Obtaining Access to the HCCRC Scheduling Program

Once your protocol has been reviewed and fully approved by the Mass General Clinical Research Center, please complete a CRC New User Form (doc) if you need scheduling access and email to Faith Fortune.  

Note: Please do not use the "Register" button within the HCCRC Scheduling Program to request access to the scheduling program.  The email notifications have been currently turned off. Please use the CRC New User Form to register.

Access the TCRC Scheduler

Scheduling Patient Visits

Guide to scheduling patient visits (PDF)

Scheduling Urgent Visits

Below are clarifications of our existing policy regarding the scheduling of urgent visits.

Any visit that must be scheduled urgently (i.e. within 2 business days), must submitted as an email.  This request will then be reviewed by the CRC Scheduler, Resource RN and Resource RD to ensure that there is adequate staff, space and equipment to accommodate the visit. 

In the meantime, the table below illustrates when you are able to self-schedule and when you are not able to self-schedule.

When you cannot self schedule, you must write a visit request by email. Please note that visit requests cannot be processed by the CRC Scheduler on weekends, holidays and other CRC closures.

Please include if this is a short notice request in the subject line of your email.

Scheduling Urgent MGH CRC Visits

If your visit request is for:

 

 

MONDAY

THURSDAY or FRIDAY

WEDNESDAY

TUESDAY

FRIDAY or MONDAY

THURSDAY

WEDNESDAY

MONDAY or TUESDAY

FRIDAY

THURSDAY

TUESDAY or WEDNESDAY

MONDAY

FRIDAY

WEDNESDAY or THURSDAY

TUESDAY

TUESDAY after MONDAY holiday

THURSDAY or FRIDAY

WEDNESDAY

For example, if you wanted to book a visit for a Wednesday or Thursday, you would need to email the visit request Tuesday or Wednesday (the earlier the better!).

If you have any questions regarding this policy, please contact our CRC Nursing Director, Kathy Hall or the CRC Metabolism & Nutrition Research Director, Ellen Anderson.

Visits that Do Not Fit Automatically

For study visits that do not automatically fit, please email MGH CRC Schedule.  

In the header of your email please make sure you do not list any PHI and always write SEND SECURE in the header.

In the body of your email, please list the following in order:

  • SPID Number
  • Visit Name
  • Subject Name (Last Name, First Name, MI)
  • Medical Record Number
  • Requested date(s) of Visit:     Start:                                       End:
  • Start time(s) of visit:                Start:                                       End:
  • Length of Visit
  • Visit requires: □ RN     □ Nutrition   □ Nurse Practitioner 

      Please list any specific scheduling requirements:

 No additional information is necessary in the body of the email.

 A CRC scheduler will contact you regarding your request.

Frequently Asked Scheduling Questions

What should I do if I forgot my log in password?
If you forgot your scheduling log in password, please email Faith Fortune to have it reset for you.

What if a protocol is not listed for scheduling a subject that I need access to? 
If you do not see a specific protocol number that you need access to, please email Faith Fortune to be granted access.

Who should I contact if my scheduling template is incorrect or I need to add/change a template?
Please email Sarah Luthern.  Sarah will be able to change, edit or add new scheduling templates accordingly.