D.10 SOP Mammograms 02.pdf

Salt Lake City, VAMC

Supply, Processing and Distribution Department

Standard Operating Procedure

STANDARD OPERATING PROCEDURE

SCHEDULING & MANAGEMENT OF MAMMOGRAMS

PURPOSE: To establish operational procedure for scheduling the patient’s mammogram in a timely manner, by following the proper guidelines.

POLICY: It is the policy of the VASLCHCS to provide comprehensive health care for all eligible women veterans. Women veterans will have access to breast care, gynecological care, and gender-specific health care services, as well as a full continuum of primary care. Women veterans will be given sufficient privacy during the administration of this care.

Diagnostic Services (Radiology and/or Laboratory) and the Women Veterans Health Program share a joint responsibility for tracking results of mammography and/or pathology procedures on women performed off-site, and ensuring the data is captured and entered into approved software;

e. g., WHS, VistA and /or CPRS.

RESPONSIBILITY: Women’s Veterans Program Manager

ADDITIONAL INFORMATION:

a. Breast examination Annual

b. Screening Mammography*

35-40 years old Baseline (optional or if positive family history) 40+ years old Annual

*These guidelines should be adjusted if the veteran has a personal or family history of breast cancer or if clinically indicated.

c. Both screening and diagnostic mammography services will be provided under fee-basis arrangements.

d. Gynecological services and/or specialized mammography procedures which are not available through the Veterans Health Administration or other federal facilities in the geographic area will be accomplished under the Non VA Services program

e. Timeline for normal results: 30 days. Suspicious or malignant: 5 days-verbal & 30 days-letter mailed. These must be recorded in CPRS!

PROCEDURE:

1. Mammogram consults are alerted to scheduler in the Computerized Patient Record System

(CPRS).

a. Reason for referral.

b. Goals of treatment (Screening or Diagnostic)

c. Fill out mammogram information form

d. Date received

e. Date of last Mammogram

f. Diagnostic or Screening

D.10 SOP MAMMOGRAMS

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g. Referring Physician

h. Print out label with Name, Social Security Number, & Date of Birth i Attach form to Consult

2. Fill out list to fax to the Huntsman for scheduling SCREENING Mammograms

These are faxed to the Huntsman every 2 weeks, unless scheduled during their clinic appt.

a. Name, Date of Birth, Social Security Number

b. Phone Number, (cell & home)

c. Referring Physician (Clinton, Summers, or Dr Carney)

d. Screening: Date of Last mammogram

e. If patient is new, mail them the request letter to make sure they take their past films & report (CD), from where they had their last mammogram. They must have them in order to be seen by the Huntsman.

f. The fax number to the Huntsman is 585-6045, attn: Carolyn (for questions call 581-5496.)

3. DIAGNOSTIC MAMMOGRAM’S (These are faxed to Huntsman the same day that they are received).

a. Use the same format that is used for Screening Mammograms

b. DIAGNOSTIC: see Referring Phys notes. Enter for example: Palpable breast mass @ 3 o’clock on Right Breast.

c. When you receive the fax back with the appointment date & time. Call the patient

To inform them of their appointment & mail them the appt letter, referral & map.

4. Enter patient appt information in CPRS & EXCEL.