ℹ️fMRI Reschedule, Cancel or No-Show

Sessions 1 & 2

Reschedule

1. Check the lab email for messages from participants who need to reschedule

2. Highlight their session in purple in the fMRI Subject Database

3. Cancel the session in the lab's Bookings Page

   • If there is one participant listed for the booking (1 of 2 seats filled):

     • Select the original booking on the calendar > Cancel > Send Cancelation

     • Mark the "Canceled Booking" message in the lab email as read

   • If there are two participants listed for the booking (2 of 2 seats filled):

     • Select the original booking on the calendar > Edit

     • Select the participant that is rescheduling > Remove Customer > Update Booking

     • Mark the "Updated Booking" message in the lab email as read

4. Send the following reschedule message to the participant:

   • Thank you for letting us know you need to reschedule your session. We have cancelled your original booking and ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

Cancel or No Show

1. Check the lab email for messages from participants who need to cancel

2. Highlight the session in grey in the fMRI Subject Database

   • Add "no show" or the reason for canceling if known to the database

3. Cancel the session in the lab's Bookings Page

   • If there is one participant listed for the booking (1 of 2 seats filled):

     • Select the original booking on the calendar > Cancel > Send Cancelation

     • Mark the "Canceled Booking" message in the lab email as read

   • If there are two participants listed for the booking (2 of 2 seats filled):

     • Select the original booking on the calendar > Edit

     • Select the participant that is rescheduling > Remove Customer > Update Booking

     • Mark the "Canceled Booking" message in the lab email as read

4. Send the following cancelation or no-show message to the participant:

   • Cancellation: Thank you for letting us know you need to cancel your session. We have cancelled your original booking and ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

   • No-Show: We had you scheduled today to come into our lab to participate in our study. If you are still interested, we ask that you please use this link to reschedule: fMRI Study Part 1 Sign-Up Link

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Session 3

Reschedule

1. Check the lab email for messages from participants who need to reschedule

2. Highlight the session in purple (rescheduling) in the fMRI Subject Database

3. Log into CABI Scheduler to find and offer new scan times for the participant

4. Update the scan in CABI Scheduler

   • Find and select the original scan time on the schedule

   • Change the scan to the rescheduled time and date > select “Update” to finish

5. Update the contraindications form with the new scan time

   • The original scan time can not be removed; cross it out and add the new scan time next to it

6. Send the updated form to [e-mail] with the following message:

   • Subject Line: Rescheduled Session for [URSI #]

   • Attachment: Contraindications form with URSI # and new scan date/time

   • Message: Hello, We rescheduled participant [URSI #] to [scan date/time]. Please find the attached contraindications form. The participant answered “yes” on these questions: [form question(s)] because [explanation for contraindication[s]). Thank you,

7. Update the session in the lab’s Bookings Page

   • Find the original booking on the calendar > Edit

   • Change the booking to the new time and date > Update Booking

8. Remove the purple highlight and update the session in the fMRI Subject Database

9. Mark the "Updated Booking" message as read

Cancel or No Show

1. Check the lab email for messages from participants who need to cancel

2. Highlight the session in highlight the session in grey in the fMRI Subject Database

   • Add "no show" or the reason for canceling if known to the "Notes" section

3. Cancel Session 3 in CABI Scheduler

   • Find and select the original scan time on the schedule

   • Select “Delete” to cancel the scan

4. Email [e-mail] with the following message:

   • Subject Line: Cancel Session for [URSI #]

   • Message: Hello, We need to cancel the scan for participant [URSI #] on [scan date/time] please. Thank you,

5. Cancel the session in the lab's Bookings Page

   • Select the original booking on the calendar > Cancel

   • Select "Send Cancelation" to finish

   • Mark the "Canceled Booking" message as read