Calling admissions office for an unusual request...?

[grebes4lyfe]

Hey guys... So this is kind of a weird question/situation and I'd love to get thoughts.

I had cancer as a kid and now I get MRIs q3years. My surgery, treatment, and follow-up have always been in Boston, and I have always just flown in for my MRIs over school breaks.
Now though, I'm living and working in LA and it's hard to get time off to fly across the country, so I've been trying to get a referral to UCLA for my next MRI. It's been about a month since I asked for the referral, and I keep calling to get an update, and I keep being told "someone will call you back" and nobody calls me back.
This appointment is increasingly time sensitive because I'm 25 years old, turning 26 in January, and I lose health insurance on Feb 1st, so I need to get this MRI before that happens. But MRI appointments book up FAST and EARLY.

Enter vet school interviews... I've applied to Tufts and I know that they interview mostly in January. I was thinking that if I get an interview, I could just schedule my MRI in Boston like normal within a day or two of my interview since I would be in the area. But I'm afraid that I won't know the date of my (possible) interview in time to make that appointment.
I got an email from Tufts on Tuesday with an update on the timeline and with a list of all of their interview dates. They said that they've been reviewing applications for a few weeks and are continuing to review them.

I was thinking of possibly calling their admissions office and explaining this situation and that I was hoping to schedule an MRI and to follow up with my doctors at the same time, and asking if they possibly had any idea if I could expect an interview offer and for what date?

I know my dad actually got accepted to business school in a similar way... His applications were all in and he was going out of the country for business during the time that acceptances were to be sent out. He called admissions to let them know he would be abroad and unable to receive or confirm his spot before the deadline, so they just told him over the phone that he was in.

Thoughts?? Is this a horrible idea? I'm starting to freak out that I won't get the referral in time, and I have a relationship with my docs in Boston so it's much more likely that I can find an appointment slot with short notice there than at UCLA where I don't know anyone. But it's still something that I need to do NOW.
Like... I'm not sure if the adcom will just be like "..... that's not our problem, wait like everyone else, now you're on our **** list" or if they'll be like "yeah, if you're already going to be flying out this way, wanting to schedule your MRI at the same sounds reasonable"

halpppppp

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[SkiOtter]

This appointment is increasingly time sensitive because I'm 25 years old, turning 26 in January, and I lose health insurance on Feb 1st, so I need to get this MRI before that happens. But MRI appointments book up FAST and EARLY.

Wait why do you lose it Feb 1? I assume you’re on your parents insurance, but I thought the general rule was that you kept it through the calendar year you turn 26?

 

[grebes4lyfe]

Wait why do you lose it Feb 1? I assume you’re on your parents insurance, but I thought the general rule was that you kept it through the calendar year you turn 26.

Nope, you keep it through the end of the month of your birthday

 

[SkiOtter]

Nope, you keep it through the end of the month of your birthday

R u sure

 

[SkiOtter]

My sister turned 26 in March and is still on the family plan

 

[grebes4lyfe]

R u sure

Yeah, I thought it was through the calendar year too, but I wanted to make sure since I have a Jan birthday, and they told me through the end of the month

 

[grebes4lyfe]

My sister turned 26 in March and is still on the family plan

what state?

 

[SkiOtter]

what state?

Michigan. Maybe your state is just weird and makes their own rules up...

 

[grebes4lyfe]

Michigan. Maybe your state is just weird and makes their own rules up...

i mean... it is missouri so...

 

[grebes4lyfe]

Michigan. Maybe your state is just weird and makes their own rules up...

I found it--my dad's on an employer plan, not a marketplace plan

 

[SkiOtter]

I found it--my dad's on an employer plan, not a marketplace plan

Boooo
I think my fams is an employer plan too so idek at this point *shrug*

 

[SkiOtter]

But I’d check on the past couple tufts applicants threads and see when they generally notify people of interviews because it may actually be soon anyway.

 

[grebes4lyfe]

But I’d check on the past couple tufts applicants threads and see when they generally notify people of interviews because it may actually be soon anyway.

