Encore Pro 2 User Guide

EncorePro 2 Version 2.2

U S E R G U I D E

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EncorePro 2 Version 2.2 User Guide

2009 Respironics, Inc. and its affiliates. All rights reserved.

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Table of Contents

About EncorePro 2 Version 2.2 ............................................................................. 1

System Requirements ............................................................................................. 2

Product Support ...................................................................................................... 2

New Features .......................................................................................................... 3

Patient Recalculation Service ................................................................................ 3

Getting Started ....................................................................................................... 4

Basic Features ......................................................................................................... 5

My Day ...................................................................................................................... 5

Priority Items ................................................................................................................................................... 6 Reminders ........................................................................................................................................................ 7

Patients .................................................................................................................... 9

Searching for Patients .................................................................................................................................... 9 Adding a Patient ..................................................................................................................................................... 10 Importing a Patient Record ................................................................................................................................. 11 Deactivating a Patient ........................................................................................................................................... 13 Viewing Patient Information ................................................................................................................................ 13

Adding a New Contact ............................................................................................................................... 14 Adding a New Note..................................................................................................................................... 15 Adding a New Questionnaire .................................................................................................................... 15 Adding a New Reminder ............................................................................................................................ 15 Downloading Data from SmartCard ....................................................................................................... 16 Entering Phoned-In Therapy Data ............................................................................................................ 18 Overview Tab ................................................................................................................................................ 19 Therapy Data Tab ........................................................................................................................................ 20 Exporting a Patient Record ........................................................................................................................ 22 Prescription Tab ........................................................................................................................................... 23 Reminders & Notes Tab ............................................................................................................................. 25 History Tab .................................................................................................................................................... 26 Profile Tab ...................................................................................................................................................... 31

My Profile ............................................................................................................... 31

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Advanced Features................................................................................................ 32

Reset Admin Account ........................................................................................... 32

Business Reports ................................................................................................... 33

Cross-Patient Reports.......................................................................................................................................... 33 Mask Replacement Report .................................................................................................................................. 35 Demographics Report .......................................................................................................................................... 35

Reassign Downloaded Compliance ...................................................................... 37

Company Settings ................................................................................................. 38

Offices ...................................................................................................................................................................... 38 Users ......................................................................................................................................................................... 39

Roles ................................................................................................................................................................ 41 Calculations ............................................................................................................................................................. 43 Patient Assignment ................................................................................................................................................ 46 Lists ........................................................................................................................................................................... 47

Sleep Labs ....................................................................................................................................................... 47 Physicians ........................................................................................................................................................ 47 Insurance Providers ..................................................................................................................................... 48 Other Lists ..................................................................................................................................................... 48 Managing the Lists ........................................................................................................................................ 49

Preferences ............................................................................................................................................................. 49 Units of Measurement ................................................................................................................................ 50 Post Download Action ............................................................................................................................... 50 Language ......................................................................................................................................................... 50 Large Leak ...................................................................................................................................................... 50 Expiration Times .......................................................................................................................................... 50 Auditing ........................................................................................................................................................... 51

Moving EncorePro 1.8 Data to a 2.2 Database ................................................... 51

Using the Data Import Utility ............................................................................................................................. 54 Data Import Utility Features ..................................................................................................................... 54 Data Import Utility Menu Options .......................................................................................................... 55 Data Import Utility Icons ........................................................................................................................... 55

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Mapping EncorePro 1.8 Data .............................................................................................................................. 57 Mapping Offices ............................................................................................................................................. 59 Mapping Clinicians ........................................................................................................................................ 62 Mapping Physicians ....................................................................................................................................... 63 Mapping Accessories ................................................................................................................................... 63 Mapping Insurance Providers ..................................................................................................................... 64 Mapping Sleep Labs ...................................................................................................................................... 64 Mapping Patients ........................................................................................................................................... 65

Post-Mapping Steps ............................................................................................................................................... 67

Glossary .................................................................................................................. 69

Index ....................................................................................................................... 77

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Notes

User Guide

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About EncorePro 2 Version 2.2 The EncorePro 2 software allows home care providers and physicians to manage patient information. The software provides a central data management system that tracks patient progress, collects and analyzes compliance and therapy data, and provides valuable reports about the data. Patient therapy data can be downloaded from a CPAP or bi-level therapy device via SmartCard. EncorePro 2 stores your patients' therapy records, tracks all interactions with your patients, and creates reminders to record upcoming events.

