsequent scans out to the 6 month limit.

All contrast imaging will be performed using the Clinical Macrocyclic Agent, unless otherwise specified and arranged through CAMRIS by the Investigator.

Any change in dosing as described below must be arranged through CAMRIS.

All GBCA’s administration will follow the clinical standard.

Any GFR calculated below 45ml/g/m3 the Investigator must provide must a signed Gadolinium prescription from a UPENN Radiologist (situation #2,#3 below)* and the prescription must give dose and type of GBCA to be administered.

Subjects with a GFR ≥ 45ml/g/m3 may receive the standard 70% dose of the Clinical Macrocyclic Agent Subjects with a GFR ≥ 30ml/g/m3 AND < and45ml/g/m3 may receive the standard 50% dose of the Clinical Macrocyclic Agent* Subjects with a GFR < 30ml/g/m3 call and arrange directly through a Radiologist* Pregnant subjects** cannot be administered gadolinium for research. If your protocol seeks to include pregnant subjects and administer gadolinium please contact the IRB.

FDA-Approved GBCAs* currently available in HUP Radiology/CAMRIS

Dotarem† :gadoterate meglumine--(used in instances of lower GFR and/or CVI Imaging studies)--Macrocyclic

Gadavist†: Gadobutrol (used in replacement of Dotarem in specific CVI cases)--Macrocyclic

ProHance†: Gadoteridol (used for Neuro Imaging studies)--Macrocyclic

Eovist: gadoxetate disodium (used for Liver & Body imaging studies)--Linear

MultiHance: gadobenate dimeglumine (used for Musculoskeletal imaging studies)--Linear

*Linear GBCAs result in more gadolinium retention in the body than macrocyclic GBCAs.

†Gadolinium levels remaining in the body are LOWEST and similar after use of these agents.

 

CAMRIS website link to recent FDA Update regarding contrast use in MRI Research:

http://www.med.upenn.edu/camris/mri-contrast-info.html

 

September 28th, 2017

To: MRI Approved Users—those CAMRIS-trained individuals who have clearance to run their own CAMRIS MRI scans.

CAMRIS has been made aware of PBR scan sessions that ‘time out’ before you can formally “Finish” an active scan session.
Simply closing the browser window DOES NOT fix the issue.
This can actually cause billing issues for your protocol.

 

During your active scan session, if you notice your PBR window says “Session Expired” please do the following:

1. DO NOT close the browser window
2. Click on “CHECK-IN” tab on the upper left side bar, just as you would to start a scan
3. Log-in with your study team member pennkey (any study member listed on the protocol in PBR)
4. On the right side of the page you can choose the correct “Open Session” to get back to your active scan
        --this will resume the current scan session that timed out, then hit “Finish” to properly end the scan.

 

Please email or call me with any questions or if you need clarification.
Thank You Everyone!
Ms. Shannon Long 

 

 

September 22, 2017

RE: MRI Service Center (CAMRIS) Rate Changes

Dear Research Community,

Effective, January 1, 2018, the MRI rate will be increased by $50. The increase is needed to support additional resources and increased costs by our vendors.  You should expect an increase of 2-3% annually moving forward. 

In addition to the increased rate, we are instituting a no show/late cancellation fee of $50. This fee will be charged if you do not cancel your slot > 24 hours of the scheduled appointment time and/or do not communicate with the MRI team on justification for not showing up at the scanner.

MRI Rates Effective January 1, 2018

Human MRI (government)

$550/hour

Human MRI (Industry sponsored)

$700/hour

Human MRI (investigator initiated)

$550

Thank you for your understanding,

Kathleen Thomas
Director, Research Operations
Radiology

 

 

Tuesday, September 5th, 2017

7T Prodev Funding Award

Deadline for submission 9/15 and 12/15

Award criteria:

  •          7T (non-contrast) MRI scans
  •          Collaborative work with Radiology and another department (Radiology faculty and/or staff must be listed on protocol)
  •          Clinical research (human subject)
  •          Max number of scan awards per award: 18 (can only apply for an extension one time).
  •          Progress report must be submitted to the committee within 6 months of award (lack of progress award will result in cancellation of award)

Apply through this link: https://redcap.med.upenn.edu/surveys/?s=FFK83F3TXX

Funding will be awarded to 5 PIs each of the cycles noted above. Awards will be granted based on scientific merit.

Awards will be announced the week of October 2, 2017.

