Rev. 9/2018

Mobile Mammography Site Coordinator Packet

The new Mobile Mammography Program at Lehigh Valley Cancer Institute is just the latest in a long line of innovation and technology advancements by Lehigh Valley Health Network. With the new Mobile Mammography Screening Coach, we are now able to bring that innovation and technology to your organization and the community.

At Lehigh Valley Health Network, we are dedicated to being your partner in health. That’s why we offer 3D mammography on our mobile mammography coach -- 3D imaging is the most advanced breast screening technology available. Our expertise can distinguish harmless abnormalities from real cancers, which leads to fewer callbacks and less anxiety for women.

You will find everything you need here to plan a successful event.

Materials include:

• Things to know about mobile mammography

• Proposed timeline

• Participation guidelines

• Parking guidelines

• Patient questionnaire

Marketing support materials include:

• Participant letter template for distribution within your organization

• Event flier

• FAQ on mammograms and screenings

• Thank you email template

We would like to thank you and your organization for taking a proactive approach on women’s health. As insurance costs rise, our hope is that by providing accessible preventive care screenings for women, it will allow you to keep your costs low. Healthy employees could potentially take less sick days and missed time from work, thereby increasing productivity and helping create a positive environment.

During the process of planning your event, don’t hesitate to reach out to our Program Coordinator at 610-402-8659 or via email at erin.yaworski@lvhn.org. We want to help you plan a successful event and will be there to help every step of the way.

Regards,

Catherine Taranto

Director, Breast Health Services

Rev. 9/2018

Top Things to Know About Mobile Mammography

Fees

• There is no fee to bring Mobile Mammography to your business or organization.

Scheduling

• Appointments can be scheduled via phone, fax or email.

• Make sure the requested minimum requirements are met two weeks prior to your event.

• Confidential results will be mailed to patients, and a copy also will be sent to the physician’s offices.

• Any patients who require additional imaging after screening will receive a follow-up phone call from Lehigh Valley Health Network Breast Health Services (BHS) department in addition to a letter.

Scheduled Date and Time

• Mobile Mammography Screening Coach will arrive approximately one hour prior to the first appointment. This time allows us to set up and run necessary equipment checks.

• Patients should arrive 10 minutes prior to their appointment time to check them in and remain on schedule.

• We will notify the site coordinator if schedules change (i.e., we are running ahead of or behind schedule).

Site Requirements

• Schedule a site visit with Mobile Mammography program coordinator as soon as possible to review parking location.

• Site coordinator is responsible for obtaining permits or arranging meter bagging for event if needed.

Patient Eligibility

• Must be at least 40 years old

• It has been at least 365 days since the last mammogram

• Cannot be pregnant or breastfeeding

• Should be able to easily walk up and down stairs

• No history of breast issues such as: lumps, discharge, pain or cancer

If you have any questions about bringing Mobile Mammography to your organization, contact our program coordinator at 610-402-8659 or via email at erin.yaworski@lvhn.org.

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Proposed Event-Planning Timeline

ASAP

• Determine your dates with company executives and Mobile Mammography program coordinator.

• Identify all members who will assist in the planning process.

Two months prior to event

• Schedule site visit with Mobile Mammography program coordinator.

• Start promoting event within the organization. o Send out save-the-date information. o Discuss press coverage and PR if needed. o Post fliers in break rooms, kitchen or other community areas. o Fliers, email blasts and staff meetings are great ideas to help boost interest.

One month prior to event

• Continue marketing event within organization.

• Send out reminder on upcoming deadlines for scheduling appointments.

• Confirm parking spaces and security measures.

One to Two week(s) prior to event

• Review minimum requirements with program coordinator.

• Send out confirmation email to all participating employees confirming their appointment time. (This information will be provided by program coordinator.)

• Review day-of schedule with program coordinator. o Press, speeches, introduction to staff, etc.

Day of event

• Arrange photography and press if scheduled.

• Review day-of schedule with program coordinator for any last-minute changes.

• Promote on social media or other company outlets.

Post-event

• Send out thank you email to employees who participated.

• Remind employees about next scheduled event.

If you have any questions or need assistance planning your event, contact our program coordinator at 610-402-8659 or via email at erin.yaworski@lvhn.org.

Rev. 9/2018

Mobile Mammography Parking Guidelines

1. Must be parked on a paved and level surface.

2. Area must be free of any low-hanging tree branches.

3. Coach is 40 feet long and nearly 9 feet wide. It requires 60 feet of on-curb parking or at least seven contiguous parking spaces in a lot. Sharp turns cannot be made.

