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Analyzing Data Simply in Excel
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Welcome
Jim Fedele, AAS, CBET
Senior Program Director of Clinical Engineering Biotronics Susquehanna Health
Joe Haduch, MBA,MS
Senior Director Clinical Engineering Biotronics
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UPMC has created a genuinely integrated health delivery system with renowned centers of excellence in transplantation, cancer, neurosurgery, psychiatry, rehabilitation, geriatrics, and women’s health. It is ranked among the top 20 in the nation on the U.S. News & World Report Honor Roll of America’s Best Hospitals. UPMC Insurance Services Division has nearly 3,400,000 members.
40 academic, community, and specialty hospitals. Over $19B in Total Revenue
4,800 Employed Physicians / 600+ Physician Offices. Over 85,000 employees
BioTronics has over 165 medical equipment service engineers and support staff
185,000 pieces of managed medical equipment SCM team manages over 3 billion dollars in annual spend Newly developed CMMS
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Biotronics’ Service Lines
Medical Equipment Services
Surgical Instrument Services
Infection Prevention Services
Clinical Support Laser & Image Guided Surgery
Integrated Technology Solutions (ITS)
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Why Pivot Tables
• Making Data Useful
• Consolidate Large Amounts of Data Quickly
• Analyze
• Reconfigure
• Create Strategies
• Identify Opportunities
• Identify Efficiencies
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What Types of Data
• Manhours
• Service Costs
• Equipment Utilization
• Procedure Times
• Physician Referrals
• OEM Comparison Costs
• Site Comparison Costs/Hours
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Objectives
• Defining the Terms
• Identifying the Parts of a Worksheet
• Knowing the Menu Bar
• Building a Data Table
• Inserting a Pivot Table
• Manipulating a Pivot Table
• Filtering a Pivot Table
• Graphing a Pivot Table
• Analyzing Data
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Vocabulary
• Active Cell
• Active Worksheet
• Cell
• Column
• Row
• Sheet Tab
• Spreadsheet
• Workbook
• Worksheet
• CMMS
• Data Table
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Introduction to Spreadsheets
• A spreadsheet is a grid of rows and columns in
which you enter text, numbers, and the results of
calculations.
• In Excel, a computerized spreadsheet is called a
worksheet. The file used to store worksheets is
called a workbook.
• The Excel program window has the same basic parts as all Office programs: the Title Bar, the Quick Access Toolbar, the Ribbon, Backstage View, and the Status Bar.
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The Parts of a Workbook
• Each workbook contains three worksheets by
default. The worksheet displayed in the work area
is the active worksheet.
• Columns appear vertically and are identified by
letters. Rows appear horizontally and are
identified by numbers.
• A Cell is the intersection of a row and a column.
Each cell is identified by a unique number and
letter.
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The Work Book
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Creating a Data Table
• Direct Excel export out of your CMMS
• Direct CSV export
• Word Document
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Data Table
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Creating a Data Table
• When creating a data table, it is best to import data with the least amount of formatting. A report generated from your system to be visually pleasing may have unnecessary formatting for building your data table. This can make building a pivot table difficult.
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Creating a Data Table
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Creating a Data Table
• Occasionally data elements are combined in one cell. Use the Text To Columns function to break up multiple data elements in a cell.
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Creating a Data Table
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Creating a Pivot Table
• A Pivot Table is an interactive table that enables you to group and summarize either a range of data or an Excel table into a concise, tabular format for easier reporting and analysis.
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Creating a Pivot Table
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Creating a Pivot Table
• Click in the Excel table or select the range of data for the pivot table
• In the Tables group on the Insert tab, click the Pivot Table button
• Click the Select a table or range option button and verify the reference in the Table/Range box
• Click the New Worksheet option button or click the Existing Worksheet option button and specify a cell
• Click the OK button
• Click the check boxes for the fields you want to add to the pivot table (or drag fields to the appropriate box in the layout section)
• If needed, drag fields to different boxes in the layout section
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Creating a PivotTable
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Creating a Pivot Table
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Creating a PivotTable
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Creating a Pivot Table
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Creating a PivotTableCreating a Pivot Table
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Grouping Pivot Table Items
• When a field contains numbers, dates, or times, you can combine items in the rows of a pivot table and combine them into groups automatically.
