Question 1

What is the Mammologix Terms of Service?

Accepted Answer

It is the legal agreement between Mammologix, LLC (doing business as I/O Trak, Incorporated) and any client facility that uses Mammologix services. The current version is v31.1, effective January 5, 2026. It describes what Mammologix will do, what the client is responsible for, how billing works, how data is handled, and what happens if either party ends the relationship.

Question 2

Who are the two parties in this agreement?

Accepted Answer

The Service Provider is Mammologix, LLC, a Florida limited liability company doing business as I/O Trak, Incorporated, located at 830 Sunshine Lane, Altamonte Springs, FL 32714. The Client is any healthcare provider or facility that accesses or uses Mammologix services. Each physical imaging location the Client operates is treated as a separate, independent Site for billing purposes.

Question 3

Do I have to sign anything to be bound by this agreement?

Accepted Answer

No. By accessing or using Mammologix services, the Client acknowledges they have read, understood, and agreed to be bound by these terms. The person accepting on behalf of a facility must have the legal authority to bind the organization.

Question 4

What is a 'Site' in this context?

Accepted Answer

A Site is a unique, physical imaging location where services are rendered under the Client's supervision. Each Site is tracked and billed independently. If your organization has three imaging locations, that is three Sites.

Question 5

What exactly counts as an 'Encounter'?

Accepted Answer

An Encounter is a single patient visit involving one or more breast imaging procedures performed on the same day. This includes screening, diagnostic, mobile, and contrast-enhanced mammograms; breast or axillary ultrasound; breast MRI; Molecular Breast Imaging (MBI); Breast-Specific Gamma Imaging (BSGI); Positron Emission Mammography (PEM); and interventional procedures such as biopsy, localization, placement, or aspiration — all performed on that same day.

Question 6

What services does Mammologix actually provide?

Accepted Answer

Mammologix provides modular breast imaging support across four service areas: Tracking (MammoTrack — end-to-end monitoring of breast imaging events, overdue cases, and outcomes), Communicating (MammoCommunicate — patient lay letters, MQSA-compliant notifications, and reminders), Complying (MammoComply — MQSA, ACR, NAPBC, NQMBC compliance tools and reporting), and Navigating (MammoNavigate — follow-up coordination, the Novissimus Navigator, and overdue inquiry management).

Question 7

Is this an all-or-nothing package, or can I pick what I need?

Accepted Answer

It is fully modular — à la carte. Clients select services individually and only pay for what they use. You can add or remove services at any time by submitting a written request.

Question 8

What is included at no extra charge beyond the base fees?

Accepted Answer

Included at no additional charge with standard service: unlimited user access for your entire site, white-glove onboarding (database setup, data migration, lay letter templates, user training), ongoing training resources (webinars, documentation, knowledge base), priority support by phone, email, and in-app messaging, full client data ownership, MQSA/FDA compliance support, ACR/NAPBC/NQMBC reporting tools, the Overdue Inquiry Tracking System, and the Novissimus Follow-Up Navigator.

Question 9

What is a 'Clarification' and does it cost extra?

Accepted Answer

A Clarification is a structured exception-handling process Mammologix initiates when a patient report contains incomplete, contradictory, or incongruent information that prevents accurate follow-up. Mammologix flags the issue, contacts your designated healthcare team to get the missing information, and updates the record. The fee is $2.28 per clarification — the same rate as a standard encounter.

Question 10

What services are NOT included in the standard fee schedule?

Accepted Answer

Services outside the fee schedule are considered out-of-scope and require a separate written agreement. These include custom programming and configuration ($95/hr), custom printed inserts ($0.30–$2.00/piece), hand matching services ($1.00/piece), LDCT patient tracking ($15/month per site), variable printing ($0.35/page), custom patient navigation services (priced by proposal), and international postage. Estimates are always provided free of charge; no work begins without written approval.

Question 11

What data transmission methods does Mammologix use?

Accepted Answer

Mammologix uses HL7, sFTP, and fax for secure patient information exchange. All transmissions are encrypted. Mammologix facilitates the exchange but is not responsible for transmission delays, failures, or data discrepancies caused by third-party systems.

Question 12

How does Mammologix billing work?

Accepted Answer

Mammologix bills monthly based on actual service utilization during the preceding billing period. You are only charged for what you use. Each invoice reflects the number of encounters processed, patient communications produced, and any applicable add-ons. The invoice is sent electronically to your designated billing contact.

Question 13

What does the fee schedule look like?

