Department of Radiology
Standard Operating Procedures
Medical Image Request for Research
Goal is: To efficiently and effectively provide research teams support in the use of medical images in research studies while meeting the guidelines set by the Health Insurance Portability and Accountability Act (HIPAA) with respect to protected health information (PHI).
See below for detailed step-by-step instructions.
De-Identification and Expert Reeder
The following fees are rates for small requests, typically of fewer than 10 cases. For larger requests that can be streamlined and automated, rates are negotiable and will likely be much less on a per case basis. Please contact us to schedule a consultation.
|Import From or Burn to CD/DVD||$5/disk||$10/disk||These fees are intended for small batch jobs that must be done manually. An “exam” is all images sharing the same accession number. For larger jobs it is likely much more cost effective to set up a dedicated automated or semiautomated study-specific pipeline.|
|Export from PACS||$5/exam||$10/exam|
|De-identification* or Re-coding||$5/exam||$10/exam|
Base Batch Processing Fee: 10 times single-exam fee
Additional: Cost of personnel time to complete job at $75 / hour
For well-organized requests this should be much less expensive than the piecemeal rates.
In no case will the final total batch job fee be greater than the piecemeal rate.
|Radiologist Over-Read for Adventitious Findings||$50/exam||$100/exam||Only for adventitious findings per IRB protocol. This is not a clinical interpretation nor does it replace a diagnostic exam. Report will go to study team only and will not be placed in the subject’s medical record.|
|Customized Research Image Processing Set-up Fee||Minimum $500||Minimum $1,000||Only if study requires customized image processing workflows or reporting.|
- If the request of medical images is for clinical use, please contact UWHC Clinical Image Management at (608) 265-7118.
- For all requests that are not for clinical use, a Medical Image Request for Research Form must be submitted to the Department of Radiology prior to Radiology making the requested images available. Alternatively, you may contact firstname.lastname@example.org or call (608) 262-0770 for assistance completing the form
- If the images are being requested for a quality improvement or program evaluation project (or you are unsure), fill out the Research Decision Tool found on the Health Sciences IRB site. Submit the output of this tool with your request form.
- If the images are being requested for Preparatory to Research activities, complete a Certification for Activities Preparatory to Research. Submit this with your request form.
- For research involving images already stored in the UW Picture Archiving and Communications System (PACS), please include the following with your request form:
- A copy of the IRB application, unless the research was reviewed by the Western IRB (WIRB)
- A copy of the IRB approval (please submit a copy of the updated IRB approval after it’s reviewed annually)
- A blank copy of the approved (with IRB stamp) consent form for the study
- A blank copy of the approved HIPAA Patient Authorization form for this study. This may be included as part of the consent form.
- You will be contacted within 48 hours of your request to confirm the request, to answer any questions, and to determine a timeline for completion of the request.
*Images that have been de-identified will NOT contain ANY of the following patient information, per HIPAA requirements:
- All geographic subdivisions smaller than a state, including street address, city, county, precinct, zip code and their equivalent geo codes, except for the initial three digits of a zip code if, according to the current publicly available data from the Bureau of the Census:
- The geographic unit formed by combining all zip codes with the same three initial digits contains more than 20,000 people; and
- The initial three digits of a zip code for all such geographic units containing 20,000 or fewer people are changed to 000.
- All elements of dates (except year) for dates directly related to an individual, including birth date, admission date, discharge date, date of death; and all ages over 89 and all elements of dates (including year) indicative of such age, except that such ages and elements may be aggregated into a single category of age 90 or older
- Telephone numbers
- Fax numbers
- Electronic mail addresses
- Social security numbers
- Medical record numbers
- Health plan beneficiary numbers
- Account numbers
- Certificate/license numbers
- Vehicle identifiers and serial numbers, including license plate numbers
- Device identifiers and serial numbers
- Web Universal Resource Locators (URLs)
- Internet Protocol (IP) address numbers
- Biometric identifiers, including finger and voice prints
- Full face photographic images and any comparable images
- Any other unique identifying number, characteristic, or code