Scan Session Details

To access the Subject Details Menu you must look up your subject or select the subject from the list of subjects in a study’s details. You can also navigate to the scan session details through the list scans page. From here you will be taken to the menu. Click Scans to get to that tab and then click on the icon under Details.

You will be able to see the Scan Session Details, Billing information, Radiology information, Series Details, as well as any Additional Information. At any time you can click List Scans at the bottom of the page to return to the List Scans search page or click Participant's Scans to see this participant's scans tab.

For the Scan Session Details the following information will be listed:

Scan ID - the scan session ID
Study - the study under which the subject was scanned
URSI - the URSI under which the subject was scanned
Modality - the type of scan that was conducted (MR, MEG, EEG)
Session Label - an ID that is generated for the scan that includes the date and time
Scan Date - the date that the scan was performed
Device - the type of scanner
Operator - the name of the user who ran the scan OR added it through the Add a Scan tool

Billing

For the Billing information, you will be able to see the Funding Source, the Charge Code, and the Credits Used for the scan.

By clicking Edit, you will be redirected to a page that allows you to enter and edit the billing information. On this page, the following information will be listed:

Session - an ID that is generated for the scan that includes the date and time
No Billing - this is to be checked if a scan cannot be billed for some reason (e.g. there are no charge codes for the study). If No Billing is selected, all of the billing fields will be disabled.
Charge Code - select the charge code for the scan session from the drop down list a * denotes the default charge code
Credits used - fill in the number of scan credits used
Tech Credits - fill in the number of tech credits used
Oxygen Used - choose yes or no
Contrast Used - choose yes or no
IV Supplies - choose none, hand or power from the drop down list
Billing Notes - add any relevant notes here

Click the Save button at the bottom left corner of the screen. If the charge code that you selected does not have enough scan slots remaining you will receive an error message reporting this. If you are editing already entered billing information, click the Save button and you will receive a message reporting that the information has been updated. If no charge codes appear in the drop down menu that means that there are no charge codes associated with the study. Click the Back to Scan Session button to return to the previous screen.

If you cannot bill a scan due to no available credits, expired credits, etc., you can leave a note from the scan session’s Billing section and then click Add Discrepancy. A note must be present in the Billing Notes section in order to send it to the discrepancy list. This note will be populated on the discrepancy report for your accounting team to view and rectify.

There are times that scans need to bill tech credits but not scan credits. Since it is unlikely to have a scan session that exists and not bill for scan credits, it must be sent to the discrepancy report by leaving a note as to why no scan credits were charged. From the discrepancy report it can be resolved and billed.

Radiology

Under this header, you will find the status of the Radiology review. If the scan has been reviewed, the date will be listed. If the scan is Queued for review, you can click the Raise priority button if applicable.

Upon clicking the Raise Priority button, you will be directed to a screen that will ask you to explain why you are prioritizing this scan.

Series Details

The Series Details is a list of the runs that were completed during the scan session.

Here you can see a summary of the runs that occurred during the scan.

Run Number - the order number the run was scanned during the session
Series Label - the name of the series ran
Status - status of the series
Notes - clicking the Edit button will redirect you to the Annotate Session Data page which will allow you to make notes to the series. You can update the Status of the run by selecting options from the drop-down menu (Complete - No Problems, Completed - Problems, or Incomplete) and add additional notes. Click the Save button to save and return to the previous page.
Headers - if any, clicking the View button will allow you to view the headers
Image Files - will indicate how many image files are associated with that run
Behavioral Files - upload fMRI behavioral tasks for the specific series here
- To upload or view behavioral files, click Edit and then select Upload, you will then select the file that you would like to upload. After you click Open your file will be uploaded and you should see it with a trash can icon next to it. If you uploaded the wrong file you can click the trash can icon and it will be removed. Click Back to Scan to return to the scan session page. This is important if you have deleted behavioral data and uploaded new data because hitting back on the navigation bar will then delete the newly uploaded data. If you want to upload files for an entire scan session, see Behavioral in Additional Information below.
You can also download CSV files for the Series Details by clicking the CSV (filtered) and CSV (all) buttons.

You can also download the raw image files for a scan by selecting the check box next to the scans you want to download and then click Download Images. Choose to download analysis and/or archive files. After making the selections and click Next, you will be presented with a zipped archive file containing the raw DICOM data from the events that you chose. Check Make these selections my default to keep your choices for next time. Click Cancel to escape.

If you have a role that allows you to edit the Series Details, click Edit All.

From here you can edit specific items related the scan session:

Run # - the order number of the run
Condition - name of scan
Condition Status - Condition of the run

Completed – No problems
Completed – Problems
Incomplete

Include in DX - choose if the scan is included in Data Exchange (study sharing rules permitting)
Comments - Any comments that a user would like to refer to for each run. These comments will appear on the Scan Session page.

If you would like to delete a run select the empty space in the Condition Status drop down menu. When you are done editing select Save. Click Back to Session to leave without saving changes.

Additional Information

In this section, you will see the following options:

Scan Behavioral Files - view and upload Behavioral files for the entire scan session (for information on this, see Behavioral Files in Series Details above)
Archive Directory - directory for the raw imaging data stored in MRN's archive. Hovering over the directory will give you the entire archive path. Note: This feature will only appear for sites that store and download data from MRN.
Visit - change the visit information from the drop-down menu (if your study has multiple scan visits)
Notes - add in any notes about the scan session. To add notes, click the Edit button. You will be redirected to a page that will allow you to enter notes for the scan session. When you are done editing, click Save. To cancel and return to the scan session page, click Back to Scan.

You can edit the study visits by clicking the Information icon next to the Visit drop-down menu. You will be redirected to the following page:

Clicking the here icon will redirect you to the page that will allow you to manage the study visits for that particular study.

Set Mapping Export

If the study is a mapping study, you will see an extra column at the far right labeled Mapping Export and a tool at the bottom of the page that will allow you to include and exclude scan series for mapping export.

Select the check boxes next to the series you would like to include or exclude. Then select Yes or No next to the button and then click Set Export.