Yes! You can use AI to fill out Radiological Services Request (RSR)

Users often check a box for a requested procedure like 'CT' or 'MRI' but forget to fill in the corresponding '(# of scans per pt.)' field. This happens due to oversight while quickly completing the form. Without the number of scans, the Radiology Research Committee (RRC) cannot generate an accurate cost estimate or plan for resource allocation, leading to delays. To avoid this, carefully review each requested procedure and ensure both the checkbox and the number of scans are filled out. AI-powered tools like Instafill.ai can flag these incomplete pairings to ensure all required information is provided before submission.

The form requires the 'Study Title (per Protocol)' and 'Protocol Number', but applicants sometimes enter an abbreviated title, a working nickname, or an outdated protocol number. This discrepancy makes it difficult for reviewers to match the request with the correct protocol and IRB documents, causing processing delays and potential rejection. Always copy the title and protocol number directly from the final, approved protocol document to ensure accuracy. Using a form-filling tool can help store and populate this official information consistently across all related documents.

The 'DAFIS/Acct to Invoice' field is critical for billing, but it is frequently left blank, or an incorrect or expired account number is entered. This mistake halts the financial approval process and can prevent the study from starting until the correct billing information is provided and verified. Before submitting, confirm the active and correct DAFIS or account number with your department's financial administrator. AI tools can help validate the format of such numbers and prevent submission with a blank critical field.

The instructions clearly state that the initial submission must include the completed RSR Form, the Protocol, and Imaging Acquisition Guidelines. A common error is to email only the RSR form, assuming other documents will be requested later. This incomplete submission will be put on hold until all required documents are received, delaying the 14-day review timeline. To prevent this, create a checklist and ensure all specified documents are attached to the initial submission email.

The workflow has two distinct email steps: an 'Initial Submission' for review and a later 'Email to establish Study Startup' after IRB approval. Researchers mistakenly believe the initial submission is the only step, and they fail to send the follow-up email with the final IRB approval and signed RSR Estimate. This failure prevents the RRC from scheduling the mandatory study startup meeting, effectively stalling the project. Carefully read the instructions and set a reminder to send the second notification once IRB approval is secured.

When specifying if a 'UCDH Radiologist Interpretation' is required, users may check 'Yes' without selecting the specific type (Special, Dynamic, RECIST) or check conflicting options. This ambiguity forces the RRC to seek clarification, delaying the estimate. Be specific about the interpretation requirements as defined in your study protocol. If you are unsure, consult with the PI or the study sponsor before completing this section.

The 'Contact Person Email' is the primary channel for all communication, including the RSR Estimate and scheduling requests. Providing a personal email, a misspelled address, or the email of a person who is not actively monitoring the project can lead to missed deadlines and critical communications. Always provide an official, regularly monitored institutional email address for the designated contact person to ensure timely correspondence.

Researchers may have specific needs not covered by checkboxes, such as non-standard imaging sequences, specific timing for dynamic scans, or patient scheduling constraints, but they neglect to detail them in the 'Special Requests/notes' field. This omission can lead to incorrect scheduling, improper image acquisition, and unusable data. Use this field to communicate any and all study requirements that deviate from standard procedures to ensure the radiology team is fully prepared.

For PET and Nuclear Medicine studies, the question 'Is Tracer supplied by Study/Sponsor?' is crucial for budgeting and logistics, yet it is often left unanswered. The cost and sourcing of radiotracers are significant, and failing to specify this information prevents an accurate cost estimate. Always select 'Yes', 'No', or 'Not Applicable' to avoid delays while the RRC seeks clarification. Since this form is a non-fillable PDF, a tool like Instafill.ai can convert it into a fillable version, making it easier to see and complete all required fields, including these radio buttons.