user manual quic web-based qualification tool

ACR IMAGING CORE LABORATORY

PET and PET/CT Scanner Qualification Program

User Manual

QUIC Web-based

Qualification Tool

Version 2

April 15, 2013

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CONTENTS

Overview ....................................................................................................................................................... 2

Availability ..................................................................................................................................................... 2

System Requirements ................................................................................................................................... 2

Password Management ................................................................................................................................ 3

Menu Overview ............................................................................................................................................. 3

Home Page .................................................................................................................................................... 3

Modalities ..................................................................................................................................................... 5

Scanners ........................................................................................................................................................ 6

New Qualification ......................................................................................................................................... 8

Application Submission ................................................................................................................................. 8

Image/Exam Submission ............................................................................................................................. 10

Adding Files ................................................................................................................................................. 12

Upload Limitations ...................................................................................................................................... 12

Adding/Deleting Exams ............................................................................................................................... 12

Qualification Results ................................................................................................................................... 13

Adding Comments ....................................................................................................................................... 15

Image Downloads........................................................................................................................................ 16

ACR Review ................................................................................................................................................. 17

Deleting Images/Files .................................................................................................................................. 18

Renew Qualifications .................................................................................................................................. 19

Search Qualifications .................................................................................................................................. 21

Account Management ................................................................................................................................ 22

Update Profile ............................................................................................................................................. 23

Change Password ........................................................................................................................................ 24

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Sign Out ....................................................................................................................................................... 25

FAQ .............................................................................................................................................................. 26

OVERVIEW

The PET qualification program is coordinated by the ACR Imaging Core Laboratory (core lab). The program helps to

ensure that PET scanners used for scanning clinical trial study participants meet required standards so that the

quantitative, semi quantitative, and qualitative information contributed by sites to a trial is reliably of high quality.

The qualification process includes submission of an application and uploading of images and data forms. PET

qualification instructions are available on the ACRIN Web site at: PET Qualification. To verify that a PET scanner

maintains required performance, requalification is required annually.

The Qualification Utility for the Imaging Core Laboratory (QUIC) is a Web-based tool that provides an efficient

means for managing the PET scanner qualification process and communicating with the core lab staff. By

registering for access to the QUIC Web site, site personnel can complete the online PET qualification, upload

images, track the review process, and receive timely updates. Information about a PET scanner’s qualification

expiration is also available to help sites plan ahead for requalification.

How QUIC Works

QUIC can be accessed from any browser at: https://quic.acr.org. When logging into the QUIC Web site for the

first time, users are prompted to create a login name and password. Submission of an application and images

triggers notification to the core lab staff to begin the review process. Core lab staff update the qualification status

(qualified/not qualified), which triggers e-mail updates to site users.

AVAILABILITY

The QUIC Web site is currently available for sites participating in clinical trials using PET.

SYSTEM REQUIREMENTS

Below are the recommended system requirements for QUIC:

Windows OS (ex. Windows XP, Windows 7)

Up-To-Date Browser (ex. Internet Explorer, Firefox, Google Chrome)

Java Version 6 or higher (required in order to upload images/files). You can check your version of Java at

http://java.com/en/download/installed.jsp.

http://www.acrin.org/CORELABS/PETCORELABORATORY/PETQUALIFICATION.aspx

https://quic.acr.org/

http://java.com/en/download/installed.jsp

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PASSWORD MANAGEMENT

Users who forget their password are directed to go to: https://quic.acr.org/Pages/ForgotPassword.aspx. There the

user enters a login name and clicks the “Get Password” button. A new password is then generated and forwarded

to the user’s e-mail address. After logging in with the generated password, the user goes to the Change Password

menu to changes that password.

MENU OVERVIEW

Site users have access to the following site menu options on the QUIC Web site:

Home – Presents a summary of the most recent site qualifications

Modalities – Allows the user to view information for each modality available in QUIC

Scanners – Allows the user to view all site scanner information and also to register a new scanner

New Qualification – Allows the user to start a new qualification process

Renew Qualification – Allows a user to renew an existing qualification

Search Qualifications – Allows the user to search existing qualifications

My Account – Allows the user to perform account management functions (update profile, change

password, and sign out of the QUIC Web Site)

FAQ - Lists frequently asked questions for using the web site

HOME PAGE

The Home page shows the current status (see Table 1 for status descriptions) of the site(s) qualifications. By

clicking a column header link (QualificationCD, ScannerCD, ModalityCD, etc.), the data shown in the table will be

sorted by the selected column. In Figure 1 – Home Page, the page is sorted by Status Date.

The user can also navigate to the Qualifications Details page by clicking the respective scanner Qualification CD in

the first column. The complete scanner, modality and site names can be shown by holding the mouse over a

ScannerCD, ModalityCD or SiteID in the table (ToolTips). Users can also navigate to the scanner or modalities

details pages by clicking the ScannerCD/ModalityCD links in the table.

https://quic.acr.org/Pages/ForgotPassword.aspx

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Figure 1 – Home Page

Table 1 – Qualification Status Descriptions

Status Description

Qualified Qualified

Not Qualified Not Qualified – Pending Resolution

Incomplete Incomplete – Pending Submission

Submitted Submitted – Pending Approval

Expired Expired

Suspended Suspended

Resigned Resigned

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MODALITIES

The Modalities Home Page shown (Figure 2) displays all modalities available for qualification and their

status.

