Breast Imaging Reminder Letter Scheduler

Plan Your Patient Reminder Letters with Optimal Timing

Presented by Mammologix Services, Powered by I/O Trak, Inc.

Introduction: Why This Tool Matters

In breast imaging practices, timing is everything. From scheduling routine mammograms to managing overdue follow-ups, the way you plan and send reminder letters directly affects patient return rates, compliance, and ultimately, early detection outcomes.

Yet, many facilities struggle with the logistics. Some send reminders too early, risking patients forgetting or misplacing the letter. Others send them too late, leaving too little time for scheduling. Overdue patients present an even greater challenge—requiring carefully timed reminders to re-engage them without overwhelming your workflow.

The Breast Imaging Reminder Letter Scheduler was created to solve precisely this challenge. Developed by Mammologix Services, a trusted name with three decades of expertise in breast imaging data management, this tool helps practices design optimal reminder schedules with clarity and precision. By combining smart logic with an intuitive interface, the Scheduler empowers staff to plan communication in ways that support both operational efficiency and patient care excellence.

For years, Mammologix has been at the forefront of improving patient communication in breast imaging, with a special focus on maximizing the effectiveness of follow-up reminder letter programs. Through research, experience, and collaboration with imaging centers nationwide, they've seen remarkable improvements in patient return rates—not only for their clients' patients who were on schedule, but also for patients who were previously overdue.

Initially developed for Mammologix clients, this powerful yet simple tool is now available to any breast imaging facility seeking to strengthen its reminder program.

How the Tool is Structured

The application is designed around a two-panel layout that balances input and output:

• Left Panel: Scheduling Parameters – where you set your preferences.
• Right Panel: Scheduling Results – where you see the calculated outcomes.

It's divided into two major sections:

1. On-Schedule Follow-Up – for patients on track with their care.
2. Overdue Follow-Up – for patients who missed their follow-up and need re-engagement.

Section One: On-Schedule Follow-Up

When patients are due for their next breast imaging study, you want to send them a timely, professional reminder.

1. Select Month to Return for Imaging (e.g., June).
2. Select the Month to Dispatch Reminder Letter (e.g., May).
3. Calculate Optimum Schedule – the tool provides:
   • Recommended Return Month
   • Recommended Dispatch Month
   • Interval Calculation (difference in months)
   • Plain-Language Summary

Example:

"Schedule reminder letters in May for patients to return in June. This represents a 1-month schedule."

Section Two: Overdue Follow-Up

For patients who missed their follow-up:

1. Select Original Due Month (e.g., March).
2. Select the Month to Dispatch Reminder Letter (e.g., August).
3. Calculate Optimum Schedule – the tool shows:
   • Original Due Month
   • Reminder Dispatch Month
   • Revised Return Month (month after dispatch)
   • Plain-Language Summary

Example:

"Generate reminder letters in August for patients who missed their March follow-up, requesting return in September."

Key Benefits

• Simplicity and Clarity – easy for any staff to use.
• Consistency – standardized reminder logic across the practice.
• Improved Patient Compliance – better timing = better return rates.
• Operational efficiency – less guesswork, fewer errors.
• Scalability – works for small clinics or large systems.

Practical Use

1. Plan Monthly Batches using the scheduler outputs.
2. Align with Staff Capacity to prevent bottlenecks.
3. Integrate with communication systems, such as EHRs or mail merges.
4. Document Strategies so staff understand why reminders are sent when they are.
5. Monitor Outcomes and refine lead times based on patient response.

Why Mammologix

The Scheduler is backed by 30 years of Mammologix expertise in breast imaging communications, patient tracking, and compliance. It's more than a calculator—it's part of a whole ecosystem of tools and services designed to help imaging facilities thrive.

Mammologix provides:

• Patient-friendly lay letter solutions
• Tracking and audit reporting
• Knowledge hub and staff training resources

Customizable tools tailored to your workflow

With Mammologix, you gain a partner who understands the complexities of breast imaging communication and delivers solutions that are both practical and patient-centered.

Tips for Maximizing Impact

• Test different lead times (1 vs. 2 months) for your patient base.
• Use the Overdue section to prioritize higher-risk patients.
• Pair letters with educational inserts for added value.
• Track patient return rates and optimize over time.

Conclusion

The Breast Imaging Reminder Letter Scheduler is more than just a convenience—it's a framework for patient care success. Guiding staff to send reminders at just the right time helps ensure patients return for vital imaging, keeps workflows balanced, and supports early detection goals.

With this tool, Mammologix continues its tradition of innovative, patient-focused solutions, giving your practice both precision and peace of mind.