 

Monday, April 3rd, 2017

IMPORTANT CAMRIS SCHEDULING UPDATE—TRAINING SESSIONS INFO

May 1st 2017
CAMRIS will fully switch to a new scheduling calendar “CAMRIS PBR Scheduler”
The current CFN will be locked on May 1st.
This PBR Scheduler is the final piece of the mandate from OCR in our effort to create a system that ties together system scheduling, billing, and protocol information.

Prior to May 1st
There are two things you must do:


1. Add all key users onto your account
2. Attend Information Session


PIs, Business Administrators, Lab Managers!
It is imperative that all those involved in the scheduling of CAMRIS MRI protocols can access the new calendar.
PIs, BAs and Lab Managers have the authorization to add any personnel by pennkey to their protocol (this is not to be done by CAMRIS for auditing reasons).

Access to scheduling on the new calendar is ONLY provided to those study team members currently listed in PBR.

Establishing and updating access is the responsibility of PI/User groups/BAs & Lab managers.
CAMRIS does not manage user access.

Study Team Members—Coordinators, Research Assistants, etc.
Assist your PI, BA and/or Lab Manager with this effort by using the link below to check your access.
If the study/IRB# does not show on the list, then you need be added to the system ASAP.

PBR Checker tool: https://weblogin.pennkey.upenn.edu/login?factors=UPENN.EDU&cosign-bioinformatics-pathbio-0&https://pathbio.med.upenn.edu/pbr/secure/camris/camris/camris.php

Information Session
RVSP below with the session will attend:

Session 1: April 20th will be held in the Donner Auditorium, 1:30-2:30pm
Session 2: April 27th will be held in 252 BRB, 10-11am

http://doodle.com/poll/45agc5c48vnqx72q

We appreciate your efforts, enthusiasm and constructive feedback during this transition period. Thank you!

Adding Study Team Members to a CAMRIS Protocol
(Note: disable your pop-up blocker)

1. Click on: https://somapps.med.upenn.edu/pbr/portal/
2. Click on your appropriate access link (either PI, Lab Manager or Business Administrator).
a. BAs and Lab Managers--choose PI name from the list & select which study you need to amend
3. Now on Lab Management page, hover over light blue bar towards top that says ‘Additional Management Tools’
4. Click on CAMRIS Protocols located in yellow pull-down area
5. Click on the IRB protocol # you want to amend
6. In the pop-up screen go to “Add New Member” and place pennkey username in this area and hit submit. Done! 

 

March 22nd, 2017

CAMRIS Submissions Deadline Change

CAMRIS will be moving their monthly review meeting from the 3rd week of every month to the first week of every month. Occasionally these dates may change due to holidays and/or resource conflicts so please be sure to check the website for any changes.

Therefore, CAMRIS will now require that all submissions of NEW protocols be received by the submission deadlines outlined below.

(Note: Modifications to previously-approved CAMRIS protocols will be reviewed on a rolling basis)

2017 CAMRIS Important Dates

April Review Meeting—4/5 (Wed)
Submission deadline for April meeting—3/23 (Thurs)

May Review Meeting—5/1 (Mon)
Submission deadline for May meeting—4/17 (Mon)

June Review Meeting—6/5 (Mon)
Submission deadline for June meeting—5/15 (Mon)

July Review Meeting—7/11 (Tues)
Submission deadline for July meeting—6/19 (Mon)

August Review Meeting—8/1 (Tues)
Submission deadline for August meeting—7/17 (Mon)

September Review Meeting—9/11 (Mon)
Submission deadline for September meeting—8/21 (Mon)

October Review Meeting—10/2 (Mon)
Submission deadline for October meeting—9/14 (Thurs)

November Review Meeting—11/6 (Mon)
Submission deadline for November meeting—10/16 (Mon)

December Review Meeting—12/4 (Mon)
Submission deadline for December meeting—11/16 (Thurs)


How do I submit to CAMRIS?
http://www.med.upenn.edu/camris/apply.html


CAMRIS Pregnancy Policy—REMINDER!


CAMRIS is receiving a number of protocol submissions with outdated Pregnancy language in the ICF and protocol. Please ensure your study documents are updated to reflect the change set forth in September 2015.

MRI and Pregnancy Testing:

Consistent with clinical care standards, pregnancy testing is not required prior to conducting MRI scans for research purposes. Attestation of pregnancy is accepted at the time of MRI screening. Existing studies that currently include pregnancy testing prior to scanning should be amended to remove the requirement and be submitted to the IRB for approval.
CAMRIS no longer guarantees the availability of urine pregnancy testing kits.
For protocols that require mandatory pregnancy testing, the responsibility will rest with the PI to purchase the urine pregnancy testing kits and for the administration of those tests.