Figure 2 - Modalities Home Page

By clicking on the Modality CD in the first column you are taken to the Modality Details page (Figure 3)

where information such as modality name/status/code/description, ACRIN studies that require the

modality and exams expected during qualification for the initial/renewal timepoints are displayed.

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Figure 3 - Modality Details

SCANNERS

The Scanner Home Page shown (Figure 4) lists all scanners at the user’s site(s). Users can also filter the

list by Scanner CD, Scanner Name, Site, and Status. Filtered scanner results can also be exported to an

Excel file by clicking the “Export” button.

To view existing scanner details, the user can click the Scanner CD link displayed in first column of the

table. Clicking the link will take you to the Scanner Details Page shown in Figure 5. Users can edit the

scanner details on this page and also view all Qualifications linked to the scanner. Once a scanner has

been qualified, no further edits will be allowed to be made to the scanner details.

To register a new scanner click the “Register New Scanner” button from the Scanner Home page.

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Figure 4 - Scanner Home

Figure 5 - Scanner Details

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NEW QUALIFICATION

To start a new qualification process, the user selects “New Qualification” (Figure 6) from the left-hand

navigation menu.

Figure 6 - New Qualification

Users can request scanner qualifications only for sites with which they are currently affiliated in their

user profile.

After selecting the required site, scanner and modality the user clicks the “Create New Qualification”

button to establish a new qualification. The user is then directed to the Qualification Details page.

APPLICATION SUBMISSION

On the Qualification Details page, the user must complete all required fields presented on the

Application tab (Figure 7) and then click “Save.” After saving the completed application, the user clicks

the “Submit” button.

Required fields are marked with *.

Users can also navigate between the Scanner and Modality Details pages by using the appropriate

header links shown on the page.

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Figure 7 - Qualification Details Page: Application Tab

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IMAGE/EXAM SUBMISSION

Next, the Images tab (Figure 8) is used to upload the required images/exams for the modality. An exam

name is required before any images can be uploaded. The user can select a predefined exam name from

the drop-down list or enter a custom exam name.

Figure 8 - Qualification Details Page: Images Tab

After saving the exam name by clicking the “Save” link, the user clicks the “Upload Files” link to begin

uploading files. This opens the Upload DICOM Files dialog window shown in Figure 9.

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Figure 9 - Upload DICOM Files Window

In order to upload files, the user must grant permission for the application to run by clicking “Run” on

the Java Application Security Message window shown in Figure 10. The user can stop this warning

message from displaying again for future uploads by checking the “Always trust content from this

publisher” box and then clicking the “Run” button. A more detailed explanation of how to upload

files/exams is specified in the Adding Files, Upload Limitations, and Adding/Deleting Exams sections of

this manual. After all files/exams have been uploaded, the user clicks the “Submit To ACR For Review”

button to complete the image submission part of the qualification process.

Figure 10 - Java Application Security Message

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ADDING FILES

The easiest way for the user to add files to the upload window in Figure 9 is to open the source

images/files in Windows Explorer (assuming the user is using a Windows-based computer) and then use

one of the following procedures:

Click and drag the entire exam folder from Windows Explorer to the Upload DICOM Files

window in the user’s Web browser <or>

Select the files individually in Windows Explorer, select “Copy,” then select “Paste” on the

upload window in the user’s Web browser <or>

Click the “Add Files” button on the upload window in the user’s Web browser, and then browse

to exam location on computer to select files for uploading.

Once all files have been added, the user clicks the “Upload Files” button to start uploading the files to

the central server. The Upload DICOM Files window will show the progress of the upload and the

number of files that were successfully uploaded or failed to upload. The user can resubmit any files that

failed to be uploaded to the server by clicking the “Retry failed” button in the menu bar of the upload

window.

UPLOAD LIMITATIONS

Only the following file types can be uploaded to the server (all other file types will not be uploaded):

DICOM and Image files (DCM, GIF, JPG, JPEG, BMP, PNG)

Text files (TXT, RTF)

Adobe PDF files (PDF)

Microsoft Excel files (XLS)

Microsoft Word files (DOC)

Users can add/upload a maximum of 2000 files to the upload window.

Files cannot be over 100 MB.

The total combined size of all files cannot be over 1 GB.

ADDING/DELETING EXAMS

If a modality requires multiple exams to be submitted, the user clicks the “Add Another Exam” link on

the Images tab to add another exam row. The user can also delete an exam by clicking the “Delete

Exam” link located on the right side of each exam row.

Note: Deleting the exam row will also delete ALL files that have been uploaded for the exam.

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QUALIFICATION RESULTS

Once the application and images are qualified, a certificate will be generated and available for download

on the Results tab shown in Figure 11.