Accepted Answer

The current fees (Appendix A, effective January 5, 2026): Start-Up fee $500 per site (one-time); Tracking & Clarification $2.28 per encounter or clarification; Lay Letter – Self-Service (digital, you print and mail) $0.65 per digital impression; Lay Letter – Premier (Mammologix prints and mails) $1.12 per printed impression plus postage at current USPS rates; Compliance/MQSA reporting is included at no additional charge; Overdue Inquiry Tracking and Novissimus Navigator are included at no additional charge.

Question 14

When is payment due?

Accepted Answer

Payment is due within 30 days of the invoice date.

Question 15

What payment methods are accepted?

Accepted Answer

Check, Electronic Funds Transfer (EFT), and credit card. If you pay by credit card, a processing fee of up to 3% may be applied where permitted by applicable state law and card network rules. This fee will be disclosed on your invoice and itemized separately on your payment receipt. It does not apply to debit cards, prepaid cards, ACH, or EFT payments.

Question 16

What happens if an invoice is not paid on time?

Accepted Answer

A deferred payment surcharge of 1.5% per month (18% annually) begins accruing on any balance not paid within 30 days. The surcharge continues until the balance is paid in full and is itemized separately on future invoices. If the balance remains unpaid for 60 or more days, Mammologix may suspend services after issuing written notice.

Question 17

What does service suspension actually mean?

Accepted Answer

During suspension, all data processing and system access are temporarily disabled. No lay letters are generated, no tracking events are processed, and no compliance reporting runs. Support is paused. Services are reinstated after full payment of the outstanding balance. A $250 reinstatement fee may apply if the suspension exceeds 30 days.

Question 18

What if I think there is an error on my invoice?

Accepted Answer

You must notify Mammologix in writing within 15 calendar days of receiving the invoice. Mammologix will review and investigate in good faith and respond in a timely manner. If the dispute is resolved in your favor, a credit or adjustment will be applied to a subsequent invoice. You are still responsible for paying all undisputed portions of the invoice by the original due date.

Question 19

What if I dispute a charge and file a chargeback with my credit card company instead?

Accepted Answer

The agreement requires you to contact Mammologix first and allow a 15-day resolution period before initiating a chargeback. If you bypass this process, Mammologix may suspend services, pursue recovery through collections or legal action, and charge a $250 administrative fee per chargeback.

Question 20

Can Mammologix change its prices?

Accepted Answer

Yes, with a minimum of 45 days written notice for standard service fee changes. Most fee changes happen no more than once per calendar year. Third-party passthrough costs — such as USPS postage rates — can change at any time without advance notice, reflecting the most current published rates. If you do not accept a price change, you may terminate the affected service or the entire agreement by providing written notice before the change takes effect. Continued use after the effective date constitutes acceptance.

Question 21

Who owns the data in Mammologix systems?

Accepted Answer

The Client retains full ownership of all data submitted to, stored within, or processed through the services — including patient health information, imaging records, and operational data. Mammologix does not acquire any ownership rights in Client data. Access by Mammologix is strictly limited to what is necessary to deliver the services.

Question 22

Who owns the Mammologix software and technology?

Accepted Answer

Mammologix retains full ownership of all software, algorithms, user interfaces, trade secrets, trademarks, documentation, and proprietary materials. The Client receives a limited, non-exclusive, non-transferable, non-sublicensable license to use the services for internal operations during the active service relationship. The agreement does not transfer any ownership rights.

Question 23

What if I have ideas or suggestions for improving the system?

Accepted Answer

If you provide feedback or enhancement requests, Mammologix may use that feedback to improve or modify the services without any obligation or compensation to you. Mammologix will not publicly attribute your feedback to your organization without your prior written consent.

Question 24

Can I get all of my data out if I leave?

Accepted Answer

Yes. Upon termination, Mammologix provides one no-cost data export in a standard, machine-readable format (CSV, XML, JSON, or PDF) within 45 days of the effective termination date. A secure portal also remains available for 90 days post-termination so you can access and download your data on your own schedule. After that 90-day window, data is securely deleted.

Question 25

Can I request deletion of specific data while still a client?

Accepted Answer

Yes. You may submit a written request for deletion of specific data that is not subject to regulatory or contractual retention requirements. Mammologix will review in good faith and, if approved, process the deletion within 30 days, provided it does not conflict with any applicable law, regulation, or audit requirement.

Question 26

Can I get written confirmation that my data has been deleted?

Accepted Answer

Yes. Upon written request, Mammologix will provide a written certification confirming that Client data has been securely deleted using commercially reasonable data destruction protocols and applicable industry standards.

Question 27

Is Mammologix a HIPAA Business Associate?

Accepted Answer

Yes. The agreement explicitly acknowledges that Mammologix qualifies as a Business Associate of the Client under HIPAA. A Business Associate Agreement (BAA) is executed concurrently with the Terms of Service as Appendix B and is incorporated by reference. If there is any inconsistency between the TOS and the BAA regarding PHI, the BAA controls.

