An MRI (magnetic resonance imaging) is one of the most detailed and safest ways to look inside the body. It uses powerful magnets and radio waves — not radiation — to create clear images of organs, bones, joints, and soft tissue. If your doctor has recommended one, the next step is getting it on the calendar. That process can feel confusing if you’ve never done it before, especially when referrals, insurance approvals, and safety screening forms are involved.
In this guide, you’ll learn what an MRI is used for, how to obtain the paperwork you need, how to choose an imaging facility, what questions to ask when you call, and how to prepare so your appointment isn’t delayed or rescheduled. You’ll also find practical tips for handling cost questions, anxiety, and special circumstances such as pregnancy or implanted medical devices.
What an MRI Is and Why It’s Ordered
An MRI produces cross-sectional images that help clinicians evaluate a wide range of concerns, including joint injuries, spine problems, headaches, abdominal or pelvic symptoms, and brain and nervous system conditions. It’s often used when X-rays or ultrasound don’t provide enough detail.
Because the machine uses a strong magnetic field, safety screening is a central part of the process. That’s why scheduling an MRI involves more questions than scheduling a routine blood test. The imaging staff need to know about metal in or on your body, implanted devices, and certain health conditions before you arrive.
Before You Schedule: Getting Your Paperwork in Order
Most imaging centers require a written order (sometimes called a requisition or referral) from your referring clinician. In some cases, your insurance plan also requires prior authorization before the scan is approved. Gathering the right information up front prevents back-and-forth calls later.
Have the following ready before you contact a facility:
- The imaging order or referral, including the specific body area to be scanned and any special instructions from your clinician.
- Your insurance card and identification, plus any secondary coverage details.
- Your primary care provider’s contact information, in case the imaging center needs to confirm details.
- A list of medications you take, including over-the-counter drugs and supplements.
- Information about implanted devices, such as a pacemaker, joint replacement, surgical clips, or a cochlear implant.
- Any known allergies, particularly to contrast dyes or medications.
- Recent relevant test results, such as kidney function labs if contrast may be used.
How to Schedule an MRI: Step by Step
- Confirm the order with your clinician. Make sure you understand what body part is being imaged and whether contrast dye is expected. Ask whether the order includes specific instructions, such as a particular scan protocol.
- Ask about prior authorization. Contact your insurance plan or ask your clinician’s office to verify whether approval is needed. This step can take several business days, so start early.
- Choose where to go. Options typically include hospital imaging departments, standalone outpatient imaging centers, and facilities that offer wider-bore or open-style machines. Ask your clinician if any location is preferred, and compare wait times, availability, and coverage.
- Call the facility or book online. Provide your referral details, insurance information, and preferred appointment times. If the order requires a specific scheduling window, mention it.
- Complete the safety screening questionnaire. Many facilities send this electronically in advance. Fill it out carefully and completely — it’s a key safety step.
- Confirm the appointment and arrival time. Ask how early you should arrive, how long the scan is expected to take, and whether you need to fast or follow other prep instructions.
- Add it to your calendar and set reminders. Note any preparation steps, such as avoiding food for a set number of hours or arranging a ride home if sedation is planned.
Questions to Ask When You Call
A short list of questions can save you a second phone call. Consider asking:
- Is prior authorization required, and who handles it?
- Will contrast dye be used, and does that change my preparation?
- How long will the appointment take from check-in to finish?
- Is there anything I should avoid eating, drinking, or taking beforehand?
- What should I wear, and can I bring a companion?
- What is my estimated out-of-pocket cost?
- When and how will I receive my results?
Understanding Cost and Coverage
MRI costs vary widely depending on the facility type, the body area being scanned, whether contrast is used, and your insurance plan’s rules. Before your appointment, ask the imaging center for an estimate in writing and confirm what your plan covers. Hospital-based imaging often costs more than an independent outpatient center, so it’s reasonable to compare.
If you have a high-deductible plan, ask whether a payment plan is available. Also confirm whether the radiologist who interprets your scan is in-network, since professional fees are sometimes billed separately from the facility fee.
Preparing for Your MRI Appointment
Safety Screening and Metal
The magnetic field in an MRI room is always on, even when the machine isn’t scanning. Tell the staff about any metal in your body, including surgical clips, implanted pumps, artificial joints, and metallic fragments from past injuries. Also disclose tattoos, piercings, and medical patches, since some contain metal. Remove jewelry, watches, hairpins, hearing aids, and glasses before entering the scanner room. Lockers are typically provided.
Food, Drink, and Medications
Most MRIs require no fasting. However, if sedation or certain types of contrast are planned, you may be asked to avoid food for a set period. Always follow the specific instructions given by your imaging facility, and ask before stopping any regular medication.
If You Feel Anxious in Enclosed Spaces
It’s common to feel nervous about the scanner’s enclosed space and loud knocking sounds. Let the scheduler know in advance. Many facilities offer wider-bore machines, open-style scanners, earplugs or headphones, and the option of a mild sedative prescribed by your clinician. Having a calm plan in place often makes the experience much easier.
Children and Caregivers
For a child’s MRI, ask what the facility offers in terms of child-friendly preparation, sedation options, and whether a parent can stay nearby. Young children or people who have trouble staying still may need sedation, which requires additional preparation and a ride home.
What to Expect on the Day
Plan to arrive at the check-in time you were given. You’ll complete or review a safety form, change into a gown if needed, and speak briefly with a technologist. The scan itself is painless. You’ll lie on a table that slides into the machine and will be asked to stay very still while images are captured. Most scans take roughly 15 to 90 minutes depending on the area and complexity.
The technologist can hear and see you throughout the exam. If you feel uncomfortable, say so — the staff can pause the scan. Afterward, you can usually resume normal activities unless sedation was used, in which case you’ll need someone to drive you home.
Results are not typically given at the time of the scan. A radiologist reviews the images and sends a report to your referring clinician, who will discuss the findings with you — usually within a few days, though timing varies.
Special Situations That May Affect Scheduling
- Pregnancy: Tell the scheduler and your clinician if you are or may be pregnant. The care team will weigh the benefits and timing of the scan.
- Implanted devices: Some devices are MRI-safe, while others require special programming or are not compatible. Bring your device identification card if you have one.
- Kidney conditions: If contrast is planned, your clinician may order a blood test to check kidney function beforehand.
- Claustrophobia or limited mobility: Mention these when booking so the facility can accommodate you.
If You Need to Reschedule
Call the facility as soon as you know you can’t make your appointment. Many centers have waitlists and can offer your slot to someone else. Ask about cancellation policies, and reschedule promptly so your diagnosis isn’t delayed. If you develop a new fever, illness, or metal-related injury before your scan, let the imaging center know before you arrive.
Key Takeaways
Scheduling an MRI comes down to a few essentials: a clear order from your clinician, insurance verification, a completed safety questionnaire, and an appointment at a facility that fits your needs. Ask questions when you book, follow the preparation instructions exactly, and share your full medical history — including any metal or implanted devices. Being organized on the front end helps ensure your scan happens on time and produces the clear images your care team needs.
Understanding the process can turn a stressful errand into a straightforward one. If you’d like to learn more about imaging tests, preparing for appointments, or understanding your results, explore the related health topics available on TotalMD.org.