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Creating a PivotTableCreating a Pivot Table
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Adding a Report Filter to a Pivot Table
• A report filter allows you to filter the pivot table to display summarized data for one or more field items or all field items in the report filter area.
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Filtering Pivot Table Fields
• Filtering a field lets you focus on a subset of items in that field.
• You can filter field items in the pivot table by clicking the field arrow button in the pivot table that represents the data you want to filter and then uncheck the check box for each item you want to hide.
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Refreshing a Pivot Table
• You cannot change the data directly in the pivot table. Instead, you must edit the Excel Data table
• You can Copy and Paste “special” the pivot table “value only” to manipulate it in another worksheet.
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Updating Your Table
• One of the advantages of utilizing a pivot table is the ability to add data to the data table and then refresh the pivot table. This saves time and keeps your analysis consistent.
• Simply paste the new data into the data table and select Refresh All in the Data tab.
• Data format must match existing table.
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Updating Your Table
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Creating a Pivot Chart
• A Pivot Chart is a graphical representation of the data in a pivot table.
• A pivot chart allows you to interactively add, remove, filter, and refresh data fields in the pivot chart similar to working with a pivot table.
• Click any cell in the pivot table, then, in the Tools group on the Pivot Table Tools options tab, click the Pivot Chart button.
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Creating a Pivot Chart
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Pivot Chart
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Pivot Chart
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Summary
• Defined Terms
• Identified the Parts of a Worksheet
• Reviewed Menu Bar
• Building a Data Table
• Inserting a Pivot Table
• Manipulating a Pivot Table
• Filtering a Pivot Table
• Graphing a Pivot Table
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Analyzing Data
Examples
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Vendor Service Spend
Sum of Total Cost (Line Item) Column Labels
Row Labels 2015 2016 2017 2018 Grand Total
Adjustment -$712.50 -$712.50
ChgHrs-Reg $190.00 $403.75 $593.75
ChgTrvlHrs-Reg $427.50 $427.50
CONTRACT $2,203,629.22 $2,117,614.80 $2,129,270.97 $2,625,114.55 $9,075,629.54
Miscellaneous $1,512.00 $2,358.05 $845.00 $4,715.05
OEM Shipping $500.00 $10,160.00 $0.00 $0.00 $10,660.00
OEM Travel $111.11 $2,290.00 $1,645.00 $4,046.11