Question 28

What is a BAA and why does it matter?

Accepted Answer

A Business Associate Agreement is a HIPAA-required contract that governs how a vendor may use protected health information (PHI) on your behalf. It ensures Mammologix is legally bound to the same privacy and security obligations as your facility. The BAA attached to this TOS is based on official HHS sample provisions and complies with the HIPAA Privacy Rule, Security Rule, Breach Notification Rule, and HITECH Act.

Question 29

Can we use our own BAA template instead?

Accepted Answer

Yes. You may substitute your own approved BAA, provided it meets minimum HIPAA requirements. Alternatively, you may request modifications to the Mammologix BAA to meet your internal policies or state-specific obligations, and Mammologix will review and incorporate mutually agreeable changes. If no alternative is submitted, the Mammologix BAA is deemed accepted as of the Effective Date.

Question 30

What can Mammologix do with patient health information?

Accepted Answer

Mammologix may only use or disclose PHI as necessary to perform the services described in the agreement, or as required by law. PHI is never used for secondary, commercial, or non-operational purposes. Uses and disclosures are limited to the minimum necessary. De-identified data (prepared under HIPAA standards) may be used for service improvement and internal research, but will never be sold or licensed to third parties.

Question 31

Does Mammologix share PHI with subcontractors?

Accepted Answer

Where third-party vendors are engaged, Mammologix requires those vendors to agree to privacy and security obligations consistent with HIPAA and the terms of this agreement. Subcontractors are held accountable for their compliance.

Question 32

What regulations does the agreement cover beyond HIPAA?

Accepted Answer

Both parties agree to comply with: HIPAA and the HITECH Act, MQSA (Mammography Quality Standards Act), Medicare and Medicaid CMS billing regulations, and applicable state health data privacy laws (including the California CMIA and similar statutes). The Client remains solely responsible for ensuring compliance within its own operations and jurisdiction.

Question 33

What security measures does Mammologix have in place?

Accepted Answer

Mammologix implements: encryption of all data in transit and at rest using industry-standard protocols; role-based access controls (RBAC) limiting access to authorized personnel only; multi-factor authentication (MFA) required for all system access; logging of all access attempts with monitoring for unauthorized activity; industry-standard network perimeter defenses and threat monitoring; and systematic vulnerability management.

Question 34

Where is data physically stored?

Accepted Answer

Cloud-based systems are hosted exclusively in SOC 2 Type II certified data centers. These facilities include multi-layered physical access controls (biometric authentication, continuous video surveillance), environmental protection systems (temperature control, fire suppression, power redundancy), and geographically distributed disaster recovery with documented Recovery Time Objectives (RTOs) and Recovery Point Objectives (RPOs).

Question 35

Are Mammologix employees trained on data security?

Accepted Answer

Yes. All Mammologix personnel receive initial and ongoing training on data security, privacy best practices, and HIPAA compliance.

Question 36

What happens if there is a data breach?

Accepted Answer

Mammologix will provide written notice to the affected client within five business days of discovering a breach involving unauthorized access, disclosure, or compromise of PHI or other sensitive data. The notification will include: the nature of the breach, the types of data involved, the date of discovery and (if known) the date of occurrence, steps Mammologix is taking to mitigate harm and prevent recurrence, and any actions the client may need to take.

Question 37

What does Mammologix do after a breach is discovered?

Accepted Answer

Mammologix will secure affected systems, conduct a root cause analysis, implement measures to prevent recurrence, and — where required by HIPAA or other applicable regulations — coordinate with the Client to fulfill breach notification obligations to affected individuals, regulatory authorities, and other required parties.

Question 38

How do I cancel Mammologix services?

Accepted Answer

You may terminate at any time, for any reason, by providing written notice to Mammologix. Termination is effective 30 days from the date of written notice, unless both parties agree in writing to an earlier or later date.

Question 39

Can Mammologix cancel my services?

Accepted Answer

Yes. Mammologix may terminate with at least 30 days written notice, or immediately (termination for cause) if: you materially breach the agreement and fail to cure within 15 days of written notice; you have an invoice more than 60 days overdue after written notice of delinquency; you become insolvent or file for bankruptcy; you violate healthcare laws in a way that exposes Mammologix to legal or reputational harm; or you engage in data misuse, unauthorized access, PHI tampering, or fraud.

Question 40

Do I owe anything after I cancel?

Accepted Answer

Yes. You remain responsible for all service charges incurred through the effective termination date, including outstanding invoices and charges for services rendered during the notice period. No amounts paid or payable under the agreement are refundable. This applies regardless of whether you continue using the services or elect to terminate.

