Calpendo Scheduling at Waisman Brain Imaging

Waisman Calpendo PET Scheduling

Purpose: This SOP applies to all staff responsible for scheduling PET scans and booking study visits in rooms at Waisman Center Brain Imaging (cannot be used to schedule MRI, the conference room T137, T170, T124 or T163 – those are still booked by emailing Michael Anderle and viewable on Google Calendar).

For Calpendo scheduling access:

For new users, please add the following instructions for registration:

1. Navigate to https://uw-waismanbi.calpendo.com/
2. Click “Register new user”.
3. Authenticate using UW NetID. This is a built-in SSO login that uses a UW NetID.
4. Enter all required information in the registration form (a phone number is required). Ignore User Type and Staff Resource, unless you are a supervisor or a part of the Waisman radiochemistry team.
5. Click Register. This will kick your user request to Max Slesarev for approval.

To log in go to: https://uw-waismanbi.calpendo.com/ click on the Net ID box.

To view the Scheduling Calendar (all available and scheduled slots):

1. Go to “Calendars”, dropdown click “Master”, then click on “Status” on lower left and check Requested, Approved and Tentative
2. Tip: Click on “Day” in the top right of the screen to view one day at a time for easier viewing.

The weekly view should look something like the above image.

To view the Scanning Overview which is a bookmark to view all slots, as well as all inject/uptake rooms and technologist availability at the same time:

1. To view the “Scanning Overview Bookmark” for the Go to Calendars, Master, Bookmarks (dropdown), “Select Bookmark” >, select Scanning Overview
2. Click on “Day” in the top right of the screen to view one day at a time. It’s almost necessary to do this due to so many slots and calendars.

Best to view one day at a time.

Understanding and Identifying Study Holds:

1. Holds function similarly to the prior Google Calendar overlay system.
2. Study holds or “Tentative” bookings (not scheduled yet) appear with a dotted border. Scans that are scheduled or “Approved” have no border. Scans that are “Requested” or are waiting to be approved also have no border.
3. The study that owns the hold is displayed in the header of the hold or the “Project” name.
4. If there is “Dummy” in the project name, it is an extra, open slot for anyone to schedule. Study holds will be removed 5 weeks out, same as the old calendar and then the slots will labeled as “Dummy”.
5. The colors of the slots are unique to the tracer, not the study or hold.
6. Scanners and tracers have been assigned to these bookings. Do not alter the scanner or tracer without checking with calendar admins or your supervisor. The holds are designed to maximize the number of scans available each day, while maximizing the use of the Biograph scanner.
7. Per usual, reach out to other studies to swap holds, and holds will be released about 5 weeks out for anyone to schedule, same as the overlay calendar process.

Scheduling a Booking/Hold:

1. Click on the appropriate hold for your study and select “Edit”.
2. Change “Scheduler” to your name from the dropdown.
3. Change the “Status” box to “Requested” – or it can be left as “Tentative” while you are working on it, and until you are ready to request it -see definitions and notes below for more information.
4. Enter information into the “Description” box – itinerary and/or any notes or pertinent information for the visit (difficult veins, wheelchair needed, needs study partner present due to dementia, etc). Please also include arrival time.
5. Choose the appropriate/available “Injection Room” from the drop-down See Inject/Uptake room notes below for important info on choosing rooms!
6. Choose an appropriate “Uptake Room” in the drop down. Choose “Misc uptake” for the lobby/upstairs or reserve another room if you need privacy, avoid T164 in the afternoons. The 13:30 PiB, 14:00 MK6240 and 15:00 MK6240 are all on the Biograph scanner, we need to make sure that the 14:00 and 15:00 MK6240s always get scheduled to be injected in T151 (or another approved inject room) and uptake in another room, NOT T164.
7. “Participant ID” Enter the participant’s Study ID number (see definitions).
8. Enter “Duration of prep and IV (mins)” -The time it takes to consent and/or vitals, and IV set time prior to inject (60 min if you need to consent).
9. Choose an “External Order” if applicable from drop down. See definitions about which order to choose, if any.
10. Enter true or false for “Blood Draw” if there will be a blood draw during the scan. See notes for more information re: blood draws and blood processing.
11. For AA-FAiM amyloid scans, see notes for scheduling below under “Project”
12. When all the data is entered click “Update Booking” at the bottom. This will send the request to Max, Cyclotron and others to approve.
13. Fields to Leave Unchanged

Please do not modify the following fields unless instructed:

• Resource
• Repeat
• Tracer

Canceling a Booking:

1. Click on the booking that you would like to cancel and click “Edit”.
2. Click on “Cancel Booking” button at the bottom.
3. Put in the reason given (and any useful comments, if applicable) and then click the “Cancel Booking” button. This will automatically generate and send an email to the Waisman PET mailing list (waismanpet_schedule@g-groups.wisc.edu).
4. It will also likely go back to the calendar as a “Tentative” booking to be scheduled again. Remove any information you had put into the booking (description, rooms, etc.).