4. Parking location should be near restrooms, as the coach does not have bathroom facilities.

8 ft 5 in

39 ft

13 ft 3 in

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Mobile Mammography Participation Guidelines

1. Schedule your event at least two months in advance.

2. Secure an event permit (if required by city or township).

3. Promote the event internally within your organization.

4. Appointments must be scheduled in advance phone, email or fax. Walk-in appointments are not guaranteed.

5. The requested number of required appointments depends on length of event and are listed below. a. Half-day event: 8 b. Full-day event: 15

6. When scheduling appointments on the phone, women should have the following

information available: a. Insurance information b. Physician’s name, address and phone number c. Location of their last mammogram d. Must be at least 365 days since their last mammogram

7. Program coordinator will be in touch two weeks prior to event to ensure the requested

minimum requirements are met. If the requirement cannot be met, we will discuss options to expand your event.

8. Provide parking space according to Mobile Mammography guidelines.

At Lehigh Valley Health Network, we are dedicated being your partner in health. That’s why we offer 3D mammography on our mobile mammography coach -- 3D imaging is the most advanced breast screening technology available. Our expertise can distinguish harmless abnormalities from real cancers, which leads to fewer callbacks and less anxiety for women. If you have any questions or need assistance planning your event, contact our program coordinator at 610-402-8659 or via email at erin.yaworski@lvhn.org.

Rev. 9/2018

Patient Information Form Please complete the below form and fax to 610-402-0659 or email to erin.yaworski@lvhn.org. We will notify you within 24 hours to confirm receipt and schedule your appointment.

Personal Information Name:

Address:

Home Phone:

Work Phone:

Email Address:

Organization Affiliation:

Insurance Information Do you have insurance? YES NO* If YES, please attach a copy of your insurance card or fill out

the information below.

Insurance Provider Name:

Primary Card Holder Name (PCH):

PCH Employer Name and Address:

Policy Number: Group Number:

Have you ever been seen at an LVHN facility? YES NO *If you do not have insurance, you may qualify for a free screening. Please contact us at (610) 402-8659 for more information.

Physician Information Doctor’s Name:

Address: Office Phone:

Office Fax:

Breast Health Information Are you having any issues with your breasts?

(i.e., lumps or nipple discharge)

YES NO

Have you ever been treated for breast cancer or had any type of breast surgery?

YES NO

If so, please describe:

Is this your first mammogram? YES NO Date of last mammogram:

Are you currently pregnant? YES NO Location of last mammogram:

Rev. 9/2018

We would like to thank [insert company name] for scheduling Lehigh Valley Cancer Institute’s Mobile Mammography coach as a convenient way to access screening mammograms. Our state-of-the-art mobile mammography program allows us to provide preventive care screenings to women throughout Eastern Pennsylvania.

Here are a few quick eligibility guidelines to consider for screening mammography:

1. Must be at least 40 years old 2. It has been at least 365 days since the last mammogram 3. Cannot be pregnant or breastfeeding 4. Should be able to easily walk up and down stairs 5. Should not have any abnormal symptoms (i.e., pain, lump or nipple discharge)

Please follow these instructions to prepare for your scheduled screening:

• Wear a two-piece outfit with a button-down blouse if possible

• Do not apply lotion or powder to the breast or underarm area; do not wear perfume

• Apply deodorant sparingly if necessary

Registering for an appointment takes only a few minutes. Please have your physician’s contact information and your insurance card available at the time of your call.

Available options for registration and scheduling:

• Contact our program coordinator at 610-402-8659

• Fax the Patient Questionnaire provided to 610-402-0659*

• Email the Patient Questionnaire to erin.yaworski@lvhn.org* * Please allow up to 24 hours for a representative to contact you when emailing or faxing your form.

At Lehigh Valley Health Network, we are dedicated being your partner in health. That’s why we offer 3D mammography on our mobile mammography coach -- 3D imaging is the most advanced breast screening technology available. Our expertise can distinguish harmless abnormalities from real cancers, which leads to fewer callbacks and less anxiety for women.

Thank you again, and we look forward to seeing you on [insert date here].

