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Office for Research Imaging (ORI)

 

Who we are: The Office for Research Imaging (ORI) within the Department of Radiology and Imaging Sciences and Indiana Institute for Biomedical Imaging Sciences (IIBIS) is the dedicated research support team for Investigators and their staff to promote and facilitate the use of biomedical imaging in research and clinical trials. We understand the challenging nature of performing clinical research in a major academic medical center. More importantly, we understand how to successfully plan and implement complex imaging protocols within the vast resources offered in our academic medical center and vast hospital network.

What we do: ORI supports all research and clinical trials of the IIBIS (Indiana Institute for Biomedical Imaging Sciences) along with the IU Simon Cancer Center, IU Health University Hospital, Riley Hospital for Children at IU Health, IU Health Methodist Hospital, and IU Health Neuroscience Center of Excellence.  ORI is able to provide world class imaging support through collaboration with our highly skilled Radiologists and Imaging Scientists along with our clinical and research support staff.

Why we do it:  Study protocols are both technically and logistically complex, specifically in a large academic medical center. It takes a team of dedicated staff working together to successfully open and implement a research imaging protocol. ORI has registered well over 1,000 studies and provided differing levels of support based on the protocol needs. We understand that more studies are adding complicated and often novel imaging procedures to their study protocols. We are here to help navigate through the channels that often do not have clear paths.

How we do it: ORI utilizes project management tools designed specifically for research imaging organization. We are experienced at working directly with imaging CRO’s to carefully manage all aspects of imaging protocols. We are here to help you through all of the study set up procedures and training, provide a dedicated research scheduling team, implement study specific imaging acquisition guidelines, and transmit de-identified electronic imaging data in compliance with all university and federal guidelines. The tools are easily shared with the study team so that everyone from the PI, budget team, regulatory team, imaging technologists, and study coordinators can work together in support of these projects. Please ask about our SharePoint project management sites if you are interested in collaboration.

 

ORI was established to provide an exclusive imaging support resource for researchers utilizing both industry and PI generated studies.  To help you get started with your research imaging we have provided eight basic steps:

  1. Register your study
  2. Budget
  3. Regulatory
  4. Site Qualification
  5. Study Set-Up
  6. Scheduling
  7. Billing Method and Fees 
  8. Data Services

 1. Register your study

It's never too early to contact ORI with study questions or service requests. In fact, the earlier the better! To initiate imaging in your research study, please submit a completed research imaging registration form, budget request (if needed), and protocol (when received) to ori@iupui.edu. Upon submission the study will be reviewed by a radiologist and/or imaging scientist for approval. At registration, the study will be assigned an ORI study I.D. number. This study I.D. number will be the identifier for scheduling, invoicing, and all other study communique with ORI. A research imaging registration form must be submitted before ORI can respond to ANY study request.

Contacting ORI is easy, just email us @ ori@iupui.edu or call 317-963-7228. We have dedicated staff waiting to assist you with all of your research imaging needs.

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2. Budget

Requesting a Budget Quote for a New Study:
When requesting a budget quote for a new study: 
Register your study first by completing the ORI study registration form. When registering, make sure to check “Budget Quote” under the Research Services section. We generally can have your imaging budget back to you within 5-7 business days. Depending upon the complexity of the imaging study we may have to consult hospital coders, technologists, and IUH revenue cycle staff for exam pricing verification. The study may be charged one of two ONE-TIME startup fees: 

  1. Startup Fee for industry funded clinical trials with Image Acquisition Guidelines $2,525
  2. Startup Fee for industry funded clinical trials with routine imaging protocol & research services $1,590

If the study has no imaging acquisition guidelines, and no research services (no budget assistance, no radiation safety assistance, no protocol guidelines to follow, no site qualification forms, no research scheduling, no research reads, no data transfers, & no training sessions, etc.) other than performing a routine scan and diagnostic read then no additional fees will be charged to support the study. We still ask that these studies register with ORI to assure accurate reporting of radiology resources. If you are unable to determine which fee to budget for, you may request the sponsor to complete our pre-trial questionnaire for sponsors.

 

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3. Regulatory

ORI has dedicated staff to assist you with all of your imaging regulatory requirements. Services include but are not limited to: regulatory applications, dosimetry calculations, and protocol development. If your study requires any of these services, please email ORI with your request and we will reply within 24 hours. Regulatory approvals (IRB, SRC, Radiation Safety, etc.) must be submitted to ORI before imaging can begin. If you are not sure what kind of regulatory requirements your scan requires, click here.

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 4. Site Qualification

Site Qualification forms should be submitted to ORI and completed by our certified Research Imaging Technologists. Each study may require specific and evolving data that is best completed by a research imaging technologist. Please let us complete these forms for you to ensure accuracy and expediency. Forms can be submitted here.

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 5. Study Set-Up

Once the study has submitted a research imaging registration form, protocol, and all regulatory documents to ORI we will begin pre-study preparations. This includes but is not limited to: study startup meetings, study document creation, database builds, research scheduling orders, phantom scans and imaging protocol Q/C, etc.

