IROC REPORT Andrea Molineu, MS, Houston, TX

IROC-Houston handles credentialing for clinical trials in the NCI's National Clinical Trials Network (NCTN). Many institutions have satellite treatment sites or are part of larger group of connected institutions. We are often asked how credentialing works for these sites. Does every location have to perform every credentialing step? The answer to this question depends on the protocol. There are some protocols that do require every site in a group to perform each credentialing task. However the majority of protocols allow phantom irradiations from a connected institution to cover a group of 5 centers or fewer if certain criteria are met. See below for the specifics of how this works.

Facility Questionnaire (FQ)

Each site must have an updated FQ. This is how we know what machines are at the site and ensure that they are covered by our annual OSLD service. If the password isn't known, our office can send a link to the specific questionnaire. Please contact us at to request the link.

Credentialing Status Inquiry (CSI)

This form lets us know that a site wants to be credentialed for a certain protocol and must be filled out for each site that wishes to be credentialed. It can be found here. CSI forms are normally responded to within 2 business days.

IGRT

This credentialing is site specific so must be done by each location.

Phantoms

For many protocols H&N and lung phantom irradiations within hospital groups can be shared if the following criteria are met by the group:

• The same physician group covers the sites.
• The same physics group covers the sites.
• The sites have the same machine manufacturer (ie all Varian or all Elekta).
• The sites use the same planning system.
• The algorithm and motion management (for lung phantoms is the same).
• The irradiation was done at the first site within the last 5 years.

Benchmarks

Some benchmarks can be shared between institutions if the sites have the same dosimetry group in addition to the above requirements.

For any site, unique delivery machines such as CyberKnife or TomoTherapy must be credentialed separately from the traditional c-arm linacs. Remember that whether you are part of a group of institutions or not, you can always check our website to find requirement for the specific trial you are interested in.

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