Scheduling a Room (also see notes and map at the end of the document):

1. Like the Google Calendar, you can reserve rooms independently of the scans for blood processing or other room needs. If you go to the “Scanning Overview” view, you can pick the room and click on the date/time that you want to schedule and put the details in, do not include any tracer or orders, no ppt ID needed, just your study name or “project”.
2. T151, T159, T164 and T168 are in Calpendo for reserving (all other rooms are still available to reserve through Google Calendar, including T170, T137, T163 and T124 by emailing Michael Anderle, see image below for reference.)
3. Also, please note: to get the 13:30 PiB, 14:00 MK6240 and 15:00 MK6240 all on the Biograph scanner, we need to make sure that the 14:00 and 15:00 MK6240s always get scheduled to be injected in T151 (or another approved inject room) and uptake in another room, NOT T164.  We will not be able to schedule the 1330 PiB on Biograph if you use T164 for the 1400 MK inject.  If you run into this problem and the first scan is already approved, you will have to ask an admin to change the inject and/or uptake room.  Please reach out if you have further questions.

Definitions and Notes for Scheduling in Calpendo:

• • Booking: A scan slot can have a status of tentative (not scheduled), requested (not approved yet), approved (scheduled), denied or cancelled
  • Scanning Overview Calendar: Alternate view bookmark that also displays all rooms and is useful on busy days. It also displays technologist availability.
  • Resources: Injection, uptake and scanning rooms, chemists, scanners, tracers, technologists, etc. Any component necessary to make the scan happen.
  • Master Calendar: Calendar view that shows all tentative and scheduled slots.
  • Status: You can look at the status of a booking by hovering over the slot or click on it to edit or view. You can keep the status as tentative while working on it, until you are ready to “request” the booking. When you change the status to “Requested” and then click “Update Booking” it will send an email to Max, Cyclotron and other resources to approve it.
  • Tracer (WIMR vs. External): There are internal and external tracer isotopes. Example: MK6240 (WIMR) isotope is made by WIMR Cyclotron and MK6240 (External) isotope is ordered from an external vendor.
  • External Order: Choose an external work order that matches the date of the scan, if one is available in the drop down. If there is not one available, leave it blank and Max will assign one later. FDG – Technologists will attach the external order.
  • Participant ID: This is the ID used for transferring scan data, make sure that the letters are upper or lower case to match your studies’ for accurate transferring of data.
  • Project: Your Study Name (For billing purposes, if the amyloid scan will be paid for AA-FAiM, please select WRAP/AA-FAiM if applicable)
  • Duration of prep and IV (mins): Time necessary prior to inject for consent, vitals and IV placement
  • Blood Draw: change drop down to true if there will be a blood draw made by the technologist during that scan. Do not enter this for room reservations for blood processing, these are two different processes. Studies are charged for blood draws performed by the PET Technologists. Note this to avoid two charges.

Note the date circled at the top. Keep in mind that the European date format is day/month vs. month day. This date is Feb 10.

For calendar help, please reach out to admins or experienced schedulers:

Max Slesarev: slesarev@wisc.edu

Teresa Hellenbrand: tlhellenbran@wisc.edu

Kate Lange: klange@medicine.wisc.edu

Denise Ealy: dealy@medicine.wisc.edu

If it can’t be fixed by an admin, they will put a ticket into Calpendo support.

Calpendo Training Videos:

https://uwmadison.app.box.com/folder/342656323120?s=v6zfuq7aw5my27kqp6xebk035xval3ns

Typical paired PiB and MK6240 scans:

930 PiB and 1230 MK6240 on HR+

1030 PiB and 1400 MK6240 on Biograph

1230 PiB and 1500 MK6240 on Biograph (when we can, but on HR+ on ABC-DS Wednesdays and other exceptions)

Rooms at Waisman:

T168 HR+ Prep Room –All morning HR+ scans and 1230 MKs automatically get this room. On NAV afternoons, there maybe overlap, work with other scheduled scans that day to share this space, so all MK6240s have a spot to get IV set and inject. Use Calpendo to schedule.

T159 HR+ scan Room –(smaller room with scanner in it, so we use a prep room for consent/IV/uptake) We can also use this space for IV setting and inject if there is not a scan scheduled. Use Calpendo to schedule.

T164-Biograph Prep & Scan Room (large room, so can use for consent/vitals and scan in the same room)-Calpendo

T151 - Extra injection/IV placement room for afternoons with multiple scans (aka ‘the interrogation room’) – please reserve this space when you schedule the 1400, 1430 or 1500 MK6240 injections or when there are more than 2 NAVs scheduled one right after the other. Use Calpendo to schedule.

T163 – “WBIC Psychophys” Primarily used by Midus. When they do not have the room reserved, you can reserve it for other studies. If you do not have access to this room on the Google calendar, please email Michael Anderle for access.

T170- aka the “crib room”. Available for consent and uptake, but not to set IV or inject. Email Michael to schedule.

T127- the MRI simulator room. Available for consent and uptake, but not to set IV or inject. Email Michael for access.

T137- the Conference Room. Available for consent and uptake, but not to set IV or inject. Email Michael to schedule.

Document History