When the radiology department calls, confirm the date, time and arrival window, then have your referral, photo ID, medication list, allergies, pregnancy status and prior imaging details in front of you. Ask whether you need to fast, bring recent lab results, receive contrast or sedation, and whether you should arrive early for paperwork. Finish by asking for the instructions in writing.
Key Takeaways
Preparing thoroughly and confirming details proactively ensures a smoother, faster, and more accurate radiology appointment process.
| Point | Details | ||||
|---|---|---|---|---|---|
| Confirm appointment details | Verify date, time, location, and required documents to prevent delays or rescheduling. | ||||
Table of Contents
- What to say during the scheduling or confirmation call
- Information to have ready before you call
- Questions the team will ask, and questions you should ask back
- Prep rules by exam type: X-ray, CT, MRI, ultrasound and mammography
- Contrast agents and pre-test lab checks
- Day-of practicals: arrival, paperwork, clothing and getting home
- What happens after the exam and how you get results
- Managing claustrophobia or anxiety during the exam
- Preparing mentally and physically for the exam
- Bringing a companion or support person
- Rescheduling or canceling your appointment
- Infection control and COVID-19 steps before the appointment
- Why a one-page summary calms the call
- How tele-secretary support helps clinics run better radiology calls
- FAQ
- Sources
What to say during the scheduling or confirmation call
Think of the call as a short interview. The scheduler is collecting what the radiology team needs to protect you and to book the right room, the right time and the right equipment. A near-script keeps you from forgetting something that later forces a rescheduling.
- Confirm who you are and where you are going. Give your full name and date of birth, then repeat the appointment slot and the exact location, since many hospitals have several imaging sites.
- Summarize your referral. If asked, name the body part and the reason your clinician ordered the exam.
- Disclose health details. Mention medications, blood thinners, allergies, kidney disease, and pregnancy or breastfeeding.
- Report anything metallic. Tell the team about implants, cardiac devices or metallic fragments, and ask whether your specific device is safe for MRI.
- Ask about contrast and labs. Find out whether contrast will be used and whether you need blood tests beforehand.
- Ask about phones and devices. Policies differ by room and by scanner, so confirm what you may carry in.
Information to have ready before you call
Most rescheduling comes from missing paperwork or missing facts, not from the exam itself. Gather these items before the department reaches you, or keep them near your phone if you expect a callback.
- Referral or order. Keep the paper copy or a photo of it, along with your photo ID and your insurance or reimbursement details.
- Medication list with doses. Include supplements and over-the-counter products, and write down every known allergy, including reactions to past contrast.
- Recent lab results. If contrast might be used, note the dates of your latest kidney and thyroid tests, or keep copies within reach.
- Prior imaging. Locate the CD, USB drive or online portal login, or at least write down where and when the earlier exam was done, so the radiologist can compare images.
- Your referring clinician’s contact details. Staff sometimes need to clarify an order, and having a name and number saves a day.
If you cannot find something, say so on the call. The team can often tell you which items are essential and which can wait.
Questions the team will ask, and questions you should ask back
Expect a screening round. Typical questions cover pregnancy, implants, allergies, current medications and fasting status. Answer plainly and completely, because each one changes how the exam is run.
Then take your turn. Before you hang up, work through these:
- Do I need to fast, and for how many hours?
- Will contrast be used, and do I need blood work first?
- What time should I arrive, and do I need extra time for paperwork?
- Can I drive myself home afterward, or will I need a ride?
- May I bring someone with me?
- Can you send these instructions by SMS or email?
That last request matters most. A written confirmation means you can reread the fasting window the night before instead of trusting memory.
Prep rules by exam type: X-ray, CT, MRI, ultrasound and mammography
Each imaging type has its own routine, so confirm the details for yours on the phone.
- X-ray: Fasting is typically not needed. Expect to remove metal and jewelry in the area being imaged, so wear clothes that come off easily.
- CT: Abdominal CT scans often require fasting, and many CT scans use iodinated contrast. Tell the team about allergies and kidney problems when you book.
- MRI: Metal screening is strict. Report implants and pacemakers, remove jewelry, and ask about phone restrictions. Some MRI exams use gadolinium contrast, so ask whether yours does.
- Ultrasound: Abdominal scans may require fasting, and pelvic scans may require a full bladder. Verify which applies to you, because the wrong preparation can mean starting over.