Sample consent language if your protocol lists pregnancy as exclusion criteria:

Pregnancy Risk: Although there are no known risks related to MRI on pregnant women or a fetus, there is a possibility of yet undiscovered pregnancy related risks. Since there is no possible benefit from participating in this protocol for a pregnant woman, we will exclude pregnant women.

CAMRIS Website:
http://www.med.upenn.edu/camris/

 

 

July 12th, 2016

CAMRIS: Important Info regarding Scheduling/CAMRIS PBR Billing System log-in

ATTENTION ALL CAMRIS Users:

BE AWARE there is an increasing number of Investigators/Coordinators that are coming to the scanners without being able to log-on to the PBR system. In the majority ( if not all ) cases this problem rests with the Investigative group not making sure they can log-on before they show up at the scanner.  You should be using this PBR Checker tool https://pathbio.med.upenn.edu/pbr/secure/camris/camris/camris.php to make sure you are able to process billing.

Beginning in the LAST WEEK OF JULY if you are unable to find your IRB and/or cannot log into the system this will be YOUR PROBLEM and you will not be able to scan for the session.

Please work with your PI, BA or Lab Managers to be sure this is not the case.

Those groups that do schedule in EPIC/Radiant and take slots on the CFN calendar will be subject to the 72 hour rule. If we cannot corroborate the CFN time slot with a valid RADIANT scheduled subject, the slot is FORFEIT without question. This could be a painful situation for some so be sure to get the study scheduled.

Those Out-of-EPIC groups that want to scan in time slots on the HUP scanners will need to CONFIRM all of those slots by placing the word “CONFIRMED” into the study notes on the CFN calendar.

Those slots not showing the “CONFIRMED” status are subject to FORFEIT. Also, if there are groups that develop a habit of ‘no-shows’ for those Out-of-EPIC slots there will be a direct punitive action of deletion of slots following that no-show.

Please use your time as you are being given a break in not needing to place your studies into the RADIANT system. Thank You.

Norman Butler, CAMRIS Committee

 

June 8th, 2016

NEW PBR Scheduler/Calendar coming July 2016

Dear CAMRIS Community,

CAMRIS is excited to announce a new ‘Scheduler/Calendar “component to the existing CAMRIS PBR Billing System. This new calendar is slated to launch July 2016 for testing.

Full implementation is expected by October 2016 or sooner. Until notified the current CFN Calendar is still your scheduling resource.

BAs, PIs and Lab Managers

It is IMPERATIVE that all protocol accounts are updated in the CAMRIS PBR system before the transition can take place.  This means that all funding sources need to be current, all studies must have IRB approval, and ALL personnel that will be escorting subjects to the scanner MUST be listed in the PBR system.

As always if funding and/or IRB are expired, or if you are currently study staff and not listed in the PBR system, you will not be able to block time. You risk the chance of not being able to scan as manual entry will not be possible.

Study Staff/Coordinators

Use the account checking tool (link is below) to check the status of the protocols you assist with. Get in touch with your BA/Lab Manager/PI and make any necessary changes now. Please keep them updated on any email blasts so when information is moved to the new scheduling system you are ready and can log into the PBR system without issues.

“PBR account checking tool” link:

https://pathbio.med.upenn.edu/pbr/secure/camris/camris/camris.php

CAMRIS will schedule Q&A/training sessions for this new PBR Scheduler in a few weeks.

Please be on the lookout for future CAMRIS email updates titled “CAMRIS PBR Scheduler” in the subject line.

Thank you for your attention and cooperation!

--CAMRIS

 

April 11th, 2016

NEW! CAMRIS Online Submission Portal (REDcap)

CAMRIS is excited to announce a NEW online application/submission process for researchers interested in utilizing the CAMRIS service Center.

The CAMRIS application has been recreated in REDCap and accessible via any web connection.

Link to application:  https://redcap.med.upenn.edu/surveys/?s=WJD8JW9NEN

This new application requires additional information regarding the technical needs of your MRI protocol. Please be sure to consult with your Radiology contact on your study for any questions (e.g., coil type, sequences (experimental or standard?), length of MRI study based on your specific MRI protocol (60, 90 min, etc), brief description of the inclusion/exclusion criteria for subjects), do images need to be uploaded to a server (PACS)?).

