Scheduling a Subject

Scheduling a Subject

Clinical Research Unit Subject Scheduling Request Instructions and Request Form:

  • Please use the below form to schedule visits conducted on the CRU located on Barringer 3 or off-unit (i.e., Exercise Physiology Core lab (EPCL), ECCC, or any other study location – please specify).
  • Send the completed request form to rsomcruschedule@hscmail.mcc.virginia.edu. For outpatient visits: if sending a last-minute request, PLEASE send /call request to the unit no later than 14:00 the day prior to the requested visit.
  • Be sure you have received an email confirmation of your request.  Subjects are not considered scheduled until you have received this confirmation.
  • Scheduling for procedures that require use of the Exercise Physiology Core Laboratory (EPCL) or EPCL staff (located on Barringer 2) must be scheduled directly with the EPCL at gcrcexlab@hscmail.mcc.virginia.edu.  Please contact Shannon Slovensky at 982-3180, to confirm availability, prior to scheduling your subjects with CRU.
  • When scheduling the visit, please contact Theresa Zanetti at tz9h@hscmail.mcc.virginia.edu regarding any protocol-specific dietary requirements for that subject/visit to ensure that the dietary resources will be available. Please include any know allergies, including food allergies. 

*The form may be used to schedule 1 subject for 3+ visits at a time.*

Notifying Full-time and PRN Staff of Unit Closure / Study Cancellation:

When PRN staff are scheduled for a study, the study team member who initiated the scheduling request will be forwarded a copy of the prn schedule.

If a study is cancelled during regular business hours, the SOM CTO will be notified by either the study team or the CRU staff, and will notify the prn staff.

If a subject does not show up for their overnight visit, a staff member who is on the unit should call the subject and/or the CRC.  If determined that this visit is to be cancelled – the CRU staff member will call the rest of the prns/full-time staff, as appropriate, and document on the study visit flowsheet.

If the study team decides to cancel a scheduled visit during off hours (after normal business hours, weekends, holidays) due to an unforeseen event such as inclement weather; the study team will notify all appropriate personnel by responding to the email they received at the time the visit was scheduled.

Please remember to hit “reply to all”.

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