- Mammography: Skip deodorant on the day, and bring prior mammograms if the clinic asks for them.
Some procedures have unusual rules of their own. For example, MR arthrography preparation at one university hospital asks patients to bring recent lab values such as platelets, Quick and aPTT and to report blood-thinner use, while fasting is typically not required. That shows why you should never assume one exam’s rules apply to another.
Contrast agents and pre-test lab checks
If your scan uses contrast, expect a few extra questions and possibly a blood test. This is routine safety screening, not a sign that something is wrong.
- Staff screen for allergies and earlier contrast reactions before they schedule a contrast-enhanced scan.
- Kidney function tests (creatinine) are commonly requested for certain contrast studies, especially if you are older or have kidney disease.
- Thyroid checks (TSH) may also be required under some local protocols. One university radiology department notes that for contrast-enhanced imaging, recent kidney and thyroid values are often required, particularly for patients over 60, and should ideally be no older than four weeks.
- Ask whether labs you already had done are acceptable or whether new ones are needed before the appointment.
Day-of practicals: arrival, paperwork, clothing and getting home
Use the phone call to settle the logistics of the day itself, so nothing surprises you at the front desk.
- Arrival: Plan to arrive early for check-in, and allow extra time if contrast or consent forms are involved.
- What to bring: Referral, photo ID, insurance details and your medication list, plus prior images if the team requested them.
- What to wear: Comfortable clothes without metal fasteners. Leave jewelry and valuables at home.
- Sedation: If you will be sedated, arrange transport home and confirm any restrictions on the phone.
- Access: Ask about parking or entrance instructions, and whether the clinic sends reminders.
Pro Tip: Photograph your referral and medication list before the day, so you still have them if a paper copy goes missing.
What happens after the exam and how you get results
After your scan, a radiologist prepares a written report. In most cases your referring clinician receives it and explains the findings to you, rather than the imaging team doing so directly. During the scheduling call, ask how long routine reporting usually takes and how urgent findings are handled. If you want copies of your images, ask at booking whether they come on a CD, a USB drive or through secure online access, since requesting them later can add delays.
Managing claustrophobia or anxiety during the exam
Feeling uneasy about a scanner is common, and the phone call is the best moment to say so. A scheduler who knows you are anxious can book a longer slot, point you to a wider-opening or shorter-tube scanner if the site has one, or flag your file for a technologist who will talk you through each step.
Ask what comfort options exist. Many departments offer headphones with music, a mirror or prism that lets you see out of the scanner, and a call button you hold throughout the exam. Knowing you can stop at any moment often reduces panic more than anything else. If you think you may need medication to stay calm, raise it now, not at the scanner door. A prescription or sedation decision involves your clinician, and sedation also changes the rules about driving afterward.
On the day, tell the technologist you feel nervous. They would much rather adjust the plan than restart a scan. Keep your eyes closed if the tube bothers you, focus on slow breathing, and remember that most exams are shorter than patients expect. A familiar face in the waiting room can also help, which brings us to companions.
Preparing mentally and physically for the exam
Preparation is partly practical and partly personal. The practical side is everything above: fasting, labs, paperwork. The personal side is how you steady yourself in the days before.
Start with sleep and a normal routine. Unless the team tells you otherwise, eat, drink and take your regular medications as usual, and only change what the instructions tell you to change. If fasting is required, plan your last meal so you are not hungry and distracted on the way there.
Breathing is the simplest relaxation tool. Try breathing in through your nose for four counts, holding briefly, and breathing out slowly for six counts. Practice a few rounds while you wait for the call, so the technique feels familiar when you need it. Some people prefer progressive muscle relaxation: tense and release your feet, legs, shoulders and hands in turn.
It also helps to picture the visit in order: arrival, check-in, changing, the scan, leaving. Unknowns feed worry, and a clear sequence takes much of that away. If you have questions about why the exam was ordered, ask your referring clinician before the day, since the radiology team usually cannot discuss your diagnosis.
Bringing a companion or support person
Whether someone can join you depend on the exam and the department, so ask on the call. For many exams, a companion can wait with you in the reception area and help you remember instructions afterward. Inside the scan room, the rules are stricter. MRI suites screen everyone who enters for metal, and X-ray or CT rooms may limit who can stay because of radiation protection. A companion who is pregnant, for example, may be asked to wait outside.
