04 Mar Your imaging center’s backup plan: What to do when systems fail

In the past year, climate disasters like Hurricanes Helene and Milton forced over 400 facilities to evacuate, leaving many imaging centers without power or internet access. Without digital infrastructure, schedules vanish. Appointments get canceled, and patients get left in limbo.

These aren’t rare occurrences. Modern imaging centers rely heavily on technology, and even a short outage can bring everything to a standstill. Lab results may be delayed by up to 62%, costing an average of $7,900 per minute in lost revenue. Worse, delayed imaging results can jeopardize care and overwhelm both staff and patients.

Looking ahead, the stakes are even higher. By 2050, climate change is projected to drive up to $1.1 trillion in additional healthcare costs. For imaging centers, that means more unexpected closures, more disruptions and greater pressure to stay fully operational when it matters most.

Disruptions derail more than schedules

Not every disruption makes headlines. Maybe it’s a surprise snowstorm, a local power outage or a flu outbreak among staff. Even a few hours of downtime can drain resources and stall patient care.

That’s a big deal when schedules are already tight. Most imaging centers schedule appointments 4 to 6 weeks in advance. Just one day of cancellations can snowball into weeks of backed-up care and missed diagnostics. Power outages alone cost the average healthcare facility about $60,000 per year, roughly the salary of a full-time staff member.

But patients take on the biggest cost. Because when communication breaks down, they often get left in the dark. They miss key prep steps, arrive at the wrong location or wait weeks to get essential services reschedules, like MRIs or CT scans.

Over time, those disruptions hurt retention. According to Forbes, prolonged downtime erodes patient trust and satisfaction, leading many to seek care elsewhere.

How to build a solid backup plan

You can’t prevent every disaster, but you can minimize the chaos when one hits. Here are three strategies to keep your imaging center on track, even when disaster strikes:

Step 1: Stress-test your emergency protocols

When systems fail, your team shouldn’t have to flip through a binder to figure out what to do. Your emergency plan should be easy to find and follow, and the response should feel second nature.

That’s why it’s important to regularly review your plans and run realistic drills with your team. Afterwards, debrief as a group to pinpoint what worked and what needs improvement. The goal is for every team member to know their role and feel confident executing it, even under pressure.

Don’t have a formal plan yet? Start with trusted resources, like MGMA’s Action Steps or the CMS Emergency Preparedness Requirements. Then, customize them for your imaging center’s specific workflows and challenges.

Step 2: Keep patients informed

Silence during a crisis is the fastest way to lose trust. If patients aren’t sure whether their appointment is still happening, they’re bound to end up confused and frustrated.

That’s why your communication plan is just as critical as your emergency protocols. Regularly audit your contact list so it’s always accurate, and have messaging templates set up in advance. When a disruption hits, you’ll be prepared to send clear, timely updates so patients know exactly what’s happening and what to do next.

The faster you reach patients during a crisis, the more you’ll protect your schedule—and your imaging center’s reputation.

Step 3: Make rescheduling easy

The disruption doesn’t end when the storm passes or the system comes back online. You’re still left with a backlog of patients who need to be rescheduled—often urgently.

That’s why it pays to have scheduling tools that help you prioritize patients by urgency and let them rebook on their own, 24/7. That means fewer phone calls, faster recovery, and less burden on your staff. It also ensures that time-sensitive imaging doesn’t fall through the cracks just because the phone lines are jammed.

Conclusion

No one can predict every disruption your imaging center might face. But having a strategic plan in place can help you keep things running smoothly, no matter what comes your way.

openDoctor helps your team stay connected and responsive. Contact us to learn how we help imaging centers operate efficiently, even when things get tough.