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Services
Mammologix allows you to focus on your clients by providing economies of scale on the costs associated with record management.
Mammologix Is The Answer
Healthcare providers offering mammography services face various challenges in maintaining the records required by the Mammography Quality Standards Act (MQSA). To overcome these challenges, many providers outsource services to assist them in record management. Here are some key reasons why a healthcare provider offering mammography services would find it beneficial to use an outsourced service provider to maintain these records.
Firstly, tracking and auditing outcomes requires meticulous attention to detail and substantial resources. By outsourcing this responsibility, healthcare providers can rely on the expertise of professionals who specialize in managing healthcare records. These providers have the necessary knowledge and experience to ensure accurate record-keeping, reducing the risk of errors or omissions.
Secondly, communicating lay results to patients is critical to providing mammography services. Outsourcing this process allows healthcare providers to streamline the delivery of results to patients efficiently and effectively. Outsourced service providers can handle the timely communication of lay results, ensuring patients receive the information they need promptly. This structured service can improve patient satisfaction and reduce the administrative burden on the healthcare provider’s staff.
Lastly, compiling the mammography medical outcome audit is a complex task that requires comprehensive data analysis. Outsourcing this process to a specialized service provider can result in accurate and thorough audits. These providers have the necessary tools and resources to compile and analyze the data effectively, enabling healthcare providers to obtain valuable insights into the performance of their mammography services.
Overall, using an outsourced service provider to maintain MQSA-required records in mammography services offers healthcare providers numerous benefits. It helps ensure compliance with regulatory standards, enhances efficiency, improves patient satisfaction, and allows healthcare providers to focus more on delivering quality care.
What Mammologix Sends to Its Clients
Mammologix provides its clients with the following patient and provider communications: letters (commonly called lay letters of results), overdue for follow-up letters, medical mammography outcome reports for your facility, and individual film reader mammography outcome reports. In addition, other available services include Data for meeting accreditation standards, Information for participation in the National Quality Mammography Breast Centers reporting system, and outcome information required in the application to become a Breast Center of Excellence. Other administrative, quality improvement, or marketing-related information is also available by special reporting request submissions.
Processing
Collected information is transferred to Mammologix using various methods available to the client.
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Mammologix processes all information its clients provide using a sophisticated workflow system designed to monitor and control access throughout the entire work process:
- Test results are carefully matched with examinee demographics to ensure new records are appropriately tracked through the continuum of the individual’s care. Quality assurance specialists monitor the information by performing secondary and tertiary checks through the workflow process, which verifies that your patient data is protected during its time at Mammologix.
- Each test result report is reviewed by a Mammologix coding specialist who considers the imaging assessment assigned by the film reader, the impression provided with recommended follow-up, compared to the body of the report.
- Communications are assigned to provide the examinee with a clear answer to ‘what’s supposed to happen next,’ based upon the film reader’s follow-up recommendation(s). Should an incongruency ever present itself during this review, a manager from Mammologix will contact you for further verification.
Mammologix has developed its tracking using over 50 specific data fields comprised of over 300 codes. Our coding team has identified more than 351,000 unique coding sequences to match the reason for exam, procedures performed, imaging assessment, recommendations for follow-up, and more. To assist, Mammologix’s programmers have developed a colorization system that processes electronically formatted reports through an artificial intelligence algorithm that highlights critical indicator keywords in assessing the interpretation.
Letters
Mammologix considers most patient communications typically fall into one of three primary classifications for clarity.
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These include:
- Notification type – Notifying a patient of a recent report of test results. This letter indicates the next recommended step the patient should seek based upon the recommendation made by the film reader.
- Reminder type – Reminding a patient the time is nearing to complete a recommendation for follow-up made a number of months ago, such as 3-6 month follow-up or return to annual screening.
- Overdue type – Reminding the facility, referring physician, and/or patient that an outcome for a recommendation has not been obtained despite an adequate period of time passing between the initial recommendation and overdue inquiry.
Clients may choose specific wording for any letter created as a part of Mammologix’s services to best suit your brand identity and priorities.
Looking for some assistance in framing your letters? Take advantage of our library of over 1000 templates for the many scenarios for which letters are sent, all at no additional charge.
Communications may be generated electronically and delivered to your facility ready to be printed and mailed by your staff using our Self-Service Letter Program. Mammologix’s Premier Letter Program takes the burden completely off of you and takes advantage of its exclusive Letter Drop Service. All letters may be formatted to Mammologix’s Press-n-Seal paper for ultimate privacy or to specially designed and printed letter paper using a windowed envelope.
Overdue System
Mammologix’s Follow-Up Compliance Monitoring System has been created and developed for clients to ease the process of tracking overdue patients.
