C. KENNETH AND DIANNE WRIGHT CENTER
FOR CLINICAL AND TRANSLATIONAL RESEARCH

Office of Research and Innovation

Standard Operating Procedure (SOP): Service Agreement Process for CARI MRI

PURPOSE

This SOP outlines the steps required to obtain and execute a service agreement with the Collaborative Advanced Research Imaging (CARI) MRI facility at Virginia Commonwealth University (VCU). It details the process for obtaining a quote, activating a service agreement, and retrieving invoices through RAMS-FORCE. CARI MRI is the only research-dedicated large bore MRI located at VCU, offering specialized imaging services that cannot be used for clinical or diagnostic purposes.

SCOPE

This procedure applies to all researchers planning to use CARI MRI services for funded research projects that have received Institutional Review Board (IRB) approval and have a billable index for study-related charges.

RESPONSIBILITIES

  • Principal Investigator (PI): Responsible for ensuring IRB approval, requesting quotes, activating service agreements, and adhering to compliance requirements. The PI’s study team may assist with some of these tasks.
  • Fiscal Administrator (FA): Responsible for managing and reconciling the index associated with the study’s charges.
  • CARI Administrator: Responsible for reviewing and approving quotes and executing service agreements.
  • CARI MRI Manager: Oversees the scheduling and provision of imaging services.

PROCEDURES

Step 1: Requesting a Price Quote

1.1. The PI or research team must submit a request for a quote through the in-take form available on the CARI webpage at go.vcu.edu/cari. This form gathers essential project details, including the estimated number of participants, expected scans, and timeline.

1.2. A copy of the study’s protocol or research plan should be included with the in-take submission to provide the CARI team with necessary details for assessing study feasibility.

1.3. The CARI Administrator will prepare and provide a quote, which outlines the costs associated with MRI services, additional fees (e.g., protocol review, set-up/no-show fees), and any other relevant charges.

1.4. The only signature required for the quote is that of the CARI Administrator. The quote is not binding and serves as a cost estimate for budgeting purposes.

This step is intended for projects that are still in the planning or application phase, providing researchers with a budget estimate without committing to CARI services

Step 2: Activating a Service Agreement

2.1. Once the project has received funding and IRB approval, the PI must email mailto:cctr-cari@vcu.edu to activate a service agreement.

2.2. The following conditions should be met before activating a service agreement:

  • A valid, billable index is available for service charges.
  • IRB approval for the study is in place and will be maintained throughout the duration of the project.

2.3. The CARI team will prepare a formal service agreement, which will include:

  • Detailed terms for the MRI services to be provided
  • Conditions for service provision and compliance requirements
  • Financial responsibilities, including billing and invoicing procedures

2.4. The following signatures are required on the service agreement:

  • Principal Investigator (PI): Confirms compliance with IRB, study conduct, and reporting requirements.
  • Fiscal Administrator (FA): Responsible for managing and reconciling the financial index.
  • CARI MRI Manager: Oversees the operational aspects of the study.
  • CARI Administrator: Provides final approval to activate the agreement.

The service agreement is to be signed by all parties via DocuSign before services can be scheduled or billed.

Step 3: BILLING AND INVOICE PROCESS

3.1. Invoicing through VCU RAMS-FORCE:

Invoices for CARI MRI services are generated and managed through the RAMS-FORCE system. Once services begin, PIs and fiscal administrators should retrieve monthly invoices from the FORCE system.

3.2. Accessing Invoices:

  • Log in to the RAMS-FORCE system using VCU credentials.
  • Navigate to the appropriate study or project to view and download invoices.
  • Invoices are updated on a monthly basis and reflect charges such as MRI time, setup fees, and any additional services.

3.3. Payment Terms:

  • For VCU Projects: RAMS-FORCE will automatically invoice and charge VCU projects directly. The research team does not need to initiate payment.
  • For External Clients: Clients external to VCU will receive an invoice and must make payment within 60 days of the invoice date. Failure to comply with this timeline may result in the suspension of CARI services until payment arrangements are made.

3.4. Important Note About Billing:

CARI MRI is a research-dedicated facility, meaning all MRI results may not be used for clinical or diagnostic purposes. Additionally, all costs incurred must be study billed and are not eligible for third-party payments or billing (such as Standard of Care/Routine Care charges).

3.5. Resources and Support:

  • Billing Instructions: Detailed instructions on accessing and downloading invoices from RAMS-FORCE may be found at go.vcu.edu/caribilling.
  • Getting to CARI: Directions and location information are available on the Getting to CARI Page.
  • Facility Information and Resources: General information about the CARI MRI facility and services can be found at go.vcu.edu/cari.

SUPPORT AND CONTACT INFORMATION

  • RAMS-FORCE Issues:
    • For assistance with accessing or troubleshooting issues within the RAMS-FORCE system, researchers can contact Bryan Rowland, OVPRI Research Infrastructure Manager:
  • Billing Inquiries:
    • For specific billing-related questions, users may reach out to CARI staff directly at:

VERSION

  • Date of Issue: 10/11/2024
  • Reviewed by: Elizabeth Fortune, Administrative Director, Wright Center
  • Next Review Date: 09/30/2025