Free tool
How many screening slots does your unit really hold?
Build the template from the machine and the technologist rather than from hope, and see what no shows quietly take back.
Free tool, no sign up
What are your lapsed screening patients worth?
Put your own numbers in and see the revenue sitting in the women who did not come back for their annual mammogram.
Every independent breast center has a group of women who were screened once or twice and then drifted. They are not unhappy patients, they simply passed their due month while nobody was working the list. This calculator turns that group into a number, because a practice manager arguing for scheduler hours or recall software needs the arithmetic, not the sentiment.
The model is deliberately conservative. It counts the screening fee for each woman who returns, then adds the share who go on to diagnostic imaging after an abnormal screening finding, which is a real and predictable part of the volume a recall program brings back. It does not count downstream biopsies, supplemental imaging or the years of future screening each returned patient represents, so treat the result as a floor.
Your result
Women currently overdue
1,092
This is the size of the cohort your recall list should be working.
Screenings recovered in a year
197
The exams a worked recall ladder puts back on the schedule.
Screening revenue recovered
$32,505
Screening fees only, before any downstream diagnostic work.
Total recovered revenue
$38,265
Screening plus the diagnostic visits those recovered screenings generate.
One year of recovered volume at your own fees, before biopsies or future screening years are counted.
Where each number comes from in your center
The annual screening population is the one people fight about. Do not use every patient in the RIS, because that includes women who moved, transferred care or had bilateral mastectomy. Use the women you would genuinely expect to screen this year, which is usually smaller than the database and larger than last year's arrivals.
Overdue share is the honest one. Pull everyone whose last screening exam is more than thirteen months old and who has no future appointment, then divide by the population above. Most independent centers who have never run a structured recall program land somewhere between a fifth and a third, and are surprised by it the first time they look.
Turning the result into a staffing decision
Compare the total against the cost of the hours it takes. A scheduler working the list unaided handles a limited number of meaningful contacts per hour once she is also answering the phone and checking women in. If the recovered revenue is many times the cost of those hours plus the software, the argument is over and the only question left is who owns the queue.
The number also sets your slot planning. Recovered patients arrive in batches once outreach is staged, so run the capacity calculator next and check the template can absorb them. Bringing women back and then offering a first available appointment nine weeks out undoes most of the work you just did.
Questions about this calculator
Is an eighteen percent recovery rate realistic?
It is a reasonable planning figure for a first year of structured outreach where nothing systematic was running before. Centers with clean contact data and a full text, letter and call ladder often do better on the recently lapsed group and worse on patients gone more than two years.
Why include diagnostic visits in the total?
Because they are a real consequence of screening more women, not an optimistic add on. A predictable share of screening exams produce an abnormal finding that needs additional views. Set the percentage to your own abnormal screening rate if you track it.
Should I use charges or collections?
Collections, every time. Charges make the result look impressive and make the staffing argument weaker when someone in the room knows the difference. Net collected per exam keeps the number defensible.
More free tools and working documents
Working document
The annual recall cycle checklist for screening centers
Everything a scheduler has to do to turn a twelve month due list into kept screening appointments, in the order it actually happens.
That figure is the size of your recall list
Whatever number just appeared came out of women who were screened once, then passed their due month while nobody had the hours to work the list. A demo shows the same cohort as a working queue: staged texts and letters, replies waiting on a slot, and yesterday's missed screenings already lined up for a second attempt inside the week. Bring your own inputs and we will run them against a live board.