Organizational Skills, QA/QC & The Mammography Technologist

How to Develop Organizational Skills as a Mammography Technologist Overseeing Quality Assurance and Control

As a mammography technologist, overseeing quality assurance (QA) and quality control (QC) demands an organizational approach. Ensuring your department runs efficiently while maintaining compliance with regulations hinges on how well you manage your time, resources, and documentation. Below are practical tips to help you cultivate strong organizational habits that improve departmental operations and set the stage for a smooth transition should you ever leave your position.

1. Create a Master Spreadsheet for Equipment Information

Maintaining a detailed record of all equipment is the first step towards document upkeep. Your spreadsheet should include the following columns:

• Equipment Name and Model: Specify the manufacturer and model number.

• Serial Numbers: Critical for identifying equipment in service calls and audits.

• Installation Dates: Helps track the equipment’s lifecycle.

• Maintenance Contracts: Include terms and expiration dates.

• Maintenance History: Record every maintenance session, including dates and outcomes.

This document serves as an easy and accessible place for equipment information, making troubleshooting and compliance audits more efficient.

2. Maintain a Comprehensive Contact List

Having immediate access to your internal and external contacts is essential for addressing issues promptly. Consider categorizing your contact list:

Internal Team Members

• Department leads

• Radiologists

• IT support personnel

• Facility management

External Team Members

• Equipment/Software vendors and service engineers

• Key point of contacts

• Inspection and accreditation bodies (e.g., MQSA auditors)

• PACS system vendors

Store this contact list digitally and in hard copy, ensuring it's accessible in emergencies.

3. Log Service Calls and Maintain Detailed Work Orders

Tracking the history of service calls helps identify recurring issues and supports proactive maintenance strategies. Use a structured logging system:

• Date of Call: When the issue was reported.

• Reported Problem: A clear description of the issue.

• Engineer's Name & Actions: Include details of the troubleshooting steps taken.

• Resolution: Note how the issue was resolved or if further action is needed.

• Work Order Reference: Attach or scan work orders for a comprehensive record.

These logs should be updated in real-time to avoid information gaps. Learning and understanding minor troubleshooting and the actions the engineer takes can be a task technologists can take on to resolve the issue themselves. Downtime and delays that often happen during a service call can be reduced considerably when the technologist resolves minor issues.

4. Organize a Calendar for Important Due Dates

Using a digital or physical calendar to track deadlines ensures nothing falls through the cracks. Include:

• Scheduled equipment maintenance and calibration

• Accreditation renewal deadlines

• QA/QC audits

• Training sessions or certifications for staff

I always have a physical calendar to jot down new information with a due date within a short window as a quick visual reminder if I don't have to input it into my digital calendar.

Many individuals find digital tools like Google Calendar or Microsoft Outlook helpful because they allow for recurring events and reminders.

Watch this video recording of one of my equipment and contact list with an automotive calendar to input important dates:

5. Why Information Organization Matters

Having a centralized, organized system ensures:

• Operational Continuity: Your successor will have a detailed roadmap to seamlessly pick up where you left off.

• Regulatory Compliance: Organized records demonstrate compliance during audits, reducing stress and potential penalties.

• Efficiency: Quick access to data saves time and minimizes downtime.

• Proactive Problem-Solving: Equipment performance or service call patterns are easier to identify and address.

6. Plan for Succession

Planning for a successor is one of the most overlooked aspects of organizational skills. Keep your records up-to-date and create a handover document summarizing key information:

• Location of QA/QC documentation

• Passwords for digital tools (stored securely)

• List of recurring tasks with instructions

• Points of contact for external support

By proactively organizing and documenting your work, you ensure your department maintains high standards of care, regardless of personnel changes.

Conclusion

As a mammography technologist, your role in quality assurance and control is vital to the success of your department. Developing and maintaining strong organizational skills makes your job more manageable and sets your team up for long-term success. By implementing the strategies outlined above, you are part of an organization that maintains an environment where excellence is the standard.