MRI Flow Process – Running a Project

The below MRI flow processes are very detailed and specific. The MRI is a high cost resource. We need to maximize efficient use of scanner time, our technologist’s time, and researcher’s grant funding. We ask that everyone does their best to assist us in these efforts. These processes are designed to:

Maintain an efficient operational flow within a constrained space.
Maintain confidentiality of information in the MRI Suite.
Maintain privacy for the participants being scanned.

Participant Recruitment

All participants being scanned at the Rotman MRI require a Rotman Participant ID. You should receive access to, and instructions on using, the Rotman Participant Database during your Baycrest REB application process. That Participant ID needs to be properly assigned to your REB Project ID in the Rotman Participant Database.

Be sure that your participant recruitment process includes basic screening questions for the MRI Scan. The Rotman Participant Database Screening Interview already includes basic questions on whether the subject has any metal in their body or experiences claustrophobia. These are the two most generic exclusion criteria for MRI scanning. Depending on the details of what metal they have in their body, they may still be eligible for scanning.

It can also be good to outline the MRI process for the participant, so they know what to expect and are okay with it. For example, we have had participants who were not warned about the requirement to change out of street clothes and backed out of the scan upon arrival.

MRI Schedule Reservation

Make a reservation on the MRI Web Scheduler, including your valid and properly assigned Participant ID. See the MRI Scheduler page for further instructions.

Before you Arrive

We suggest you ask your participants to arrive earlier than needed to avoid late arrivals and MRI cancellations. Previous projects have reported that asking participants to arrive at Baycrest 45 minutes prior to scan time yields good results. If you have other flexible tasks to complete with your participants, it’s advisable to schedule those prior to the MRI scan, so that if they arrive late, those tasks can be rearranged such that they still arrive in time for the MRI.

Have your participant’s paperwork completed in advance. Our MRI Screening Form can be printed or filled electronically, and can be sent to participants in advance. Please note that the MRI Screening Form will contain sensitive PHI when complete. Treat it using the necessary measures to maintain privacy and confidentiality.

Participant Arrival

Researchers and participants are expected to arrive at least 15 minutes prior to their reservation time (which represents their table time, the time they should be entering the scanner room) with their researcher/coordinator. For example, with a reservation/table time of 14:00 the researcher and participant are required to arrive by 13:45 to allow time for screening and changing.

The waiting area in front of the MRI Suite has a small table and two chairs and is available for your use prior to your reservation. If other people are using the space, please feel free to remind them that it is reserved for MRI users as per the posted signage.

MRI Suite Entry and Screening Interview

Please ring the doorbell 15 minutes prior to your reservation time. The technologist may come to greet you at the door. If they are busy at the scanner with another project, they may remotely unlock the door for you (listen for a click from the door after ringing the doorbell). They may use the intercom to welcome you in, but may not be able to if they are busy with the current project. Please proceed inside and wait with your participant in the Interview room. The Technologist will join you shortly to interview the participant and review the screening form.

Optional: Corrective Lens Selection

If your participant requires corrective lenses during their MRI scan, but doesn’t know or isn’t confident in their prescription, you can use what time remains around screening and changing to test your participant to confirm their corrective lens prescription. A set of frames and interchangeable lenses is in a black case labeled “Medigoggles” in the front hall closet across from the change room. An eye chart is available just outside the interview room adjacent to the change room. Position your participant with their eyes next to the marker on the change room door facing the eye chart. This represents the approximate distance between the participant’s eyes and the projector screen when they are in the MRI scanner. Select the appropriate font size based on your experiment’s visual stimulus and find the prescription that works best for your participant. Inform the Technologist of the prescription required. This can be written at the top of the screening form.

Participant Changing

After the screening interview is complete, the technologist will return to the scanner, and you will guide your participant through the changing process.

All participants are required to remove all jewelry, metallic items, and electronic items. A small white container is available in the locker for any loose possessions. They must remove all clothing except for underwear (e.g. panties or boxers). We operate a clean locker system, therefore all shoes / boots are to remain outside the lockers, placed under the bench. One of the top lockers will contain a hospital gown, pants, and a pair of blue paper booties to use as footwear. The locker you take them from will be the locker for your participant to store their belongings in. The gown ties at the front at the waist and at the back at the neck. The pants tie in the front. Participants over approximately 250 lbs may instead require 2 gowns (available in the bottom lockers) instead of the PJ pants which may not fit. Changing instructions are posted next to the mirror in the change room. Many participants have trouble tying the hospital gown behind their neck, and require assistance from the researcher with this. When your participant is done changing, they must lock their locker and bring the key with them.

Remind your participants to use the washroom after changing, as there will be no opportunity during the MRI session to use the washroom. Once your participant has changed and had a chance to use the washroom, please direct them back to the interview room and close the door to avoid interacting with any other participants accessing the change room.

Scan Session

At your reservation time, the technologist will escort you and the participant into zone 3, the control area. Their change room key will be hung next to the scanner room door. 15-20 minutes is typically allotted for participant setup time. During this time the technologist will take care of setting the participant up on the scanner table. For participants with mobility issues, the technologist may ask the researcher for assistance in helping the participant onto the scanner table. The researcher can take this time to set up the stimulus computer for the project, whether readying their stimulus files, or preparing a video for the participant to watch. If your project has research hardware that needs to be set up in the scanner room (e.g. EEG), you will coordinate this setup with the technologist, which Jacob and Garry will review with you during your project’s initial pilot scans.

During the scanning session, the technologist will be responsible for running the scanner, and you will be responsible for managing any other research hardware, and running any stimulus programs. Jacob and Garry will review the synchronization of your stimulus scripts and the scanner before and during your pilot sessions. Please also keep in mind your part of the emergency processes from MRI Safety Training that may arise.

After Scanning

When your scans are complete, the technologist will remove your participant from the scanner, usually 3-5 minutes, and bring them to you at the magnet room entrance. Retrieve their locker key and escort them out to the change room. Have your participant get changed and retrieve their possessions. Instruct them to leave the used gown and pants in the linen hamper and their booties in the recycling bin. Make sure your participant has retrieved all of their belongings. Restock the locker with supplies from the bottom locker. The interview room or waiting area outside the suite are available for debriefing for up to 10 minutes post reservation time.

Special Case – Simulator + MRI Session

If your participant is scheduled in the Simulator immediately preceding a scanner reservation, please follow the Participant Arrival, Screening Interview, and Participant Changing instructions above prior to your Simulator session. After getting changed, you may proceed to the Simulator through the interview room. At your MRI reservation time, the technologist will meet you at the Simulator room to escort you to the scanner.

Note that since Simulator timing is more flexible than scanner timing, you may choose to arrive with as much time as you require for screening, changing, and Simulator usage, prior to your MRI reservation time. Ensure that the Simulator reservation includes your arrival time. Note that the technologist may not be readily available to come out to zone 2 for screening the participant upon your arrival, especially as you may be arriving at an unusual time with respect to other ongoing scanner activity. It is therefore recommended to include some buffer time.