EncorePro 2 is highly secure to help you meet your requirements for HIPAA compliance. This includes access security.

EncorePro 2 provides the ability to create and manage facilities and create users based upon multiple "roles" that allow levels of access to patient data and advanced features of the software.

Intended Use Statement EncorePro 2 Patient Management System is for use by clinicians or home care providers to gather, store, manage, and view compliance data created by many Respironics sleep and home respiratory therapy devices. The software also includes the ability to create new or updated prescriptions, store them, and transmit them to Respironics therapy devices. Users can also enter other therapy and business information regarding patients. Data can be displayed in graphic and tabular form for both individual patients and across groups of patients to assess patients compliance with therapy and to perform business analysis.

The software does not perform automatic scoring or diagnosis. The data it provides is only one of several elements to consider when evaluating patient compliance with therapy.

Cautions U. S. Federal law restricts this device to sale by, or on the order of, a licensed physician.

Never remove a SmartCard or an SD card from the reader while data is being transferred to or from the card. Wait for the confirmation message to display following the read/write operation.

Warnings EncorePro is intended only for use in a clinical (sleep lab) or home care provider setting.

Read and understand the associated therapy device manuals prior to viewing compliance data or changing a patients prescription.

Verify that a patients prescription is correct before transferring it to a patient.

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System Requirements The following system requirements are needed for EncorePro:

Windows-compatible personal computer with 1 GHz 32 bit (x86) or later processor running Windows XP Professional SP2, Vista Business SP1, XP Home SP2, Vista Home Basic SP1, or Server 2003 SP2 or later with a CD or DVD-ROM drive or internet access.

Microsoft .NET Framework 3.5 or later

Windows Installer 4.5 or later

USB port, keyboard, and Microsoft mouse or compatible pointing device

1 GB of system memory

40 GB hard drive with at least 5.7 GB of available space

128 MB of graphics memory

1024 x 768 or higher resolution video adapter and monitor

Windows-compatible keyboard and pointing device (mouse)

UL 1950, IEC 60950, or EN60950 approved computer

Product Support Visit the Respironics Web site to find additional products, service, and assistance:

www.respironics.com

Contact Respironics if you need assistance with EncorePro 2 software or want to order accessories:

Customer Service: 1.724.387.4000 (International)

Respironics Europe: +33.(0)1.55.60.19.80

Respironics Asia Pacific: +852.234.342.18

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New Features New features include the following:

Enhanced the functionality of the Reminders shown on the My Day window.

Added new criteria to use when searching for patients under the Patients tab.

Replaced Compliance quick score and Usage as of date on the Patient List with Sleep Doctor and Sleep Lab.

Ability to convert from an EncorePro 1.8 database to an EncorePro 2 version 2.2 database.

Patient Recalculation Service Installed with EncorePro 2 version 2.2 is a Windows service that runs in the background and recalculates patient data based on the following changes:

Patients associated with an office in a time zone are then associated with an office in a different time zone

Change to Minimum hours per day

Change to Number of days to base calculation

Change to Start time of day

The recalculation service must be installed at least once per EncorePro 2 database. It may be installed on multiple machines. If at least one of these services is not running/functioning when you change the time zone for an office, the patients therapy data will not be recalculated until at least one service is started for an EncorePro 2 database. (Also, legacy therapy data will not be converted if at least one of these services is not active after installing an EncorePro 2 version 2.2 upgrade.)

To ensure the proper function of the recalculation service while EncorePro is in use, do not stop the service by shutting down the EncorePro client that has it installed, and do not manually delete queue entries from the database.

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Getting Started Your installation of EncorePro 2 must be configured prior to entering patient information. Many of the steps listed below must be performed by a company or office administrator. Refer to Roles for details on the actions permitted for each role assigned to users. Note: The default administrator user created by the installation process shall have multiple roles: company administrator, report user, and clinical user.

Enter Company/Office demographic information.

Specify Company/Office settings.

Verify/change Calculation settings.

Verify/change List information: sleep labs, physicians, insurance providers, accessories, contact reasons & types, devices, humidifiers, and masks.