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This system offers flexibility and customization through enhanced and personalized tracking, alerts, and reminders for patients, clients, and healthcare providers. Each communication type can be sent on-demand or at specific cadences (30/60/90 days, etc.), tailored to each client’s unique requirements. The purpose of monitoring follow-ups is to maintain a record of any tracked examinees who have yet to complete their recommended follow-up within a designated period (Client-specified time frame).
Overdues are readily accessible in an electronic format via LogixDrive, a PDF Overdue Inquiry, and within the monthly Mammography Medical Outcome Audit (MMOA) provided by Mammologix. This electronic Follow-Up Compliance Monitoring System ensures you stay updated with any examinee whose recommended follow-up information is not yet available.
Mammologix divides overdue patients into the following categories called Flags:
- Red Flag - Patients recommended an immediate follow-up interventional procedure, such as a breast biopsy, aspiration, seed or needle localization, etc. (Typically assessed as Suspicious or Highly Suspicious of Malignancy.)
- Yellow Flag - Patients recommended additional immediate follow-up typically performed within the imaging suite, such as additional views, breast ultrasound, MR, etc. (Typically assessed as Incomplete: Need additional imaging or Incomplete: Need prior mammograms for comparison.)
- White Flag - Patients recommended an early interval follow-up procedure required to complete the continuum of care from an initial exam, typically 4-6 months. (Typically assessed as Probably Benign.)
- Other Flag - Patients whose recommendation for follow-up has passed but does not fit within the typical overdue Red, Yellow, or White Flag categories described above. (Typically assessed as Probably Benign, Highly Suggestive of Malignancy, Known Biopsy-Proven Malignancy, or Post-Procedure Mammogram for Marker Placement.)
Reports
Our team delivers a monthly comprehensive MMOA generated for the screening/asymptomatic, diagnostic/symptomatic, and overall facility.
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Why It’s Important
According to the U.S. Food & Drug Administration, a Mammography Medical Outcomes Audit (MMOA) is a systematic collection of mammography results and the comparison of those results with outcomes data. Source: 900.2(cc)
Since its inception in 1994, the Mammography Quality Standards Act (MQSA) and other accrediting bodies have placed high importance on a critical systematic analysis of the performance of those using ionizing radiation to perform breast imaging procedures through mammography. The ultimate goal of this process is to assist in the continuous improvement of the breast imaging practice and to lead to better patient outcomes.
“Data I Got, We Need Information!”
Unfortunately, the sentiments of swimming in data but dying of thirst for information is often the cry of breast imaging centers busy providing their services to patients. Mammologix hears you! Imagine being able to access a rolling 12-month comprehensive Mammography Medical Outcome Audit (MMOA) automatically made available monthly to you with key indicators of information derived from your breast imaging practice, eliminating the ‘crunch time’ of having to utilize vital personnel resources in preparing for that annual audit and inspection.
This is precisely what Mammologix, powered by i/oTrak, Inc., clients can expect.
Our team delivers a comprehensive MMOA generated for the screening/asymptomatic, diagnostic/symptomatic, and overall facility each month. In addition, an MMOA is prepared for each individual film reader for their screening/asymptomatic, diagnostic/symptomatic, and overall interpretations. Finally, patient and outcome listings of key information are provided for more detailed analysis.
Special Reports
Mammologix, powered by i/oTrak, Inc., provides a wide variety of additional special services based on a client’s specific needs.
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Our Client Support team is always ready to harness powerful data mining tools to utilize the vast amount of data maintained for clients. In addition to standard Records & Reports, Mammologix assists its clients with on-demand specialty reporting, key benchmark indicators, and specific data requests from accreditation bodies.
Need to make a presentation to administration about a specific facet of the breast imaging services provided at your facility? No worries! With just a quick call to the Mammologix Support team, the data you need will be queried and formatted into a report especially for you.
NQMBC Indicators
The National Consortium of Breast Centers is the premier interdisciplinary organization committed to developing, maintaining, advancing, and improving the highest quality patient-focused Breast Centers by supporting education, certification, and interdisciplinary communication. The National Quality Measures for Breast Centers (NQMBC) was born from this group.
Mammologix, powered by i/oTrak, Inc., provides complimentary reporting on 7 of the 30 plus NQMBC quality measures directly involving breast imaging-related indices. These include:
- Imaging Timeliness of Care – Time Between Screening Mammogram and Diagnostic Mammogram
- Mammography Call Back Rate
- Surgical Timeliness of Care – Time Between Diagnostic Mammogram and Open Surgical Biopsy/Excision
(no needle biopsy performed) - Imaging Timeliness of Care – Time Between Diagnostic Mammogram and Needle/Core Biopsy
- Surgical Timeliness of Care – Time Between Needle Biopsy and Initial Breast Cancer Surgery
- Needle/Core Biopsy Rate
- Pathology Timeliness of Care - Time Between Initial Breast Biopsy (excluding open surgical) and Pathology Results
LogixDrive
Mammologix created its LogixDrive online portal to provide clients access to a variety of information, tools, and links.