Regards,

Catherine Taranto

Director, Breast Health Services

Rev. 9/2018

Lehigh Valley Cancer Institute

MOBILE MAMMOGRAPHY COACH will be at:

[Location of event] [Address}

[Date]

Call 610-402-8659 to make your appointment

When making an appointment, have your insurance information, physician’s name, address and phone number available.

*Appointments Required

Rev. 9/2018

FAQ For Hosting a Screening Event

1. Why should I host a screening event?

As insurance costs rise, our hope is that by providing accessible preventive care screenings

for women, it will allow you to keep your costs low. Healthy employees could potentially take

less sick days and missed time from work, thereby increasing productivity and helping create a

positive environment.

2. What does it cost to host a screening event?

There is no cost to host a screening event. LVHN assumes all costs related to transportation

and staff of the mobile mammography unit.

3. How much time is needed for an event?

Events are typically scheduled from 9 am until 3 pm, but can be customized for your

employees and community members. The coach will arrive approximately 1 hour prior to event

to complete necessary testing.

4. How many appointments are required to host an event?

We do request 3 appointments per hour for the duration of the event. However, if the request

cannot be met, we will work with you to fill the available appointment times.

5. How much space is needed to park the coach?

The coach is 40 feet long and almost 9 feet wide. It takes up approximately 8 full parking

spaces across.

Rev. 9/2018

FAQ For Your Mammogram

1. What should I wear for my mammogram?

It's best to wear a 2-piece outfit. This way you can remained clothed during your screening. You should not wear perfumes of any kind, lotions or powders. Deodorant should be used sparingly.

2. This is my first mammogram. What can I expect? Here are a few things to know when scheduling your first appointment. Schedule your appointment for a few days after your period ends. This way it will allow for a more comfortable exam. Your mammography technologist will position your breast in the machine and talk you through the process. If you have breast implants, you might need a few additional images taken.

3. When should I expect my results? Timely mammogram results will be available online at MyLVHN.org and you will receive a letter in the mail as confirmation of your results. If additional imaging is required, Breast Health Services will contact you directly to schedule your follow up appointment at one of our diagnostic facilities.

4. What is 3D Screening Mammography? 3-D mammography is an FDA-approved advanced technology that takes multiple images, or X-rays, of breast tissue to recreate a 3-D picture of the breast. You may also hear it called breast tomosynthesis. It’s different from traditional mammography in that traditional mammography obtains a single image. These multiple images of breast tissue slices give doctors a clearer image of the breast, making it easier to detect breast cancer.

5. What will a mammogram cost? If you are insured, there is no cost to have your annual screening if it has been at least 1 year since your last mammogram. However, it’s always best to double check with your insurance company first.

6. What if I can’t afford a mammogram? Breast Health Services will work with you to locate programs who assist anyone who is uninsured or underinsured with the cost of your mammogram.

Rev. 9/2018

FAQ For Mobile Mammography

1. What services will be available on the coach?

We will perform annual screenings on the mobile coach. Patients who need further imaging

after their screening will be scheduled for follow up at one of our diagnostic facilities.

2. Who will perform the screenings?

A certified mammography technologist employed by Lehigh Valley Health Network will perform

each screening.

3. How long does an appointment last?

Your appointment will last approximately 10 mins. Should you require additional assistance,

appointment times can vary.

4. Do I need an appointment to have my annual screening on the coach?

Yes. If it has been at least 365 days since your last screening, call our program coordinator at

610-402-8659. We cannot guarantee availability for walk-in clients.

5. Where can I find out where Mobile Mammography will be?

Visit our event page to find a screening location closest to you. If you don't see an event close

to you, contact our program coordinator about scheduling one in your area.

www.lvhn.org/mammo.

6. Is the coach handicap accessible?

Currently the coach is not handicap accessible. Should you require a handicap facility, please

visit one of our screening locations throughout Lehigh Valley Health Network. Information can

be found online at www.lvhn.org/mammo.

Rev. 9/2018

Thank You Email Template On behalf of everyone at [Insert Company Name] and Lehigh Valley Health Network, we want to thank you for making this event a great success.

As a working woman, it’s easy to forget to put yourself first. By bringing just a small part of your preventive care services to you, we aim to improve your work-life balance.

If you were not able to be screened at this time, please call the program coordinator at 610-402-8659 to schedule an appointment on the mobile mammography coach either at our location, or at another location convenient for you.

Thank you again, and we are looking forward to many more successful events.

Regards,

[Company rep name]

and

Catherine Taranto

Director, Breast Health Services