Add users and assign roles.

Once the basic configuration operations are complete, you can go about the day-to-day operations:

View patient records.

Create new patient records.

Create prescriptions.

Create reminders and notes.

Download patient data.

Enter phoned-in compliance data.

Print reports: patient compliance, questionnaires, interactions and business reports.

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Basic Features

My Day The My Day window provides a summary view of information:

Number patients assigned to you

Number of office patients

Number of all active patients

Number of all inactive patients

List of priority items

List of reminders that you have made

You can display patients according to the selection made in the Patient Search drop-down list: Name, Patient ID, Mask, Device Serial Number, or Device Mode. The default selection is Name.

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Priority Items A priority item is a notification generated by EncorePro 2 version 2.2 generally pertaining to health-related or usage-related issues, such as compliance, apnea/hypopnea index, clear airway apnea, periodic breathing, and leaks. Priority items are listed by their creation dates in reverse chronological order. Each row contains a check box, the patient's name, one or more indicators under the appropriate notification icons, and a critical date.

The patient's name is also a hyperlink. Click the patient's name to display the patient's profile, beginning with the Overview tab.

The status icons represent collections of "like" priority items.

Notification Types Icons

AHI (apnea/hypopnea index)

Leak

Clear Airway Apnea

Periodic Breathing

Low hours of usage

Not enough days of usage

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Compliance notifications are generated based on the following criteria: For a compliance notification to be sent, the patient must have a minimum number of

usage days greater than or equal to the "Number of days to base Calculation" as noted in the Calculation Rules topic.

For compliance notifications, a day is calculated using the Patient Start of Day Hour as the day boundary (i.e., instead of days starting at 12:00 midnight, they could start at noon if the patient start of day hour was 12).

A "Low hours of usage" compliance notification is generated if the "Sum of hours in total days" divided by the "Number of days to base Calculation" is less than the "Min. hours of usage per Day".

A "Not enough days of usage" compliance notification is generated if the "Number of days with usage greater than the minimum hours per Day" divided by the "Number of days to base Calculation" is less than the "Min. Percent of Compliance Days".

To view a patient's profile:

1. Click on the patient's name in the list.

The Patient Profile window is displayed.

To remove a patient from the list:

1. Click the patient's corresponding check box.

2. Click the Mark as acknowledged button.

The window is refreshed and the marked patient is removed from the list and a confirmation message is displayed.

Reminders The Reminders pane displays previously created reminder text associated with patients. The reminders are ordered by due date in chronological order; oldest are listed first. By default, today's reminders are also listed. Other display options in the Show drop-down list include next 5 days, late reminders, incomplete reminders, complete reminders, all reminders, and deleted reminders.

Note: A reminder becomes pending when its due date is three days or less from the current date.

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By default, each reminder row contains a check box, patient Name, Reminder text, and Due Date. The patient name is also a hyperlink. Click the patient's name to display the patient's profile.

You can expand the number of columns to include Clinician, Patient Phone, Sleep Physician, and Sleep Lab by clicking the icon. To hide these columns and return to the default list of columns, click the icon.

You can expand the width of a column by placing the mouse pointer near the left-most character in a column heading immediately right of the column you want to expand. When the mouse

pointer changes to this , click and drag to widen the column.

You can resort the list by clicking on a column heading. The order will be in either ascending or descending order, as indicated by the icons.

Filtering the List You can reduce the number of reminders listed by filtering them based on any of the column headings.

To filter the list:

1. Click the icon.

A blank line appears beneath the column headings, and the filter icon changes to show the filter is active: .

2. Click the space under a column heading and type text on which to filter the list.

For example, imagine having 50 reminders in the list, but you only want to see the ones containing Smith in the Clinician column. Click on the filter icon, click in the space below the Clinician column heading and type Smith. When you do, only those reminders containing Smith for a clinician name will appear in the list.

To remove the filter click the icon.

Removing a Reminder from the List To remove a reminder from the list:

1. Click the check box associated with one or more reminders.

2. Click the Mark as complete button.

The selected reminders are removed from the list, but they are not removed from the database.