CAMRIS requires all new submissions to utilize this new online application moving forward.

If you are experiencing any technical difficulties, please contact Shannon Long at CAMRIS 215-573-9765 or email at Shannon.long@uphs.upenn.edu

CAMRIS Website Link: http://www.med.upenn.edu/camris/

 

November 17th, 2015

Dear CAMRIS Community,
A few things…

CAMRIS PBR Billing System Reminders

  1. You MUST log in with your OWN pennkey. You cannot use another person’s pennkey to log on. This is against HUP and university policy.
  2. Check whether you will have issues logging in prior to coming to the scanner with your subject by using this—‘PBR checker tool link’-- and entering your pennkey username https://pathbio.med.upenn.edu/pbr/secure/camris/camris/camris.php

**If your protocol# is NOT showing up, or lists the protocol is expired or the funding is frozen, contact your BA, or contact Shannon Long 215-573-9765 to troubleshoot.

PIs, BAs and Lab Managers
Note: This billing system is subject to financial audit, therefore It is the responsibility of the PI, BA or lab manager to add personnel onto a protocol in the PBR system which signifies PI authorization for those chosen study members to bill scans to the linked account. Please encourage your study team members to check for issues prior to coming to the scanner with the provided link for the ‘checker tool’ in #2.

Next PBR Q & A Session

When: Wednesday, Nov. 18th
Time: 12:30-1:30pm
Location: MRI Small conference room, 1 Founders, MRI Education Center
In Attendance: Shannon Long, CAMRIS Manager and Bill D’Arcy, Radiology Business Administrator

Anyone with questions, concerns or confused about how to navigate the PBR system please come see us.
This is an informal meeting, just walk-in for a one-to-one sit down.

Updated CAMRIS website link, please bookmark:

https://www.med.upenn.edu/cbi/camris-home.html

Thank you!
--CAMRIS

 

October 27th, 2015

Subject: ICD9 to ICD10: Changes to Research

 

Attention Research Community:

This email is a follow up to the email sent on September 30th  with information regarding the replacement of ICD-9 diagnosis codes to ICD-10 codes. As specified in the previous email, the v70.7 code that is attached to visits/ test/ procedure performed on a research subject and billed to insurance will no longer be utilized and should be replaced with ICD 10 code Z00.6.

For studies which previously used v70.9 code (general unspecified) the new ICD-10 code is Z00.8.  The options under Z00.8 are for non-specific diseases. Select the code that best matches your population of research patients/ participants. Regardless of what is chosen in this drop down, the ICD-10 code in EPIC will route to Z00.8

The PennChart team  has drafted two tip sheets which are included with this email to assist with the following:

  1. Utilizing the Z00.8 and Z00.6 ICD-10codes - http://www.med.upenn.edu/ocrobjects/secure/announcements/ICD-10_TipSheet_PennChart.pdf 
  2. Adding the RES Modifier for Service Center Procedures - http://www.med.upenn.edu/ocrobjects/secure/announcements/RES_TipSheet_PennChart.pdf

If you have any questions regarding ICD 10 codes or the tip sheets please contact either the Office of Clinical Research (OCR) at ocr@exchange.upenn.edu

For more information on the ICD-10 transition:

Please visit: http://uphsxnet.uphs.upenn.edu/ICD-10Project

Send your questions to: ICD-10.Questions@uphs.upenn.edu

Thank you, 

Office of Clinical Research (OCR)

 

October 5, 2015

Attn: All CAMRIS Investigators/Coordinators

 

Subject: ICD-10 codes announcement

 

As of October 1, 2015, ICD-9 diagnosis codes were replaced with ICD-10 codes.
The V70.7 code that is attached to visits/tests/procedures performed on research subjects and billed to insurance will no longer be utilized.
This code will be replaced with the ICD-10 code Z00.6, which will reflect "encounter for examination for normal comparison and control in clinical research program."

The new code for “general unspecified” is Z00.8 (This code is in place of V70.9).

For more information and education resources concerning the implementation of the new ICD-10 codes, please http://uphsxnet.uphs.upenn.edu/ICD-10Project/
and login with your Penn Key. If you have any questions or concerns, please contact the Office of Clinical Research at ocr@exchange.upenn.edu.

Thank you,
CAMRIS

 

September 11, 2015

Attn: All CAMRIS Investigators/Coordinators

Subject: PBR Billing System

There will no longer be manual corrections made to time stamps that are recorded on the PBR billing system.