Outside Service $279,169.12 $449,171.36 $370,837.08 $347,622.02 $1,446,799.58
Parts (Returned) -$7,218.50 -$3,145.50 -$22,909.25 -$923.00 -$34,196.25
Parts / Supplies $464,036.86 $438,496.71 $868,271.53 $473,861.63 $2,244,666.73
S & H $0.00 $9.15 $25.00 $34.15
Tube $15,417.90 $5,498.00 $47,730.30 $15,880.50 $84,526.70
Grand Total $2,955,645.71 $3,019,307.37 $3,398,047.83 $3,464,189.45 $12,837,190.36
-$500,000.00
$0.00
$500,000.00
$1,000,000.00
$1,500,000.00
$2,000,000.00
$2,500,000.00
$3,000,000.00
2015
2016
2017
2018
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Order Type (All)
Equipment Type NUCLEAR CAMERA
Average of Total Cost (Line Item) Column Labels
Row Labels ADAC LABORATORIES DIGIRAD GE MEDICAL PHILIPS SIEMENS MEDICAL SYSTEMS INC SPECTRUM DYNAMICS Grand Total
2014 $917.36 $0.00 $1,404.51 $1,025.40 $671.33 $1,023.08
2015 $808.45 $938.71 $2,499.93 $1,159.29 $1,002.26 $384.11 $1,286.65
2016 $1,198.99 $887.36 $2,058.81 $1,114.18 $1,998.12 $1,800.00 $1,452.67
2017 $749.77 $37.80 $2,034.87 $1,400.07 $992.36 $2,100.00 $1,290.03
2018 $635.51 $2,573.74 $1,484.52 $1,220.82 $884.26 $200.00 $1,060.83
Grand Total 900.954486 1024.665714 2031.149784 1207.979412 1128.404731 605.232 1269.9673
$0.00
$500.00
$1,000.00
$1,500.00
$2,000.00
$2,500.00
$3,000.00
2014 2015 2016 2017 2018
ADAC LABORATORIES
DIGIRAD
GE MEDICAL
PHILIPS
SIEMENS MEDICAL SYSTEMS INC
SPECTRUM DYNAMICS Month
January
February
March
April
May
June
July
August
Year
2014
2015
2016
2017
2018
Equipment Status
In Service
Obsolete
Storage
On Patient
Equipment Type
CATH LAB
MRI
NUCLEAR CAMERA
SCANNER CT
UNIT SPEC PROC XRAY
COMPUTER NUCLEAR ...
Facility
Childrens Hospital ...
COMMUNITY MEDI...
MAGEE - WOMENS ...
Medicor Associates
UNIVERSITY OF PITT...
UPMC Altoona
UPMC Bedford Me...
UPMC East
Hour Type
Admin Project
Miscellaneous
PM/Safety
Repair
Upgrade/Update
Contract
De-Install
Install
Order Status
Ordered
Received
(blank)
Attached To PO
Pending For Approval
Sent To Purchase Agent
Order Type
ChgHrs-Reg
Miscellaneous
OEM Shipping
OEM Travel
Outside Service
Parts (Returned)
Parts / Supplies
S & H
AGE
0.00
0.01
0.02
0.04
0.05
0.05
0.06
0.06
OEM Service Cost Comparison (Nucs)
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Row Labels Average of AGE
CATH LAB 13.37
MRI 13.53
SCANNER CT 10.60
UNIT SPEC PROC XRAY 13.45
NUCLEAR CAMERA 13.88
Grand Total 13.28
0.00
2.00
4.00
6.00
8.00
10.00
12.00
14.00
16.00
CATH LAB MRI SCANNER CT UNIT SPEC PROCXRAY
NUCLEAR CAMERA
Total
Total
Obsolescence
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Hour Type PM/Safety
Average of Total Hours Column Labels
Row Labels CATH LAB MRI SCANNER CT UNIT SPEC PROC XRAY NUCLEAR CAMERA Grand Total
MAGEE - WOMENS HOSPITAL 3.23 3.36 4.04 1.78 2.96
UPMC Altoona 1.00 3.33 3.43 2.53 3.42 3.08
UPMC Bedford Memorial 5.41 4.25 1.26 4.19
UPMC East 2.91 0.50 2.23 4.42 2.06
UPMC Hamot 2.47 0.63 2.52 2.55 2.78 2.34
UPMC Mckeesport 3.84 0.60 2.82 1.41 2.52 2.46
UPMC Mercy Hospital 3.44 3.20 2.76 1.24 2.03 2.70