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Deleting a Reminder To delete a reminder:


2. Click the Delete button.

The selected reminders are removed from the list. You can see all of the deleted reminders by choosing deleted reminders from the Show drop-down list.

Editing a Reminder Only one reminder may be edited at a time.

To edit a reminder:

1. Click the check box associated with the reminder to edit.

2. Click the Edit button.

The Edit Reminder window is displayed.

3. Change the Message and Due Date as necessary, then click Save.

Note: When editing a reminder, you can change the Due Date to a date that occurred in the past.

Patients The Patient List window allows you to search for and view lists of patients. You can search by Name, Patient ID, Device Serial Number, Device mode, Mask, Sleep Doctor, Phone Number, Setup Date, or Date of Birth. You can also select groups of patients by clicking on one of the links across the top of the display area: My Patients, Office Patients, All Active Patients, and All Inactive Patients.

You can reorder the displayed list of patients by clicking on a column heading in the Priority Items and Reminders display areas.

You can view a patient's profile by clicking on the patient's name.

Searching for Patients To search for patients:

1. Click the Patients tab.

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2. Select a search criteria from the Patient Search drop-down list:

Name (includes first and last names)

Patient ID (identification number assigned when the patient was added to the system)

Device Serial Number (identification number assigned to the device)

Device Mode (examples: Auto Bi-Level, Auto CPAP with A-Flex, Auto CPAP with C-Flex, etc.)

Mask (examples: OptiLife, Comfort Gel, Comfort Curve, Profile Lite, etc.)

Sleep Doctor

Phone Number

Setup Date (the date the patient was added to the system)

Date of Birth

3. Enter search criteria (up to 25 characters) in the contains text box adjacent to the Search drop-down list. For example, if you chose to search by Name, enter a patient's name (either whole name or in part).

4. Click the Search button.

All patient records matching the search criteria are displayed.

5. Click on a patient's name to view that patient's profile.

Patient Information Displayed Patients are listed in alphabetical order by last Name followed by first name. Additional information displayed includes Patient ID, Setup date, Device mode, Pressure, Mask, Sleep Doctor, and Sleep Lab.

Adding a Patient The Add/Edit Patient window enables you to add patients and their related contact and insurance provider information to the system.

To add a new patient:

1. Click the Patients tab.

The Patient List is displayed.

2. Click the Add New link.

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The Add/Edit Patient window is displayed.

3. Enter the patient's name and address information, the patient's contact information, and the patient's personal information.

All fields marked with an asterisk (*) are mandatory.

Specify the file name and location of a photo of the patient (if available), either by manually entering the path and file name in the Photograph input box or by clicking the Browse button and navigating to the photo file.

Note: If a value for the Patient facility ID is not entered, a value is assigned based on a system-generated unique patient identifier.

4. Click the Save and add new button if you want to add another patient, or click the Save button to save the information and exit the Add/Edit Patient window.

You can also import patient information from an existing EncorePro system. Refer to Importing a Patient Record for details.

Importing a Patient Record The Import Patient feature allows you to import existing patient data from another EncorePro database.

To import an existing patient:

1. Click the Utilities down-arrow and select Import Patient from the drop-down list.

The Import Patient Wizard window is displayed.

2. Specify the location and filename of the patient's data file (ending in .exp), either by manually typing them in the space provided or by clicking the Browse button and navigating to the data file.

3. Click Next to continue.

The patient window is displayed. If the patient information exactly matches a patient's facility patient ID, first name, middle name, last name, and reference number currently in the EncorePro database, all other options shown in the window are disabled. However, if the patient information does not exactly match, you can associate the patient record with one from the Conflicting Patients list or click the Create New check box to create a new patient based on the imported record, and you can select an office from the Import To Office list to associate the patient with an existing office. In the case of an exact match the existing patient's demographic information is overwritten with the imported information and any new reminders and interactions are added to the existing patient record.


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The physician window is displayed. If the associated physician information exactly matches a physician currently in the EncorePro database, all other options shown in the window are disabled. However, if the physician information does not exactly match, you can choose a physician from the Conflicting Physicians list or click the Create New check box to create a new physician based on the imported record. New physicians that are added to the database appear in the Physician list.