Question 41

What happens to my data after termination?

Accepted Answer

Mammologix will: (1) provide one complimentary data export in a standard, machine-readable format (CSV, XML, JSON, or PDF) within 45 days of termination; (2) maintain a secure online portal for 90 days post-termination through which you can access and download your data independently. After the 90-day window, all remaining Client data is securely deleted. Extended storage beyond 90 days may be arranged under a separate written agreement for an additional fee.

Question 42

What is the 90-day window, and what happens if I miss it?

Accepted Answer

The 90-day Access Window begins on the earliest of: the date Mammologix receives your written termination notice; the date services are suspended for non-payment; or the date you stop submitting data or using the services for 90 consecutive days. Missing this window results in permanent data deletion. Mammologix is not liable for data lost because a client failed to retrieve it within the access period. If you need more time, you must arrange extended access in writing before the window closes.

Question 43

What terms survive after the agreement ends?

Accepted Answer

The following provisions survive termination: any payment obligations incurred before termination, confidentiality and data handling obligations, intellectual property rights, indemnification obligations, limitations of liability, dispute resolution terms, and any other provisions that by their nature are intended to survive.

Question 44

Is Mammologix responsible if something goes wrong clinically?

Accepted Answer

No. Mammologix is a workflow and operational support service. The Client remains solely responsible for ensuring clinical accuracy, regulatory compliance within their operations, and the correctness of all billing practices and clinical decisions. Mammologix does not provide legal, clinical, or regulatory compliance guarantees. The Client is also solely responsible for the accuracy, completeness, and timeliness of all patient information submitted to Mammologix.

Question 45

Is there a cap on how much Mammologix can be held liable for?

Accepted Answer

Yes. Mammologix's total cumulative liability for all claims arising from the agreement cannot exceed the total fees paid by the Client in the 12 months immediately preceding the event giving rise to the claim. Neither party is liable for indirect, incidental, consequential, special, exemplary, or punitive damages — including lost profits, lost revenue, or lost data — regardless of the theory of liability.

Question 46

Are there exceptions to the liability cap?

Accepted Answer

Yes. The liability cap does not apply to: either party's indemnification obligations, liability for gross negligence, willful misconduct, or fraud, obligations under the BAA, or any liability that cannot be excluded or limited by applicable law.

Question 47

What is indemnification and how does it apply here?

Accepted Answer

Indemnification means one party agrees to defend and compensate the other against third-party claims. The Client indemnifies Mammologix against claims arising from: Client breaches of the agreement, violations of applicable law by the Client or its staff, Client data that infringes third-party rights, and the Client's clinical decisions or billing practices. Mammologix indemnifies the Client against claims that the services infringe U.S. intellectual property rights, and against data breaches caused by Mammologix's failure to maintain required security safeguards.

Question 48

What law governs this agreement, and where would disputes be resolved?

Accepted Answer

Florida law governs. Disputes must first go through non-binding mediation in Seminole County, Florida, with a mutually agreed mediator — costs split equally. If mediation does not resolve the dispute within 60 days, the parties may proceed. Financial disputes under $100,000 go to binding arbitration under American Arbitration Association (AAA) Commercial Rules, before a single arbitrator in Seminole County. Disputes of $100,000 or more, intellectual property disputes, and claims for injunctive relief are litigated in Seminole County state courts or the Middle District of Florida federal courts.

Question 49

Can we bring a class action?

Accepted Answer

No. Both parties waive the right to bring or participate in class actions, collective arbitration, or similar proceedings, to the fullest extent permitted by law. Each party may still pursue individual claims.

Question 50

What if there is a natural disaster or cyberattack that disrupts services?

Accepted Answer

Neither party is liable for failure or delay caused by events beyond their reasonable control — including natural disasters, war, government actions, telecommunications failures, or cyberattacks. Mammologix will make commercially reasonable efforts to restore service. If a force majeure event prevents Mammologix from performing material services for more than 30 consecutive days, the Client may terminate under the standard termination clause. During a partial disruption, invoicing reflects only unaffected service portions.

Question 51

Can Mammologix update the Terms of Service?

Accepted Answer

Yes. Material changes will be communicated at least 30 days before the effective date. Continued use of services after the effective date constitutes acceptance of the modified agreement. No other amendment is valid unless in writing and signed by both parties.

Terms of Service — Explained

The Basics — What This Document Is

Services & Scope — What Is and Isn't Included

Billing & Fees — How Invoicing Works

Data Ownership — Who Owns What

HIPAA & the BAA — Patient Data Protections

Data Security — How Your Data Is Protected

Ending the Relationship — Termination

Limits & Responsibilities — Legal Guardrails

Ask Directly. We Will Answer Plainly.