There are good reasons to bring someone. If you will receive sedation, you will need a ride home, and the clinic may require an adult to accompany you. A companion can also help if you have limited mobility, need language support, or feel very anxious. Children being scanned are often allowed a parent nearby, but the team will explain the safety steps.
Mention any accessibility or interpreter needs during the call, too, so the appointment is set up for you from the start. Ask the scheduler to note them in your file, and confirm the arrangement again in your written instructions. If your companion will need to remove jewelry or empty their pockets, tell them in advance so the check-in goes smoothly for both of you.
Rescheduling or canceling your appointment
Plans change, and imaging slots are in demand, so tell the department as early as you can. Many facilities ask for notice before the appointment so they can offer your slot to another patient, but the exact window varies. Ask for it when you book.
Before you hang up on the scheduling call, write down three things: the department’s direct phone number, the hours when someone answers, and whether you can reschedule by email or an online portal. The number on your confirmation message or referral paperwork is usually the right one. If you cannot reach anyone, your referring clinician’s office may be able to pass the message along.
Reschedule rather than skip if you develop something that affects the exam, such as a new fever, a suspected pregnancy, or a change in medication. Also call if you cannot complete the preparation, for instance if you forgot to fast or could not get the lab work done. Staff would prefer to move the appointment than scan you unprepared or send you home.
When you rebook, repeat the screening answers that might have changed, and ask for fresh written instructions so the new date does not rely on the old ones.
Infection control and COVID-19 steps before the appointment
Hospitals and imaging centers set their own infection control rules, and those rules change over time, so confirm them on the phone instead of assuming. Ask whether masks are required, whether visitors are limited, and what to do if you feel unwell on the day.
As a general approach, call the department before you come if you have a fever, cough, or other symptoms of an infection. They may move your appointment, adjust where you wait, or give you specific instructions for arrival. Do not simply stay home without telling them, since the slot and any preparation you completed, like fasting, would be wasted.
Also ask whether your exam involves close contact or special cleaning between patients, and whether there are separate entrances or waiting areas. If you are immunocompromised or live with someone who is, say so during the call so the team can suggest the safest time of day, which is often an early or less crowded slot.
Bring a mask if you prefer to wear one, even where it is optional, and keep your written instructions handy in case the entry procedure differs from what you expected.
Why a one-page summary calms the call
In my view, the best thing a patient can do is write a single page before the call: medications with doses, allergies, prior imaging, transport needs and your referring clinician’s number. It turns a stressful, rushed conversation into a steady one, and it can help prevent errors that lead to cancellations. If you need language help or accessibility support, ask for it on the phone so the appointment is built around you, not fixed at the front desk.
— Rudolph Thierry
How tele-secretary support helps clinics run better radiology calls
Clinic leaders who want every patient to hear the same screening questions can lean on a structured phone process. Our team at ClicFone combines trained human tele-secretaries with AI to keep messaging consistent and calendars in sync.
- Our phone support helps clinics manage patient calls.
- Calendar integration helps keep calendars in sync.
Learn how we handle remote calls on our remote medical secretary page, and request a conversation about your clinic’s call flow today.
This article is general information, not a substitute for advice from a qualified doctor. Consult a qualified healthcare professional about your own circumstances before acting on anything here.
FAQ
What do they do at a radiology appointment?
You check in, confirm your identity and answer a short safety screening. A technologist then positions you and takes the images, and a radiologist reviews them and writes a report for your referring clinician. Contrast may be given first if your exam requires it.
Can you use a phone during an MRI?
Usually not. Phones contain metal and electronics, so most MRI departments ask you to leave them in a locker or outside the scan room. Confirm the exact policy when you book.
What are the steps to prepare for an MRI?
Tell the team about implants, pacemakers, allergies, medications and pregnancy, and ask whether contrast will be used. Remove jewelry and metal items on the day, and follow any fasting instructions you were given. Request them in writing so you can recheck.
What not to do before radiology?
Do not ignore fasting or lab instructions, and do not wear jewelry or clothing with metal fasteners. Do not assume contrast or sedation rules without asking. If you feel unwell or cannot complete the preparation, call the department instead of arriving unprepared.
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