The clinician window is displayed. If the associated clinician information exactly matches a clinician currently in the EncorePro database, all other options shown in the window are disabled. However, if the clinician information does not exactly match, you can choose a clinician from the Conflicting Clinicians list or click the Create New check box to create a new clinician based on the imported record. New clinicians that are added to the database appear in the Clinician list.


The insurance provider window is displayed. If the associated insurance provider information exactly matches a provider currently in the EncorePro database, all other options shown in the window are disabled. However, if the insurance provider information does not exactly match, you can choose an insurance provider from the Conflicting Insurance Providers list or click the Create New check box to create a new insurance provider based on the imported record. New insurance providers that are added to the database appear in the Insurance Provider list.


The sleep lab window is displayed. If the associated sleep lab information exactly matches a sleep lab currently in the EncorePro database, all other options shown in the window are disabled. However, if the sleep lab information does not exactly match, you can choose a sleep lab from the Conflicting Sleep Labs list or click the Create New check box to create a new sleep lab based on the imported record. New sleep labs that are added to the database appear in the Sleep Lab list.


The equipment/accessories window is displayed. If the associated equipment/accessories information exactly matches a equipment/accessories currently in the EncorePro database, all other options shown in the window are disabled. However, if the equipment/accessories information does not exactly match, you can choose equipment/accessories from the Conflicting Equipment list or click the Create New check box to create a new equipment/accessories entry based on the imported record. New equipment that is added to the database appear in the appropriate Mask, Humidifier, or Accessory list.

9. Click Finish to complete the import process.

A confirmation message is displayed upon successful completion of the import process.

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Deactivating a Patient Patients in your EncorePro database may be deactivated at any time. The patient can still be found via the Search or on the Patient List by selecting All Patients or Inactive Patients. Deactivated patients can also be reactivated at any time.

To deactivate a patient:

1. Click on the Patients tab.

2. Click on the applicable patient's name to view the patient's information.

3. Click on the icon and select Deactivate Patient on the pop-up menu.

The patient is then made inactive.

To activate a deactivated patient:


2. Use the Search, or click on the All Patients or Inactive Patients links to locate the deactivated patient.


4. Click on the icon and select Activate Patient on the pop-up menu.

The patient is then made active.

Viewing Patient Information The Patient window displays demographic, as well as all other pertinent information associated with a patient:

Overview Therapy Data Prescription Reminders & Notes History Profile

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Demographics - Summary View Click the show icon to display the patient's demographic summary information:

Patient ID Office Device Setup date Primary Care Physician Therapy Mode Home phone Sleep Doctor Pressure Address Clinician Status Sleep Lab Mask

Click the hide icon again to hide the summary information from view.

Demographics - Details View All of the patient's personal information, contact and insurance provider information is available by clicking the Profile tab.

Adding a New Contact You can add new contact information to a patient's record at any time.

To add new contact information:

1. Click on the patient's name from the Patient List.

2. Click on the icon and select Add Item > New Contact from the pop-up menu.

The Contacts window is displayed.

3. Select a Contact Date.

4. Select a Contact Type.

5. Select a Contact Reason.

6. Enter optional Note text.

7. Click the Save button to save the entry and close the window.

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Adding a New Note You can add new note to a patient's record at any time.

To add a new note:


2. Click on the icon and select Add Item > New Note from the pop-up menu.

The Add a Note window is displayed.

3. Enter Note text.


Adding a New Questionnaire You can add a new questionnaire to a patient's record at any time: Functional Outcomes of Sleep (FOSQ) 10 question, FOSQ 30 question, and Epworth Sleepiness Study (ESS).

To add a new questionnaire:


2. Click on the icon and select Add Item > New Questionnaire from the pop-up menu. The Add a Questionnaire window is displayed.

3. Select the type of Questionnaire. 4. Select the date on which the questionnaire was Administered on.

5. Click the Begin button. The questionnaire is displayed.

6. Complete the questionnaire and click the Save button to save the questionnaire and close the window.

Adding a New Reminder You can add a new reminder to a patient's record at any time.

To add a new reminder:


2. Click on the icon and select Add Item > New Reminder from the pop-up menu.

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The Add a Reminder window is displayed.