UPMC Presbyterian 2.66 3.53 3.56 3.22 2.77 3.28
UPMC Shadyside 3.32 3.19 3.01 3.19 4.47 3.26
Grand Total 2.91 3.34 3.18 2.91 2.85 3.11
0.00
1.00
2.00
3.00
4.00
5.00
6.00
MAGEE -WOMENSHOSPITAL
UPMC Altoona UPMC BedfordMemorial
UPMC East UPMC Hamot UPMCMckeesport
UPMC MercyHospital
UPMCPresbyterian
UPMC Shadyside
CATH LAB
MRI
SCANNER CT
UNIT SPEC PROC XRAY
NUCLEAR CAMERA
PM Time per Facility
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GE iCenter
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GE iCenter
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GE iCenter
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MRI Data
ModalityEquipment ID
Asset Description
Exam Number Exam Date
Exam Start Time
Exam End Time
Exam Time (min)
Exam Description Protocol ID
Protocol Name Series Description
Series Start Time Series End Time
Series Time (min:sec)
Total Series Time for Exam (min:sec) Contrast Used Patient ID Patient Age
Referring Physician Radiologist
Technologist Coil Type
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown 3-pl T2* FGRE 7:36:28 7:37:14 0 : 46 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown Calibration Scan 7:37:23 7:37:44 0 : 21 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown Sag T1 FSE 7:37:53 7:39:42 1 : 49 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown Ax DWI 1000 7:39:50 7:41:23 1 : 33 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown Ax T2 FLAIR 7:41:48 7:45:22 3 : 34 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown Ax T2* GRE 7:45:23 7:49:52 4 : 29 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown AX T2 FSE 7:50:10 7:52:30 2 : 20 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
MR412641MR1
SIGNA MR/I ECHOSPD W/ EXCITE 26324 7/1/2016 7:36:28 8:11:33 35
MR BRAIN WITH AND WITH -1 Unknown AX T1 SE 7:52:31 7:55:56 3 : 25 33 : 51 N
jQRbDVxZSew 51 PETERSON BETH
UNKNOWN CT n/a
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• Modality
• Equipment ID
• Asset Description
• Exam Number
• Exam Date
• Exam Start Time
• Exam End Time
• Exam Time (min)
• Exam Description Protocol ID
• Protocol Name
• Coil Type
• Series
• Description
• Series Start Time
• Series End Time
• Series Time (min:sec)
• Total Series Time for Exam (min:sec)
• Contrast Used
• Patient ID
• Patient Age
• Referring Physician
• Radiologist
• Technologist
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Referring Physician
Row Labels Count of Exam Number
999999 PROVIDER 39
ABO STEVEN R 2
ABO STEVEN R MD 1
ABRAMS GORDON S 1
ABRAMS YAAQOV 3
ACKERMAN SADIE W 3
ADOKI IYALLA 1
AFFUM KEVIN 1
AGGARWAL PUJA 1
AGHA MOUNZER E 2
AHMED BESTOUN 1
AHRENDT GRETCHEN 34
AHRENDT GRETCHEN M MD 63
AHUJA RAHUL 1
ALDEWERELD LAUREN A 4
ALEXANDER AMY L 3
ALTPETER SHANNON 2
ALWAY SANDRA V 1
ANALO HELEN I 2
ANAND MONA 10
ANAND MONA D 5
ANDERSON KELLEY A 1
ANDREW BRANDON 5
ANDREW JAJA CAREY 4
ANISH ERIC J 1
ANTO DAVID P 1
APPLEMAN LEONARD 1
ARNOLD GEORGE L MD 8
ARORA ANJU 12
