How to Schedule an Imaging Appointment at a University Radiology Department

How university radiology scheduling works

University radiology departments schedule imaging appointments through a few different routes depending on whether you're an existing patient, whether your doctor has already sent in an order, and which university system you're calling. Most university hospitals use their own scheduling phone line or online patient portal rather than a general hospital number. You'll need your insurance information, a valid photo ID, and the name of the doctor who ordered the imaging — the department won't schedule you without an active order in their system.

The scheduling process itself is straightforward: you call the radiology department directly, verify your insurance and identity, confirm what type of imaging you need (MRI, CT, X-ray, ultrasound, and so on), and pick an available time slot. Some universities now let you book online through their patient portal if you already have an account. Appointment availability varies widely — some imaging types have slots within days, while MRI appointments at busy academic centers can be weeks out.

Key Takeaways

• University radiology departments have their own scheduling lines separate from the main hospital number, and you'll find the direct number on your imaging order or the hospital's website.
• You must have an active imaging order from your doctor before the department will schedule you, so confirm your doctor sent the order before you call.
• Bring your insurance card and photo ID to your appointment, and arrive 10 to 15 minutes early to complete any paperwork.
• If you need to reschedule or cancel, call the radiology department directly at least 24 hours ahead to avoid a no-show fee.
• University radiology departments often have different preparation instructions for different imaging types, so ask about fasting, metal removal, or other steps when you schedule.

Finding the radiology department's direct phone number

The radiology scheduling number is not the main hospital switchboard. Look for it on your imaging order — most doctors' offices print the radiology department's direct line on the paperwork they give you. If you don't have the order in front of you, call your doctor's office and ask them for the radiology department's phone number at the specific university hospital where your imaging is ordered.

You can also find the number on the university hospital's website by searching for "radiology scheduling" or "imaging appointments." Many university systems now list department-specific phone numbers on their main site. If you're having trouble locating it, call the main hospital number and ask to be transferred to radiology scheduling — they can route you to the right line in seconds.

What information you'll need when you call

Have these items ready before you dial: your full name and date of birth, your insurance company name and member ID number, your doctor's name and the date they ordered the imaging, and the type of imaging you need (for example, "lumbar spine MRI" or "chest X-ray"). If you've had imaging at this university hospital before, they may already have some of your information in their system, but you'll still need to verify it.

The scheduler will also ask whether you have any metal implants, whether you're pregnant or might be pregnant, and whether you have any allergies — especially to contrast dye if your imaging requires it. Answer these questions honestly, because they affect which imaging type is safe for you and whether you need to take any steps before your appointment.

Online scheduling through patient portals

Many university hospital systems now offer online appointment scheduling through their patient portal. If you have an account with the university hospital (you may have created one during a previous visit or emergency department trip), log in and look for "Schedule an Appointment" or "Imaging Appointments." Some portals let you book radiology slots directly; others show available times but require you to confirm by phone.

Online scheduling is faster than calling and lets you see available times without waiting on hold. However, not all imaging types are available through the portal — complex or urgent imaging may still require a phone call. If you don't have a patient portal account yet, you can create one on the hospital's website, though it may take a day or two to activate.

Preparation steps before your appointment

Preparation depends on the type of imaging you're having. X-rays usually require no preparation. MRI appointments require you to remove all metal — including jewelry, watches, hearing aids, and sometimes underwear with metal fasteners — so wear comfortable clothes without metal buttons or zippers. CT scans and ultrasounds also have no special preparation unless your doctor or the radiology department tells you otherwise.

Some imaging types require fasting (not eating or drinking for a set number of hours beforehand) or require you to drink contrast liquid before arriving. The radiology department will tell you about these steps when you schedule, and they'll also send written instructions by mail or email. If you don't receive instructions, call back and ask — it's better to confirm than to show up unprepared and have your appointment delayed.

What to bring and what to expect on the day

Bring your insurance card, a photo ID, and your imaging order (or the name of the doctor who ordered it). Arrive 10 to 15 minutes early so you have time to check in and complete any consent forms. The radiology technologist will explain what the imaging involves, answer any questions, and position you for the scan. The actual imaging usually takes 15 to 45 minutes depending on the type.

You'll be in a private changing room if you need to change into a hospital gown. The technologist will stay in contact with you during the scan — for MRI, you'll have a call button if you need to stop. After the scan, you can usually leave right away unless your doctor ordered something that requires a radiologist to review the images before you go.

Rescheduling or canceling your appointment

If you need to change your appointment time, call the radiology department as soon as you know — ideally at least 24 hours ahead. Most university hospitals charge a no-show or late-cancellation fee if you don't show up or cancel within 24 hours of your appointment. The fee varies by hospital but is often $50 to $150.

If you're running late on the day of your appointment, call the radiology department immediately. Some departments can still fit you in if you're only a few minutes behind; others may ask you to reschedule. Don't skip your appointment without calling — that counts as a no-show and you'll be charged even if you had a good reason.

Frequently Asked Questions

Can I bring someone with me to my imaging appointment?

Yes, you can bring a support person to the waiting room and to help you check in. However, they usually cannot go into the imaging room itself unless you need an interpreter or have a medical condition that requires assistance. Ask the radiology department when you schedule if you have questions about a specific situation.

How long does it take to get my results?

A radiologist reviews your images and writes a report, which usually takes 24 to 48 hours at a university hospital. Your doctor receives the report and contacts you with results. Some urgent imaging (like a stroke protocol CT) is read within minutes. Ask the radiology department or your doctor when you can expect to hear back.

What if I'm claustrophobic and need an MRI?

Tell the radiology department when you schedule so they can note it in your chart. Some universities offer open MRI machines or can give you medication to help you relax. You may also be able to bring headphones or listen to music during the scan. Call ahead to discuss your options — don't wait until the day of your appointment.

Do I need a new order if I'm rescheduling my appointment?

No. Your original imaging order stays valid as long as your doctor hasn't canceled it. When you reschedule, the radiology department pulls up your existing order and books you for a new time. If your order has expired (usually after 30 days), your doctor will need to send a new one.

What happens if I have metal implants?

Tell the radiology department about any metal implants when you schedule — they need to know before your appointment, especially for MRI. Some implants are MRI-safe, some are not, and some require special precautions. The department may ask you to bring documentation of your implant or may contact your surgeon. Do not hide this information or try to go through an MRI with an unsafe implant.