3. Type the reminder text in the Message box.

4. Select a Due Date.


Downloading Data from SmartCard To download data from a SmartCard:

1. Connect the SmartCard reader/writer to your computer (if not done already).

2. Insert a SmartCard into the reader/writer.



5. Click on the icon and select Download from device on the pop-up menu.

The Download Therapy Data window is displayed.

6. Select the type of reader/writer that you have connected.

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7. Select the Card is to be returned to the same patient check box if the card is to be returned to the patient. Selecting this option preserves only the patient identification information on the SmartCard after the download.

8. Select Leave data on card after download if you do not want the therapy data erased from the card.

9. Click the Preview button if you want to view the patient's name, device model, and device serial number on the card.

10. Click the Download button to download the therapy data from the card.

The data on the SmartCard is evaluated and compared to the currently displayed patient.

If the patient information on the SmartCard matches the currently displayed patient, the data is read from the SmartCard and added to the patient record. If the patient information on the SmartCard does not match the currently displayed patient, an error/alert window is displayed.

The window displays the patient information found on the SmartCard and compares it to the corresponding information from the currently displayed patient.

11. You may download the data on the card to the patient listed on the card by clicking The patient identified on the card button or download the data to the currently displayed patient record by clicking The currently selected patient button.

-- or --

11. If the data on the card does not match a patient in the database, click the Cancel button to abort the download operation. You can then create a new patient record and repeat the download operation.

To preview the download data on a SmartCard:

1. Insert the card into the reader.

2. Click the Utilities down-arrow and select Preview Download from the drop-down list.

The Download Preview window is displayed.

3. Select the appropriate SmartCard reader.

The Patient name, Device model, and Serial number of the device are all displayed.

4. Click the Close button to close the window.

To erase the download data from a SmartCard:

1. Insert the card into the reader.

2. Click the Utilities down-arrow and select Erase Device Data from the drop-down list.

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The Download Preview window is displayed.

3. Select the appropriate SmartCard reader.

The Patient name, Device model, and Serial number of the device are all displayed.

4. Click the Erase Data button to erase the data and close the window.

Entering Phoned-In Therapy Data You can manually enter therapy data into EncorePro 2. Therapy devices made by Respironics include a Checksum value as part of the therapy data to ensure that the therapy data was entered correctly.

To enter phoned-in therapy data from a Respironics' device:



3. Click on the icon and select Therapy Data > Record Phoned-in Compliance or Record Compliance VIC from the pop-up menu. Note: The Record Compliance VIC option pertains to the United States only.

The appropriate window is displayed. Items marked with an asterisk (*) are required.

4. In the case of Phoned-in Compliance:

Select the Therapy Start and Interaction Dates.

Enter the Total Therapy Hours (0.0 - 24999.0).

Enter the Total Blower Hours (0.0 - 24999.0).

Enter the Total Sessions > 4 hrs (0 - 9999).

Enter the Checksum value (0 - 65535).

Be careful to enter the correct Checksum Value. When an incorrect Checksum Value is entered, the other values entered cannot be checked to determine if they are correct and the note, Important: Reliability of reported compliance data cannot be confirmed, appears. This note is only displayed when an incorrect Checksum Value is entered.

Enter the Humidifier Setting (0 - 5).

5. In the case of Compliance VIC (U.S. only):

Select the Recorded date (defaults to current date).

Select the Start date from device (as date displayed on the device).

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Enter the Number of days more than 4 hours of use (as displayed on the device; maximum is 30).

Enter the Checkcode (as displayed on the device).

Enter a name in the Recorded by box (defaults to the name of the user currently logged in).

Enter the patient's name in the Provided by box.

6. Click Save to store the data and close the window.

Note: If Compliance VIC data is recorded for a patient, a Compliance VIC report is available for the patient from the History tab. (U.S. only.)

Overview Tab Compliance The Compliance area displays a 24-hour scale across the bottom, starting from the left at 12pm and extending to the right to 11am. A solid block is displayed at each Date and Hour intersection. The block indicates the hours of usage of the device.

If the number of hours is a minimum of 4, the bar is green. If the number of hours is more than 0 but less than 4, the bar is red. If the number of hours is 0, no bar is displayed. A maximum of 2 weeks of data can be displayed.

Reminders The Reminders area displays reminders related to the patient. Select which reminders to view by choosing either All, Completed, or Pending from the Show drop-down list. Each reminder row contains a check box and reminder text. Reminders are ordered by Due Date in chronological order, oldest are listed first.