It seems like interviews for their one December date might be sent out before thanksgiving, but the rest of them are sent early jan. so def too short of notice for an MRI appt at that point :/


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[SkiOtter]

It seems like interviews for their one December date might be sent out before thanksgiving, but the rest of them are sent early jan. so def too short of notice for an MRI appt at that point :/


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Boo
Are there any other places than UCLA you’d be able to get an mri that you might have more luck being able to get into?
Idk if you’re just trying to get an mri done where you are and then have it sent to your regular docs for them to review or if you’re trying to see a whole new doc in LA or what.

 

[grebes4lyfe]

Boo
Are there any other places than UCLA you’d be able to get an mri that you might have more luck being able to get into?
Idk if you’re just trying to get an mri done where you are and then have it sent to your regular docs for them to review or if you’re trying to see a whole new doc in LA or what.

I told them that I would go anywhere in Southern California where they had colleagues who they would trust with my case. It’s not even that I can’t get an appt at UCLA... I cant even try to make one yet because my docs in Boston haven’t even sent me the referral paperwork or even any information.
I’ve called at LEAST once a week since my initial call mid-oct and they keep saying “we’ll pass this info on and someone will call you back very soon” and nobody calls me back


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[SkiOtter]

I told them that I would go anywhere in Southern California where they had colleagues who they would trust with my case. It’s not even that I can’t get an appt at UCLA... I cant even try to make one yet because my docs in Boston haven’t even sent me the referral paperwork or even any information.
I’ve called at LEAST once a week since my initial call mid-oct and they keep saying “we’ll pass this info on and someone will call you back very soon” and nobody calls me back


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WHY. I thought it was something on UCLA’s end.
Yeah I’d call every day. BE THE SQUEAKY WHEEL.

 

[grebes4lyfe]

WHY. I thought it was something on UCLA’s end.
Yeah I’d call every day. BE THE SQUEAKY WHEEL.

So.... I just called again and FINALLY got a hold of someone who gave me a name in LA. They (Boston) said that they emailed this Dr. in LA and didn't hear back, but they gave me his name so I could contact him directly.
I call LA onc's office, they tell me that I can't make an appointment without a referral. I tell them that they should have a referral from my ped onc in boston. They don't. They tell me to tell Boston to send the referral and then I will be able to make an appointment. Now it's past 5pm in Boston and nobody is there.

So I'm just laying in my bed crying because I have no idea WTF i'm doing and I was SO HAPPY to finally get a name and now I'm back at square one.

I will now also be cross posting in RANT HERE because OMG I NEED TO RANT HERE

 

[DVMDream]

Does California not have outpatient MRI facilities that your Boston doc can send a request to and then they can email results to your Boston doc? Usually outpatient MRI places can get you in quickly.

 

[grebes4lyfe]

Does California not have outpatient MRI facilities that your Boston doc can send a request to and then they can email results to your Boston doc? Usually outpatient MRI places can get you in quickly.

I’m not sure if they can do that between states? They were also saying that they wouldn’t be able to give me results if I had them MRI images sent to them to interpret, only the dr who orders the scan can give results and I need a dr in CA to order the scan

 

[SkiOtter]

I’m not sure if they can do that between states? They were also saying that they wouldn’t be able to give me results if I had them MRI images sent to them to interpret, only the dr who orders the scan can give results and I need a dr in CA to order the scan

This is weird af

 

[SkiOtter]

Does California not have outpatient MRI facilities that your Boston doc can send a request to and then they can email results to your Boston doc? Usually outpatient MRI places can get you in quickly.

But that’s what I had been getting at. I’ve had an MRI scheduled within a week both times I’ve needed one, first MRI was actually next day.

 

[DVMDream]

I’m not sure if they can do that between states? They were also saying that they wouldn’t be able to give me results if I had them MRI images sent to them to interpret, only the dr who orders the scan can give results and I need a dr in CA to order the scan

No, your Boston Dr would give you the results...via phone, email, whatever. Radiology facilities don't give results, just transfer them to the Dr.... which, in this case, would be your Dr in Boston.