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6. Scheduling

You can schedule your study participants via email @ orisched@iupui.edu or by phone at (317) 963-7228.

When scheduling please have the following information:

  • Study ID#
  • Subject Name
  • Subject ID
  • Visit number
  • Read or No Read
  • Scan type & Location

 

HOW TO ORDER RESEARCH SCANS: ORI has developed a Research Order for all studies that have specific imaging guidelines to follow. The order may be prepopulated with identifying study information that allows our imaging technologists to successfully scan the subjects per the study acquisition guidelines. At the bottom of the order you will find the scheduling email and phone number to contact for your study. The research order should be sent to ORI after scheduling along with the IUH/IUHP Grant Charge Forms. Studies performed at IIBIS do not require an order or IUH/IUHP grant forms.

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7. Billing

Billing Methods and Fees

IIBIS
Research imaging studies performed at IIBIS by IU investigators are charged by the hour through the IUSOM financial system. Study PI’s and staff will receive an email receipt detailing the procedure charges and study account number of record every evening after a study is performed. IIBIS imaging systems are dedicated IU research imaging systems with trained research imaging technologists who specialize in research protocols. Hourly billing rates can be found on the
IIBIS rates page and are applicable July 1- June 30. These rates are published for informational purposes only and all studies should request a formal budget estimate for each study. Studies should budget for annual 3-5 increase in rates.

Professional services by a Radiologist, Imaging Scientist, or radiology staff member may be financially supported through salary support of the named individual on the grant or billed as a fee for service through the IUSM financial system. If a study requires a named Radiologist or Imaging Scientist as a Co-Investigator or therein equal role to assuming oversight of the imaging protocol and/or study analysis, then named salary support should be utilized. External investigators and industry sponsors should inquire directly with ORI for applicable study rates. Federal grant applications with imaging services should include Radiology faculty and/or staff as salary support listed on the grant. 

IU Health
Research imaging studies performed at IU Health are billed by the IU Health Revenue Cycle Services. Billing questions should be directed to Camille Gilliam or Sana a Smith at IU Health Revenue Cycle Services. IU Health charges research studies the CMS reimbursement rate based on CPT code. If the exam does not have a reimbursable CPT code then the exam is given a 65% discount of the list rate. The ORI can provide exam pricing for your study, however it is up to the study to provide the CPT codes associated with the protocol imaging requirements. ORI is not responsible for obtaining the CPT codes that correspond with the study requirements; however we will help as much as we possibly can to assist you with obtaining the correct coding. All research studies performed at IU Health must have grant charge forms created by IUH Revenue Cycles Services before scheduling exams.

Research imaging studies performed at IU Health and interpreted by an IUHP Radiologist receive a 65% discount for diagnostic professional interpretations. This applies for research exams performed per our routine site imaging protocols and require a routine interpretation. Additional charges and/or salary support will apply if the study requires specific research reporting that otherwise would not be included in a routine diagnostic exam interpretation. Study specific dictation/reporting/form completion may be billed via ORI and the IUSOM financial billing system if Radiology salary support is not included in the budget. Routine diagnostic interpretations for research studies are billed through IU Health Revenue Cycle Services.

Please inquire with ORI for pricing. ORI has created an Imaging Questionnaire for Sponsors to assist coordinators and business personnel with determining budget considerations. Please have the study sponsor’s project manager complete this form and return to ORI for an accurate budget estimate.

 

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8. Data Services

Data Archival, Transfer, and Anonymization
All studies are electronically archived and saved for 15+years. Studies requiring electronic transfer and anonymization will be charged $29 per exam. Study coordinators should email ORI with a data transfer request form attached to execute a data transfer. Exam raw data may be available for 1-2 days after scanning. 

 

 

Imaging Budget Assistance

Regulatory Assistance (IRB language for imaging, dosimetry, and radiation safety assistance)

Site Qualification form completion

Protocol Review and Design

Research Scheduling

RECIST and tumor measurements

Specialty Research Reads

Electronic Data Transfer

Data Anonymization

Database builds

IU Health Grant charge form assistance

Research Binder creation and delivery

 

Are all imaging studies required to register with the ORI? Yes, ALL imaging studies are required to register with the ORI.

Does ORI charge startup costs ? Yes, ORI startup fees are a one-time for industry funded trials. 

When will ORI startup fees be charged? Once the study is in ACTIVE status a one-time charge will be billed to the IU Grant account.

Are data transfers billed separately? Yes, a study data transfer to a sponsor is billed in addition to the imaging study.

Can outside images on a disc be loaded in to PACS? Yes, at IU Health this can be done by bring an order to Film Loan for the images to be uploaded.

Indiana Institute for Biomedical Imaging Sciences (IIBIS) | Department of Radiology | 950 West Walnut Street, E124 | Indianapolis, IN 46202 | PHONE: (317) 963-1692 | FAX: (317) 274-8124