ASPINALL ALAN R 1
ATLASS JACQUELINE 9
AUSTIN EDWARD M 4
AWAIS OMAR 1
AZZUQA ABEER 1
BADWAY DAVID M 4
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Patient Age
Row Labels Count of Exam Number
21 29
22 34
23 32
24 33
25 50
26 46
27 47
28 39
29 59
30 61
31 61
32 64
33 66
34 63
35 73
36 46
37 71
38 56
39 85
40 81
41 80
42 80
43 76
44 64
45 101
46 79
47 102
48 99
49 86
50 75
51 89
52 96
53 107
54 120
55 102
0
20
40
60
80
100
120
140
21 23 25 27 29 31 33 35 37 39 41 43 45 47 49 51 53 55 57 59 61 63 65 67 69 71 73 75 77 79 81 83 85 87 89 91 93 95 98
Total
Total
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MRI Scan TimesRow Labels Average of Total Series Time for Exam (min:sec) Count of Exam Number
ABDOMEN 0:27:03 2
APPY 0:27:20 3
BIOPSY 0:15:37 237
BR 0:21:20 1
BRAIN 0:33:29 24
LEFT TIB/FIB 0:20:24 1
LEFT TIBIA 0:31:39 3
LEFT WRIST 0:14:24 2
MR ABDOMEN WITH AND WI 0:22:36 84
MR ABDOMEN WITH AND WI.785025488 0:21:15 1
MR ABDOMEN WITH AND WI7784754047 0:20:59 1
MR ABDOMEN WITH CONTRA 0:25:23 31
MR ABDOMEN WITHOUT CON 0:20:56 123
MR ADDITIONAL SEQUENCE 0:11:25 1
MR ANGIOGRAPHY BRAIN W 0:22:35 22
MR BRAIN 0:27:48 3
MR BRAIN WITHOUT CONT 0:15:40 1
MR BRAIN MRI,A 0:45:02 1
MR BRAIN WITH AND WITH 0:30:14 361
MR BRAIN WITH AND WITH.785285155 0:18:41 1
MR BRAIN WITH AND WITH1980996531 0:25:14 1
MR BRAIN WITH AND WITH2784830591 1:01:54 1
MR BRAIN WITH AND WITH8785038855 0:33:27 1
MR BRAIN WITH AND WITHI800100836 0:38:31 1
MR BRAIN WITH AND WITHs840224357 0:35:58 1
MR BRAIN WITH CONTRAST 0:29:20 52
MR BRAIN WITH CONTRAST9971021277 1:18:27 1
MR BRAIN WITH ONLY 0:10:41 1
MR BRAIN WITH/WITHOUT 0:43:36 2
MR BRAIN WITHOUT CONTR 0:31:29 351
MR BRAIN WITHOUT CONTR.784140437 0:36:16 1
MR BRAIN WITHOUT CONTR.784536856 0:17:23 1
MR BRAIN WITHOUT CONTR.785002883 0:17:43 1
MR BRAIN WITHOUT CONTR.970040754 0:37:56 1
MR BRAIN WITHOUT CONTR.970680137 0:39:15 1
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MRI Scan TimesCount of Series Description Average of Series Time (min:sec)
BRAIN 262 6288:00:00
3D TOF 1 0:11:00
3-pl T2* FGRE 25 0:00:42
ax 2d tof neck 1 0:08:54
Ax 3D SWAN 10 0:06:00
AX 3D TOF 3 0:09:57
Ax DWI 1000 22 0:01:38
Ax DWI asset 2 0:02:06
AX T1 +C 14 0:05:07
AX T1 3D SPGR+C 14 0:04:50
AX T1 PRE 5 0:02:14
AX T1 SE 16 0:03:38
Ax T2 FLAIR 23 0:04:24
AX T2 FSE 18 0:02:57
ax t2 pre 3mm FS 1 0:05:47
Ax T2* GRE 17 0:02:33
Ax T2*mpgr 2 0:03:16
Calibration Scan 24 0:00:21
Cor 2D PC loc 1 0:00:39
COR CE-MRA +c3d bolus MRA 1 0:02:11
COR T1 +C 5 0:03:10
COR T1 FLAIR 4 0:06:09
Cor T1 FS +C 9 0:03:17
COR T2 FLAIR 6 0:06:30
sag 2D PC loc 2 0:01:09
Sag 2d PCA (10) 3 slices 1 0:03:33
Sag 2d PCA (30) 3 slices 1 0:03:13
Sag InHance 3D Velocity 1 0:07:17
SAG T1 5 0:03:38
SAG T1 +C 5 0:03:08
Sag T1 FSE 19 0:01:43
SAG T2 FLAIR 4 0:03:36
BRAIN AND IAC 15 360:00:00
3-pl T2* FGRE 1 0:00:44
ax 3 mm +C 1 0:08:17
ax 3d Fiesta HR 1 0:04:38
Ax DWI 1000 1 0:01:56
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Questions??