This means if you clock out past the allotted time you will be paying for that time. Starting and end times are shown to the left of the submit button.

If you need to enter text and don’t see the field ask the MR Tech for assistance.

If you forget to log out or face some other situation you MUST enter an explanation into the free text area at the bottom of the expense sheet. These entries will be reviewed and credited on merit.

Thanks,

CAMRIS Committee

 

September 4, 2015

Attn: MRI Research Community

Subject:  MRI Research Scans

We are writing this memo to follow up on the OCR announcement that was distributed via email yesterday afternoon regarding MRI research scans. If you have an existing protocol that includes MRI scans that are conducted solely for research purposes and would like to move your existing protocol outside of Epic, we recommend the following:

  • Review your study design.

    • If your study includes multiple scan sessions and you currently have subjects’ active on study with future MRI appointments, you will need to continue ordering through PennChart. If you chose not to follow this route, you will need to re-consent your active subjects with the new clause: Revise your Informed Consent Form to include the following clause: The MRI performed under this protocol is not for medical purposes, and the images are not planned to be interpreted by a physician.
    • If your study includes one MRI scan session and your subjects are currently completed on study, you will need to consent all new subjects with the newly revised consent that includes the new clause: The MRI performed under this protocol is not for medical purposes, and the images are not planned to be interpreted by a physician.

You can continue the process of having your MRI scans order within the EMR for this study.

PLEASE READ THE ATTACHED CAMRIS TIP SHEET REGARDING THIS CHANGE.  http://assets/user-content/documents/MRI Exam Categories_2015-Sep-3.docx

Also, PI, and BA’s: please forward this email to your research teams to ensure this message reaches all involved.

If you have further questions about this process please contact CAMRIS.

Thank you,

CAMRIS Committee

 

September 2, 2015

Attention: Research Community

Subject:  MRI, US Research Scans

This memo provides guidance to investigators and staff on (i) when research orders for MRI and Ultrasound need to be placed in EPIC and (ii) when pregnancy testing is required prior to MRI.  Please note this memo does not apply to CT, nuclear medicine or interventional radiology.

All MRI and US, scans that (i) are conducted as part of a clinical trial, (ii) require a clinical read, and/or (iii) require the use of Gadolinium, require an order signed by a licensed provider and must be scheduled through Radiant (the Radiology system) by calling 215-662-3000. Results will be placed in the subjects EMR. The standard IRB approved consent language is to be used.

MRI and US, Scans conducted solely for research purposes, that do not require a clinical read or storage of images on the Radiology PACs system, can be ordered and scheduled outside of EPIC by a member of the research team. No information about the scan will be entered in EPIC. In this situation scheduling occurs as described below

* MRI scans can be scheduled by blocking time on the CFN calendar:

https://cfn.upenn.edu/calendar/index.php?UID=&st=&en=&co=&re=1&vi=week&ta=1180378751

* Ultrasound scans can be scheduled by calling Susan Schultz: 215-573-0972

The modified consent language to be included when imaging is being conducted outside of EPIC has been approved by the IRB and is as follows, "The (insert name of the imaging: MRI and/or US) performed under this protocol is not for medical purposes, and the images are not planned to be interpreted by a physician."

MRI and Pregnancy Testing:

Consistent with clinical care standards, pregnancy testing will not be required prior to conducting MRI scans for research purposes. Attestation of pregnancy will be accepted at the time of MRI screening. Existing studies, that currently include pregnancy testing prior to scanning, can be amended to remove the requirement now and be submitted to the IRB for approval. Alternatively the study can be amended at the time of the next IRB continuing review. If you elect not to amend the study until the time of the next IRB continuing review, CAMRIS will continue to supply pregnancy tests for the next 12 months.

Effective August 31st 2016, when a protocol requires mandatory pregnancy testing the responsibility will rest with the PI to ensure the testing completed.

If you have any questions, please do not hesitate to contact Dr. Schnall, Dr. Meagher, Kathleen Thomas, Radiology Clinical Research Operations Director or the Office of Clinical Research Staff at 215-746-8334 or ocr@exchange.upenn.edu.

This information can also be found on the OCR website at http://www.med.upenn.edu/ocr/announcements.html
 

Mitch Schnall, MD, PhD

Chair, Department of Radiology

 

Emma A. Meagher, MD

Senior Associate Dean and Chief Clinical Research Officer

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