Click the “Download Files” link on the Results tab of the Qualification Details page to download any

qualification result files. These files can be downloaded at any time. Once all files have been zipped (see

Figure 12), click the “Click to Get Your File” button as shown in Figure 13 to download the zip file to the

user’s local computer.

If multiple result files are listed, the check boxes in the first column of the table can be used to combine

all files into a single zip file (batch download). Use the check boxes to select multiple files and click the

“Download Selected” link generate a batch download.

Figure 11 - Qualification Details Page: Results Tab

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Figure 12 - Result File Download in Progress

Figure 13 - Completed Download

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ADDING COMMENTS

The Comments tab (Figure 14), allows the user to add any additional information thought to be useful to

the reviewers during the qualification process. The history of all comments added to the qualification is

shown in the top grey text box. The user enters new comments in the bottom text box, and then clicks

the “Add Comments” button. Checking any of the check boxes to the left of the Add Comments button

e-mails the comments to various recipients. This step is optional and not required.

Figure 14 - Qualification Details Page: Comments Tab

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IMAGE DOWNLOADS

Users can download images for each exam by clicking the “Request Download” link on the Images tab

shown in Figure 8. The history of all image download requests will be shown in the Image Downloads

tab shown in Figure 15 below. Once a download request is completed, users will receive an email that

includes a link to the exam zip file. Users can also open/save the zip file from clicking the “Get Zip File”

link in the Image Downloads tab. Any completed downloads will expire when either condition below is

met:

After 2 weeks from the download completed date

If an exam is changed (images uploaded or deleted)

Figure 15 - Qualification Details Page: Image Downloads Tab

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ACR REVIEW

E-mail notifications are sent to the core lab staff once the application and images are submitted when

the user clicks the respective submit buttons on the Application and Images tabs.

After application submission: the application tab status is changed to Submitted - Pending

Approval, and no further changes can be made to the application form data

After image submission: the image tab status is changed to Submitted - Pending Approval, and

no further files/exams can be uploaded

After application and image submission: the qualification status changes from Incomplete to

Submitted. The qualification will now be reviewed by a member of the ACR Imaging Core

Laboratory staff.

The user is notified via e-mail regarding the status of each qualification. If a qualification is not approved

for any reason, the user is notified and allowed to correct the application or upload additional images as

required.

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DELETING IMAGES/FILES

Clicking the “DELETE FILES” link on the Images tab of the Qualification Details page allows the user to

delete files individually for an exam. This opens the window shown in Figure 16. The user can select all

files by checking the “Select All” checkbox at the top left of the window. A second option is to select one

or more consecutive files by clicking and, keeping the click button depressed, moving the mouse

downward to select the desired files. A third option is to select individual files while holding the Ctrl key,

and then to click the “DELETE FILES” button at the bottom of the window to delete the selected files.

Note: Images/files cannot be deleted after they have been submitted for ACR review or once they have

passed the review.

Figure 16 - Delete Files Window

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RENEW QUALIFICATIONS

Users can Renew Qualifications by selecting the Renew Qualification menu. The Renew Qualification

Home page (Figure 17) is shown which lists all qualifications available for renewal. Clicking on the

QualCD, ScannerCD or ModalityCD links shown in the table will take you to the applicable details page.

Click the “Renew” button to start the Qualification Renewal process.

As shown in Figure 18, select the site, scanner and modality which you wish to renew. If the

combination of site, scanner and modality selected for renewal is not valid, an error will be displayed.

Click the “Renew Qualification” button and you will be directed to the Application Details page where

you would fill out the application and submit images using the same instructions as specified in the New

Qualification section.

Figure 17 - Renew Qualification Home Page

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Figure 18 - Renew Qualification Page

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SEARCH QUALIFICATIONS

The Search Qualification page (Figure 19) can be used to search all qualifications created for the sites

with which the user is affiliated. The search results return qualifications created by a user as well as

those created by other users affiliated with the same sites. Search results can also be exported to an

Excel file by click the “Export” button.

Clicking the QualificationCD, ScannerCD or ModalityCD links in the table will take you to the appropriate

details page.

Figure 19 - Qualification Search Page

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ACCOUNT MANAGEMENT

The My Account menu in the QUIC Web site includes the following options:

Details of each option are explained below.

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UPDATE PROFILE

The Edit User Profile page (Figure 20) allows the user to update the First/Last Name and E-mail Address

fields. Login Name, Role, Status, and Selected Facilities are read-only fields.

The user can also access the User Profile page by clicking the user name link located above the left-hand

navigation menu.

Figure 20 - Edit User Profile Page

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CHANGE PASSWORD

The Change Password page (Figure 21) allows the user to change his or her password for the Web site.

Figure 21 - Change Password Page

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SIGN OUT

The Sign Out page (Figure 22) logs the user out of the QUIC Web site and ends the session.

The user can also sign out by clicking the “signout” link located above the left-hand navigation menu,

next to the user name link.

Figure 22 - Sign Out Page

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FAQ

Common questions regarding QUIC can be found on the FAQ page (Figure 23).

Figure 23 - FAQ Page

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