I don't know about legalities between states but it is another option you can ask your Dr in Boston about if they can't get the referral over.

 

[DVMDream]

But that’s what I had been getting at. I’ve had an MRI scheduled within a week both times I’ve needed one, first MRI was actually next day.

I had one scheduled same day once. Outpatient places are awesome.

 

[grebes4lyfe]

This is weird af

If they’re interpreting the results, they want the scan done in house is the impression I got. So if the scan is done in CA, I need a dr here who I can see in person to interpret the results. And honestly, I get it. It’s not just the MRI, the dr needs to test my reflexes, visual field stuff, and balance too. It’s all part of the 3 year check, but the MRI is the biggest part.

Like... I need to see doctor, not just get a scan, and I think that’s the issue

 

[DVMDream]

If they’re interpreting the results, they want the scan done in house is the impression I got. So if the scan is done in CA, I need a dr here who I can see in person to interpret the results. And honestly, I get it. It’s not just the MRI, the dr needs to test my reflexes, visual field stuff, and balance too. It’s all part of the 3 year check, but the MRI is the biggest part.

Like... I need to see doctor, not just get a scan, and I think that’s the issue

That makes sense.

I'm sure your oncologist reviews the scans, but the radiologist is going to write to the report and interpret it the most. That's where I was at. ..radiology can interpret and send to oncologist, but that doesn't help the exam part, unfortunately.

 

[sheltermed]

I actually did this 2 years ago when I wasn't going to have access to internet or mail. Specifically, with WSU- I called admissions and let them know of my situation and they gave me an approximate date of when I'd hear. I don't remember entirely what happened if I'm honest, but I did make a similar request and they were receptive.

 

[Crayola227]

I can't speak for vet admissions...

You need to do a few things: Call your insurance and ask what MRI facilities or labs they will pay if you go get your MRI there. For the most part, provided the MRI meets whatever technical standards for your test, you literally can do the MRI anywhere insurance will pay for, and it's fine. Obviously radiologists differ and some are better than others, particularly depending on your condition.

Identify those places, and call around and see what sort of openings they have, and how they accept referrals. Some will take a paper one from you, and others it has to be faxed from the doc or sent electronically.

Doesn't matter, a picture is a picture if taken on the correct equipment with a decent tech. That image can then be reviewed by anyone that looks at it, so don't worry there.

Once you know where you can go and it will be paid for, you ask any doc that can order the MRI exam and will be paid for by insurance to see if you have to see them. I've talked PCPs into ordering exams the specialist wants on the basis of, here's why you should do it. If I were your doc, I would do it for you. Sometimes you can even get a doc to order something like this without seeing you, especially if you make an appt to see them after (nevermind if you move or it's after your insurance runs out. Get the test. If it's concerning, insurance or no, they will contact you or you can call and ask).

So I would contact my PCP and the specialist's office, anyone that you think you can talk into ordering it. If you already know where to send it, you can give them that info. I would press the urgency upon whoever you talk to, that you just need this test green-lit and sent and here's where it can go, you don't even need to talk to the doc directly, you just need this test. Assuming you have your records in an EHR, it would take a quick glance for a physician to see that this is business as usual for you to have q3 yrs.

If you hunt down where it's paid for, then you can push hard to get the referral, and then just call every MRI place covered until you find one with a decent opening.

This is what I've done when I needed bloodwork done away from home but be covered, and when I've needed stuff urgent before insurance runs out.

 

[Crayola227]

Honestly, you should be able to talk someone to ordering this if you have an appt scheduled. Just be persistent in looking for appt for the MRI and smoothing the process of that facility getting the order, and talking any doc you can into ordering it, on the promise that you will have follow up, but this is expensive, needs to be done anyway, and time limited.

