CTRC Scheduler FAQ
Scheduling Visits:
Q: What happens if my participant does not have an MRN?
A: Please submit here to request that an MRN be generated in EPIC and your participant will be added to the Scheduler system. A confirmation email will be sent to you.
Q: Will participants need to check out after their appointments?
A: Yes, all patients must check out at the front desk to ensure we are able to monitor the length of all visits. If your patient forgets, you can call the front
desk or the CTRC Scheduler team.
Q: Can you invite other people to a visit using the CTRC Scheduler website?
A: No, but anyone who is associated with that specific study can see the visit on their homepage calendar.
Q: How will cancellation of nutrition services work
A: With the new CTRC Scheduler, the cancellation of a visit will simultaneously communicate this cancellation to the Nutrition
Core.
Q: How should we handle scheduling phone visits?
A: It will still need to be scheduled via the CTRC Scheduler, but the template will be built showing it is a coordinator only visit.
Q: When can should
I use comments?
A: Comments should also be used whenever nutrition resources are being scheduled. Please remember to include all relevant information in
the following template:
- Specific diet type (lead-in days or meal
- Dates needed
- Pick-up date(s) and time(s)
- Kcal requirements
- Study condition
Q: What happens if I need to schedule a visit that will take place sooner than the seven-business day deadline?
A: Please email the Scheduler Team to request an appointment.
Q: Do I need to call to confirm that a visit has been scheduled?
A: If you can see the visit on your calendar in green, it has been confirmed and you do not need to call. Appointments will be transferred to EPIC one week in advance.
Q: Do you receive a notification when a visit is added to the Scheduler calendar?
A: No, but you will be able to view the appointment on your calendar homepage.
CTRC Scheduler Access:
Q: Will the CTRC Scheduler website work on a Mac?
A: Yes! The website works on PCs and Macs. You must be on a University computer otherwise; you will need to log-in to the University VPN prior to accessing the website. Google Chrome
and Mozilla Firefox browsers work best.
Q: How do I get access to a study in Scheduler?
A: Please have the PI complete the access form to add personnel to a study. It may take up to one business day to receive access.
Q: When I am on the homepage viewing the calendar, is there any way to see just one study or to search for an individual patient’s visit?
A: Yes. You can filter the calendar
to view a specific study, a specific patient (by searching last name), resource, or the status of the visit (scheduled vs cancelled).
Protocol Builds & Visit Template Updates:
Q: What if my protocol’s visits routinely take longer or shorter than the allotted time?A: Please contact the CTRC Scheduler team to have your visit templates adjusted.
Q: What if I sometimes use the CTRC’s NP or PA and other times, I use our departments NP or PA?A: We will build two visit types for you- one with the CTRC’s provider and another without. Please communicate this information to the CTRC Scheduler team.
Q: If the visit allows different components to occur at flexible times, how will we know the order of the visit?A: When you schedule the visit, the finalized order of events will appear. You can also review the order when you view the visit on the calendar.
