The CCTSI has installed the CTRC Scheduler program. Scheduler will allow you to schedule across all CTRC services—nursing, nutrition, EBL/DXA, Physician Assistant, and cardiovascular imaging—at the same time. The best part is that it schedules in real time while you are with your study participant!
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 DEXAs?
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: Will the Nutrition Core need to schedule late-add appointments?
A: Yes, they will need to be prepared to schedule add-ons. The coordinator can call the core once the patient has been added to the study. The Nutrition Core will then approve or decline the late-add and schedule the patient. The visit can then be viewed on the CTRC Scheduler 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: Please use the comments if you are a member of the CCTO who is scheduling an inpatient, after-hours visit. You can use the comments to provide specific information about estimated infusion start, PK collection times and windows, and any other protocol-specific requirements that the inpatient nurses should be aware of.
Comments should also be used whenever nutrition resources are being scheduled. Please remember to include all relevant information in the following template:
Q: What happens if I need to schedule a visit that will take place sooner than the seven-business day deadline?
A: Please complete the following steps:
Q: Do I need to call to confirm that a visit has been scheduled?
A: If the visit has been added 7 days before the visit and if you can see the visit on your calendar in green, it has been confirmed and you do not need to call. If you need to schedule a late-add or if you accidentally schedule a late-add without calling the respective cores first, please notify the team immediately to ensure that the respective cores and notified and the visit is added to EPIC.
Q: Do you receive a notification when a visit is added to the Scheduler calendar?
A: No. Therefore, it is important that the cores and the front-desk are notified of any late-add visits. Otherwise, the visit will not be prepared for and will not be in EPIC when the participant arrives.
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: 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).
University of Colorado Hospital CTRC Inpatient Scheduling
Important: All studies requiring nutrition support must be pre-approved prior to submitting an E-schedule request to ensure dietary needs on the requested dates.
Jewish Health Nursing Scheduling
Schedule at National Jewish Health directly by calling 303-398-1409. Call with the following information: Name, DOB, and medical record number (if seen here before).
The National Jewish Health nursing facility is available from 7:00 to 4:00, or later if necessary. Please allow at least one day advance for scheduling.
CU Boulder CTRC Scheduling
This session will cover the basics of using Scheduler to book appointments with the CTRC Inpatient unit and Outpatient clinic.
|CTRC Scheduler Manager
CTRC Scheduler Coordinator
Email Scheduler Team