 

[WildZoo]

If they’re interpreting the results, they want the scan done in house is the impression I got. So if the scan is done in CA, I need a dr here who I can see in person to interpret the results. And honestly, I get it. It’s not just the MRI, the dr needs to test my reflexes, visual field stuff, and balance too. It’s all part of the 3 year check, but the MRI is the biggest part.

Like... I need to see doctor, not just get a scan, and I think that’s the issue

If the MRI is the big issue, could you not get that done separately from the rest of the exam? I would think a general neuro exam would be much less of a hassle to schedule independently of the MRI.

I guess I'm not understanding why they can't interpret the MRI if it is done at another facility. It is all digital anyway...it shouldn't matter where it is done, in my mind, as long as they get the images they need.

 

[Crayola227]

If the MRI is the big issue, could you not get that done separately from the rest of the exam? I would think a general neuro exam would be much less of a hassle to schedule independently of the MRI.

I guess I'm not understanding why they can't interpret the MRI if it is done at another facility. It is all digital anyway...it shouldn't matter where it is done, in my mind, as long as they get the images they need.

This is all true, which is why getting an order that can go to a facility that will be paid for and scheduled in a timely manner, will have to be accomplished by figuring out a facility by calling insurance and the facility, and weasling an order out of a doc.

It helps getting the order if you smooth the way by having a facility picked out to send it. But there is some sweet talking. It's ideal if you go to the person who usually orders this for you, and make your case. However, no doctor will do this if you don't have follow up, for a study like this being done for the reason it's being done. I'll spare the big explanation on why. The other way to smooth this, is to call the physician and already have an appt on the books. You will meet less resistance if you say you have the appt already, but for insurance purposes the exam has to happen by X date and you will be in Y location, so can you get the order we all can agree you need, that it's a question of timing.

The doctor must believe that the appt is not necessary to determine if the study needs to ordered (this can be seen with chart review that this is routine) and they have to believe that the study will have in-person follow up. It's a question of liability, you can't not see patients but have orders and labs and imaging floating out in the ether for them. So there is a point of trust that you're asking a provider to order a test before seeing you.

I don't want to say doctors are lazy, but if you anticipate the need for an appt and schedule it, and you can easily direct them to where the chart supports doing the test "in my records you can see I've had this particular MRI q 3yrs as a matter of routine surveillance", and you give a compelling reason to order it before the appt "my insurance will run out," and you can answer where to send it "here's the number for the place" or "I can use a paper order," you've lowered the activation energy and made it a reasonable move for the doc. They can even make note of all this which is a butt-saver for them. The question might come up, "if you want this test because insurance is running out, how are you going to afford follow up?" you can just say that there is no way to afford the MRI without insurance, but you'll be able to make it to an appt as that is more affordable. Or say that you'll get Obamacare which will easily approve your appointment, but might be a bear for MRI.

If you strike out with one doc, say your PCP or specialist, you can always go to the other. If your specialist isn't helpful, go to your PCP. If your PCP asks why don't you go to your specialist, you say that you're having a hard time getting a hold of them to order it, and they're booked far out for an appt, and time is of the essence.

Sorry that's long. I hope this makes it clearer how to do this.

You will also help this if you say that you have the info already (a fax number) to get it to your specialist, you absolutely want that to happen.

As far as anyone interpreting the study, mmmm, that's true for some things. Other things need to be read by a special radiologist, one that does this sort of study, not just MRI but that it's for this oncology study. And the specialist needs to review it, some specialists that are experts in some types of diseases do their own read of the study, and that might be needed.

However, it doesn't matter where you get the MRI, as long as the image is sent to the right people.

 

[grebes4lyfe]

UPDATE for anyone who’s interested

CHLA has received the paperwork from my team in Boston and they’re processing it. I told the receptionist about the Feb 1 deadline and asked if she thought I’d be able to get an appointment before then and she was confident that I could be seen in January, maybe even December.

IM SO RELIEVED I COULD CRY

WHEW

THANK you guys for all of your ideas and support and kind words!!!
SDN is great for so many reasons!!!