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LogixDrive is an extension of Mammologix’s mission to take care of the data so you can care for your patients.
Do you wish you had your mammography medical outcome audit waiting for you to review at any time? Need multiple sites to collaborate on the continuum of care for a specific patient? Only have a few minutes between patients and want quick, secure access to check those examinees that have slipped into overdue status?
Why wait to collect, calculate, or ‘run’ the reports? Take action immediately with all the information at your fingertips using LogixDrive!
Tapping into the power of LogixDrive is simple, and its storage capacity is unlimited for Mammologix clients. LogixDrive is always available at no extra fee. This makes it a perfect and cost-effective instrument for the exchange of up-to-the-minute information securely, anywhere, and anytime. Navigating LogixDrive’s resources is easy, efficient, and user-friendly, so you can meet your goals and let us handle the data.
Fiscal Matters
Mammologix utilizes two decades of expertise in outsourcing record management to its clients at an affordable price.
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This strategy has come to define Mammologix’s unique brand and its best-value positioning. Our Service Philosophy: Do everything possible to ensure success for our client partnerships while protecting the trust placed in us with unwavering stewardship.
Mammologix’s pricing model is designed to be inclusive of all breast imaging center operations, traditional and unique alike. We are committed to offering affordable pricing for efficient and thorough services. Mammologix is dedicated to remaining the prime economical option for our partners, even when compared to utilizing internal resources to produce high-quality patient tracking and Medical Mammography Outcome Audits (MMOAs).
Stop Squander of Those ‘Many Mini-Minutes’
Mammologix realizes that if your facility is not using its services, you will likely use another service to accomplish the same tasks. Staying on top of mandates governing the medical practice of imaging for detecting breast cancer by either Federal, State, or volunteer accreditation/certification agencies can require significant resources. Many breast-imaging providers must rely on outsourced service providers (OSPs).
Because we value your time and resources as much as we do your patients, Mammologix delivers high-quality service at significant savings. Compared to the sum of all those ‘many mini-minutes’ a facility’s staff utilizes to perform those same tasks, your savings using Mammologix Services can be as high as 30% off or more. While we manage your data, your staff can spend more time caring for patients.
Fee for Service = Substantial Savings
Mammologix performs duties as an OSP only when those it serves perform breast imaging services themselves. Clients do not pay a retainer fee to Mammologix for availability. Instead, its team deploys into action only when needed.
Since Mammologix emphasizes producing high-quality reporting on the care continuum of breast imaging examinees, its fee structure is based only on patients placed into initial tracking.
That means the follow-up procedures resulting from recommendations for additional imaging or consideration of intervention to collect a tissue sample are not generally invoiced. Only once an examinee cycles through the 12-month period following their initial placement into tracking for the MMOA or has completed a continuum of care leading up to tissue sample will another initial tracking fee be incurred.
As an example, an examinee having a screening annual mammogram recommended for an immediate ultrasound image (Bi-Rads 0), which then has a 6-month follow-up mammogram recommended as a result (Bi-Rads 3), that returns for their 6-month procedure and goes on to have a recommendation for core biopsy (Bi-Rads 4/5) and is followed by an excisional biopsy (Bi-Rads 6) will incur only a single initial tracking fee.
- Patient communications are also very economical using Mammologix. Clients may opt for a Self-Serve or Premier model:
The Self-Serve model offers lay letters being delivered daily – via electronic transfer – ready to be printed, inserted into a windowed envelope, and postage attached. - The Premier model takes the burden of all back-office processing of letters to the client. The Mammologix team will generate all a client’s patient letters and submit them for a quick final review via its exclusive Letter-Drop System. When approved for release, the Mammologix team will print, sort, and affix postage, perform a final quality inspection, and deliver them to the United States Post Office for mailing on the same day of approval.
Pricing for either level of service has remained at less than 50% of the quantified cost to produce and send hand-sorted, first-class letters within the healthcare environment.
What Clients Send To Mammologix
Patient Demographic Information
The following information is the minimum necessary to identify your patients correctly:
- Patient name
- Patient’s date of birth
- Patient’s current address
- Unique patient number (Medical Record, Radiology etc.)
Patient demographic information may be provided with the report of test results or separately on another document and/or electronic data file, depending upon the method used in providing the information.
Patient Exam Information (Report of Test Results)
The following information is the minimum necessary to place your patients into tracking and report outcomes correctly:
- Patient name
- Unique patient number (Medical Record, Radiology etc.)
