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EPIC UPGRADE NOVEMBER 2017
RESEARCHER NOTES FOR STUDY-RELATED IMAGING
Use of the current paper Radiology Research Order forms will be discontinued in conjunction with EPIC go-live.
After EPIC go-live, there will no longer be separate research orderables for imaging exams. After EPIC go-live, all
Radiology research orders must be placed electronically in eStar by the research team and MUST be
linked/associated to the trial. These “linked” research imaging orders will be supplemented with Clinical Trial
Imaging Instructions (CTII) forms as needed.
The Clinical Trial Imaging Instructions (CTII) forms will only be created by Radiology for trials that involve an imaging
component with sponsor-paid imaging and/or special imaging guidelines.
The Clinical Trial Imaging Instructions (CTII) forms will contain the same pertinent information as the former Radiology
research “order” forms: scheduling guidelines; exam types, technical parameters.
RECOMMENDED imaging exams to be ordered by clinician are listed on Clinical Trial Imaging Instructions (CTII) forms.
These recommendations are based on Radiology review of the study documents provided by the research team. If
the desired imaging exam is not listed under the “Recommended Imaging Exams” section of the Clinical Trials Imaging
Instructions (CTII) form, that would indicate that Radiology is not aware that the exam is included in the trial. Proceed
with ordering and scheduling the desired exam. Exam will then be performed according to departmental guidelines.
Researcher should contact the Clinical Trials Radiology Support Core to ensure that any changes to study protocol and
imaging exams are fully reviewed by Radiology staff.
Located at the top of each Clinical Trial Imaging Instructions (CTII) form is a three or four digit number used to identify
the trial within the Radiology department computer systems. This number will be sent to the RIS system (Imagecast)
automatically from EPIC when patient is “arrived” by Radiology PSRs for imaging exam.
Please note that EPIC does not allow for ordering of special research exams. Exams must be ordered using a list of
standard orderables developed by the EPIC team. Researchers must pay close attention to Clinical Trial Imaging
Instructions (CTII) regarding any imaging exams that require additional order “comments” to be entered in eStar by
the researcher. (Example: There is no option to order a PET scan with investigational tracer. You must enter an order
for routine PET scan, and add “comment” to order describing what investigational tracer should be used for the
exam.) Linking the order and visit to the research study will help ensure that imaging is acquired per study protocol.
Many trials have imaging exams that are designated as “no-read” (no VUMC Radiologist dictation/report), or a
mixture of “read” and “no-read” imaging exams (some exams are dictated, some are not). Clinical Trial Imaging
Instructions (CTII) forms will indicate if your trial involves “no-read” or “mixed-read” imaging exams.
Any currently scheduled Starpanel imaging exams (both Standard of Care and research) are being converted to
electronic eStar orders by Radiology staff prior to EPIC go-live.
Prior to EPIC go-live: For current/active trials, any Clinical Trial Imaging Instructions (CTII) forms will be emailed to
study coordinators and accessible via a hyperlink within eStar.
After EPIC go-live: For new trials, after Radiology review has been completed, Clinical Trial Imaging Instructions (CTII)
forms will be emailed to study coordinators and accessible via a hyperlink within eStar prior to patient accrual.
NOTE: These changes do NOT in any way affect the current Clinical Trials Radiology Support Core “service request”
workflow via iLab.