Fee Schedule

The current fee schedule for the HIRO's services can be found below. It is important to note that the HIRO's fees are completely separate from the clinical cost of performing imaging exams – those costs are billed through existing research or clinical billing processes by the hospital. The HIRO’s services are purely for the logistical support of research imaging, which may prove substantive even if requirements at first appear to be nothing more than standard-of-care.

Fee Policy

The HIRO's fee schedule and related policies were updated in mid 2018. The new fee schedule took effect on July 1, 2018. The full fee schedule and related memos can be downloaded using the links below.

Fee Assessment and Invoicing

Not all research studies and clinical trials that involve medical imaging will require the HIRO's services. The HIRO is happy to review a study's protocol to determine if its services will be needed. The HIRO also reviews all protocols that are routed through the Cancer Center's Protocol Review and Monitoring Committee (PRMC, formerly the Clinical Trials Review Committee) to determine if its services will be needed.

All of the HIRO's services are eligible for coverage from an Institute for Translational Medicine (ITM) Core Subsidy (application required).

The HIRO normally invoices on a monthly basis. The HIRO's invoicing is handled by the University's Office of Shared Research Facilities. The invoices themselves are generally sent to a study's Principal Investigator via email. Questions regarding the content of an invoice should be addressed to the HIRO. Questions regarding the payment process should be addressed to the OSRF (osrfbilling [at] bsd [dot] uchicago [dot] edu).

Fees for Image Acquisition Services

Philips CT Scanner Image

Clinical trials and research studies that require specific medical imaging "start-up" activities (initiation activities) and/or ongoing maintenance (image acquisition activities) will be assessed a one-time per-study fee – a Study Imaging Initiation Fee. This fee will be assessed for all studies with specific imaging qualification activities and/or studies that require the routine submission of images to a central reviewer. There is no close-out fee.

Clinical trials and research studies that require a specialized imaging protocol will be assessed an annual fee - a Custom Imaging Protocol Fee. There is no close-out fee. This fee will be assessed for all studies that include specific, non-standard1 imaging parameters.

Please see our official fee schedule for full details.

ServiceBrief Description Fee (Direct Cost)2
Study Imaging Initiation FeeCovers typical initiation activities and acquisition services for the life of the study. $3,000 per study (one time)
Custom Imaging Protocol FeeCovers customized workflows and scan parameter programming when necessary. $1,500 per study (annual)
1 "Non-standard" refers to parameters that differ from the standard-of-care imaging protocols (as defined by the UCM Department of Radiology) used during routine clinical practice at the time of review.
2 Indirect costs assessed at the prevailing rate may apply.

Fees for Image Collection and Database Services

Disc with data clipart

Investigator-initiated research studies and other research projects that require copies of imaging exams will be assessed a per-exam3 fee – the Standard Image De-identification and Distribution Fee. This charge applies to both standard-of-care and research-related exams. The fee applies to image data requests for all uses and types of clinical research (except prospective clinical trials) regardless of funding source (industry, federal grant, cooperative group, etc.).

Prospective clinical trials that require copies of imaging exams will be assessed a per-exam3 fee – the Clinical Trial De-identification and Distribution Fee. This fee includes all of the services provided in the Standard De-identification and Distribution Service with the several trial-related additions, including data transmittal form completion and query resolution. The fee applies to image data requests for all clinical trials regardless of funding source. Clinical trials and industry-funded projects are not eligible for the Standard De-identification and Distribution Service.

If any data is needed within 48 hours of the original request (known as a "stat request"), an additional Stat Fee will apply. Please see our official fee schedule for full details.

ServiceBrief Description Fee (Direct Cost)4
Standard Image De-identification & DistributionExam(s) retrieved and de-identified in a HIPAA- and IRB-compliant manner, and distributed to the researcher via media or electronically with any requested reports. $30 per exam3
Clinical Trial De-identification & DistributionAll aspects of the standard service with additional services specific to prospective clinical trials. $60 per exam3
Stat RequestsRequests for data that must be processed within a compressed time frame. Addl. $10 per exam3
3 An "exam" refers to a single imaging scan/procedure as defined by EPIC – a single orderable that generates a unique accession number is considered one "exam." For example, a CT chest/abdomen/pelvis scan would be considered a single exam, whereas a CT head scan and a CT chest scan would be considered two separate exams.
4 Indirect costs assessed at the prevailing rate may apply.

Fees for Other Services

In addition to our most commonly utilized services noted above, the HIRO offers several other types of services to support imaging in research. Please see our official fee schedule for full details.