- Date of service
- Location of service
- Reason for procedure
- Referring health care provider
- Procedure(s) performed
- Body of test results
- Impression of test results
- Breast imaging assessment
- Interpreting film reader
- Interpretation date
- Approval/Sign-off date
- Imaging technologist
Test results may be provided separately than patient demographic information on another document and/or electronic data file, depending upon the method used in providing the information. Report of test results for all breast imaging (mammograms, ultrasound, biopsy, review of prior films, addendums, MRI, etc.) should be made available to facilitate the most appropriate outcome tracking.
Report of Biopsy Results
Mammologix receives all biopsy result reports and/or outcome information from interventional breast procedures from outside facilities made available to the clients as part of outcome tracking on a patient.
Overdue Information
An Overdue Inquiry indicates that additional follow-up information is being sought for a patient as part of the tracking process. Overdue Inquiries are available in paper format and/or online electronically.
Option 1
Forward a copy of the report resolving the overdue exam.
Option 2
If no additional information is available, please indicate the reason. An overdue communication/letter to the patient is available using the Request Overdue Letter feature associated with each inquiry.
Other Information
Other Information Mammologix will, at times, require additional information from its clients. These include:
- STAFFING CHANGES – When a Technologist or Radiologist leaves your facility or is newly hired, please contact our Client Development team. We will update your database and inputting help guides to alert our team of these changes.
- VERIFICATIONS - When a Mammologix team member discovers an inconsistency in a report of test results, Client Development will forward a request for clarification. Please update the information as soon as possible so our team may appropriately process it.
- FACILITY INFORMATION – If there is a change in your facility’s contact telephone number, address, or addition/deletion of associated services, please fax this information to our Client Development team.
- UNDELIVERABLE LETTERS - If any notification or reminder letters are returned to you as undeliverable and updated address information becomes available, please forward this information to Mammologix. We will update the patient’s contact information in your database. If you need an updated notification or reminder letter, please let us know at that time.
Data/Information Exchange
Mammologix maintains a qualified team of Information Technology professionals and Application Program Developers. This provides Mammologix clients the security of having ready access to a wide variety of methods for exchanging data/information. Mammologix seeks to utilize a client’s current reporting system and integrate its services seamlessly into existing data exchange methods.
Data/information exchange from a client to Mammologix can be uniquely tailored to accommodate a client’s specific situation. Mammologix has worked with clients utilizing information systems such as:
- HL7
- Epic
- Cerner
- MediTech
- Misys
- NextGen
- eClinicalWorks
- Ad-Hoc output in ASCII delimited format
Exchange methods include:
- Portal-to-Portal Tracked Packaging of paper documents in collaboration with USPS
- Dedicated Inbound Fax
- Secure FTP
- Dedicated Secure Server
- Client Upload Sites
- File Exchange Harvested by Mammologix
The 5 Specialty Areas of Mammologix
Reporting & Daily Downloads
This part of our organization oversees receiving reports, downloading information, processing faxes, and getting electronic downloads, including HL7. A Mammologix representative will work with your facility to determine the most effective and efficient method available.
This team is also responsible for reporting to ensure the scheduled reports are delivered and that special reporting requests are fulfilled according to each client's criteria.
Workflow & Outcome Coordination
This part of our organization oversees the Workflow process. The Workflow team works hard to protect and organize information for our clients. They ensure reports of test results and demographics are appropriately associated with the system and demographic information is always added, updated, and verified.
Every report of test results is read by a specialized associate and appropriately coded. Coding is validated based on the outcome coordination and the follow-up recommendation.
This tightly controlled and monitored workflow process includes a minimum of 3 QA reviews.
Letter Production & Delivery
The Letter Team works with every client to optimize the adoption of a client’s patient communication methods. They are also available to improve the framing of messages for a more satisfying tool as needed.
Mammologix understands that keeping up-to-date with patients is an absolute necessity for our clients, so the Letter Team also ensures that overdue patients are communicated to the client via Mammologix’s Electronic Overdue process.
This team oversees the daily generation, printing, stamping, and delivery of patients’ letters to the local US Postal Office. This allows for efficient communication with patients so your facility can focus on its daily services while we take care of your mail!
Programming & IT
Mammologix Programming and IT departments include system programmers and IT specialists. Our team is readily available to help acquire information from your facility as easily and efficiently as possible.
In addition, this team monitors all HIPAA mandates regarding electronic data and maintains optimal uptime of all systems.
With our on-staff programmers, Mammologix can respond quickly to your requests for specialized data reporting and/or list generation.
MQSA Guidelines, Regulations, Accreditations
This department diligently focuses on the latest MQSA Guidelines & Regulations updates.
They can assist with providing data needed for various breast imaging accreditations, such as Mammography, Ultrasound, Imaging Guided Biopsies, NQMBC Indicators, and Breast Density Laws.
Our Regulation team is prepared to assist you before inspections or accreditations and walk you through all the aspects of your facility Mammography Medical Audit (MMOA).
