Breast Imaging Reminder Scheduling Tool

Plan Your Patient Reminder Letters with Optimal Timing

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

Introduction: Bringing Precision and Planning Together

Building on years of experience in breast imaging communications, Mammologix Services has continually worked to improve the timing, accuracy, and impact of patient follow-up reminders. As breast imaging centers strive to balance timely reminders with operational efficiency, having the right planning tools can make all the difference.

The Breast Imaging Reminder Scheduling Tool is designed to do just that. Developed by Mammologix, a trusted leader in breast imaging workflow solutions, this innovative companion tool allows imaging teams to plan reminder schedules with precision, whether they’re managing annual screenings, short-term follow-ups, or patients who are significantly overdue.

Where the Reminder Letter Scheduler helps determine when to send communications, the Reminder Scheduling Tool takes it a step further—assisting users to map out the entire reminder cycle, from running reports to mailing notifications. The result: a more innovative, more coordinated reminder process that helps patients return for care at just the right time.

How the Tool is Structured

The tool’s design reflects the same user-friendly simplicity as all Mammologix applications—clean layout, clear guidance, and instant results.

It features:

• A Quick Preset Section for common scheduling scenarios.
• A Custom Calculator for unique overdue or extended follow-up situations.
• A Results Panel that displays all scheduling details in clear, readable language.

The interface is intentionally straightforward, allowing imaging coordinators, navigators, or administrative staff to determine follow-up timing in just a few clicks.

Section One: Quick Preset Schedules

This section allows users to choose from four commonly used follow-up patterns. Each preset automatically fills in relevant fields, making scheduling nearly effortless.

Preset Options:

1. Annual Follow-Up – For patients due every 12 months. The system defaults to sending the first reminder two months prior to the due month and mailing one month prior.
2. 6-Month Follow-Up – Ideal for short-term diagnostic or high-risk follow-up cases.
3. 15-Month Late Follow-Up – Designed for patients who are more than a year overdue.
4. 18-Month Late Follow-Up – For long-overdue cases, providing extended outreach planning.

Each preset automatically populates fields for:

• Original Due Month – The patient’s initial follow-up date.
• New Due Month – The recalculated target for their next exam.
• Run Reminder – How far in advance should the reminder process begin?
• Mail Reminder – When to send patient notifications.

By selecting a preset, the tool instantly builds a structured reminder plan that reflects common scheduling patterns and best practices.

Section Two: Custom Overdue Period Calculator

Not every patient fits a standard timeline. Some may be 24 months overdue, while others may be 30 months or more. The Custom Calculator offers flexibility in designing schedules for any overdue interval, up to 60 months.

To use it:

1. Select the Original Due Month (when the patient was first due).
2. Enter the Custom Overdue Period (e.g., 24 months).
3. Select Advanced Settings to determine when to run and send reminders.
4. Click Calculate Custom Schedule.

The system instantly calculates:

• The New Due Month,
• The Reminder Run Month (when to start generating lists),
• The Reminder Mail Month (when to send letters),
• And the Follow-Up Period (total time from original due date).

This flexibility allows imaging centers to build data-driven, patient-specific reminder campaigns that adapt to individual patterns and recovery strategies.

Section Three: Viewing and Interpreting Results

Once your parameters are entered, results display in a beautifully formatted summary panel:

• Original Due Month – Confirms the initial due date.
• New Due Month – Displays the recalculated follow-up month.
• Custom Overdue Period (if used) – Shows the number of months elapsed.
• Run Reminder In – Indicates when to start generating reminder lists.
• Mail Reminder In – Suggests when to send physical or digital notices.
• Follow-Up Period – Reflects the total time from due date to target return.

Each result is shown in color-coded cards for clarity. This layout ensures that even new staff can easily interpret the schedule, share it with the team, and integrate it into broader outreach efforts.

Key Benefits

1. All-in-One Planning – Move beyond isolated reminders and manage your entire reminder lifecycle.
2. Data Consistency – Ensures uniform follow-up logic across staff and locations.
3. Flexible Customization – Adapts to overdue, annual, or high-frequency follow-ups.
4. Efficiency and Clarity – Reduces administrative time and confusion.
5. Patient-Centered Timing – Aligns outreach with patient readiness and facility scheduling capacity.

How to Use the Tool in Practice

1. Select a Preset or Custom Option
   • Use Presets for standard recall cycles.
   • Use Custom for unusual delays or extended cases.
2. Adjust Advanced Settings
   • Select the number of months before the due date to run and mail reminders.
3. Review the Schedule
   • Check calculated results and confirm they align with your facility’s mailing and booking workflows.
4. Integrate Results into Workflow
   • Export or document results for inclusion in your patient reminder system, EHR, or reporting tracker.
5. Refine Over Time
   • Evaluate which reminder intervals produce the highest return rates and adjust accordingly.

Why Mammologix

For over 30 years, Mammologix has specialized in breast imaging tracking, communication design, and audit reporting. This new Scheduling Tool embodies that experience—turning decades of insight into a practical, guided interface.

Where others see complexity, Mammologix builds clarity. Every feature is designed from real-world feedback, helping imaging centers transform compliance requirements into streamlined, effective patient engagement programs.

With tools like the Reminder Scheduling Tool, Mammologix Services empowers breast imaging teams to move from reactive tracking to proactive planning, ensuring every patient receives timely communication tailored to their needs.

Example in Action

Suppose a patient was originally due in January and is now 18 months overdue. In that case, the tool calculates a new due date in July, suggests running reminders in April, and mailing in May—giving the team time to contact patients early while balancing scheduling capacity.

This clarity allows facilities to target reminders precisely, track overdue recovery, and document each outreach step.

Conclusion: Precision Meets Purpose

The Breast Imaging Reminder Scheduling Tool is more than a convenience—it’s a bridge between data and patient care. By guiding your team through every step of reminder scheduling, you ensure that no patient is left behind and that your communication efforts are both timely and strategic.

Paired with Mammologix’s proven experience in patient tracking and audit support, this tool helps you transform follow-up planning from a guessing game into a reliable, repeatable process—one that delivers measurable improvements in patient return rates and care continuity.

With Mammologix, you’re not just sending reminders.

You’re building pathways back to care.