To remove a reminder from the list:


2. Click the Mark as complete link.

The selected reminders are removed from the list.

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Therapy Data Tab The Therapy Data tab on the Patient Profile window enables you to view and generate reports on the patient's compliance and therapy data.

You can choose a period of time based on therapy mode or select a span of time. Choosing a period of time based on therapy mode displays therapy data in tabular form.

The rows represent periods of time that the patient was on different therapy modes. The columns are explained below:

Device model - A description of the therapy device. If not known, the Device Model is left blank.

Unit mode - The name of the therapy setting (e.g., CPAP). If not known, the Unit Mode is left blank.

Start date - Start date of the therapy data.

End date - End date of the therapy data.

Suspect - A 'Yes' value appears when there is an overlap of therapy sessions, generally caused by downloading SmartCard data to the wrong patient file, or by not clearing SmartCard data after an upload to EncorePro 2 prior to returning the card to a patient. The Overview and Therapy data tabs do not show suspect data on the patterns of use graph. Reports run from the Therapy Data tab do not show suspect data. However, reports run from the History tab do show suspect data. Contact Respironics Product Support for assistance.

The list is ordered by Start Date in reverse chronological order. By default, only three rows of therapy data are displayed. To view more lines of data, click the Show All link in the upper-right corner of the Available Therapy Data pane. The Show All link then toggles to display Hide. Click the Hide link to return to the latest 3 rows of data.

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A waveform icon, as shown below, indicates that a waveform report is available. Click on the icon to view the waveform report.

To base the Patterns of Use (POU) graph on a span of time:

1. Select 1 week, 1 month, 6 months, View all, Custom, or Best 30 days of compliance.

The Custom setting corresponds to the Start date and End date controls that allow you to define a custom start and end reporting period. The value in Start date must be a date occurring before or equal to the value in End date. Enter dates in mm/dd/yyyy format. Alternatively, you can select a date by clicking on the calendar icon and selecting a date.

The Best 30 days of compliance option displays the highest consecutive 30-day period within the initial 90 days on the patterns of use graph. Optionally, you can select any Best 30 days begin and end date range. The Range Begins date defaults to the first day of therapy on the patient's record, or from the first modem download, and the Range Ends date defaults to 90 days from the start date when more than 90 days of data exists, or from the end of therapy date, or the last modem download. If there are less than 90 days of data, the end date defaults to the last day of compliance data. Upon clicking the Refresh button, the highest-compliant consecutive 30-day period between the selected begin and end dates are displayed on the Patterns of Use graph.

If multiple 30-day periods with the same compliance score are found within the begin and end dates, the first 30-day period within the specified date range is selected. Compliance is defined as the percentage of days in the period where the patient used the device for 4 or more hours per day (individual company compliance calculation settings are ignored).

2. Click the Refresh button to update the patterns of use graph.

Note: If you select a relative time for the report (1 week, 1 month), the data displayed in the Patterns of Use will begin with the last date available in the time span.

The POU graph displays the device usage over the specified time span. The graph area displays four columns: Check box, Date, Usage pattern (bars) and Total time for all sessions in a day.

The Usage pattern bars are displayed in three colors: green (therapy time), black (blower time), red (therapy time less than prescribed). The Total time is expressed as HH:MM/HH:MM, where the time on the left side of the forward slash (/) represents total therapy time and the time on the right side represents total blower time. Time values shown in red represent therapy time that is less than the minimum therapy hours per night designated in the Calculation Rules.

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Clicking a day's check box specifies that the day is included in the statistics. An unchecked box means the day is excluded from all usage statistics. Each day's check box is selected by default. You can choose to select or deselect multiple check boxes and apply the change by clicking the Include/Exclude button. When a day is excluded, (its check box is not checked), a horizontal line is displayed over the day.

To generate a report:

1. Select either Summary, Trend, or Detailed.

2. Select either Save, View, or Print.

Note: If a selected time spans a data range where the data comes from the same device model the data will be merged and displayed. If the data is not from the same Data Format, an error message is displayed indicating that no detail report is available.

Exporting a Patient Record EncorePro stores all patient records in a database. Using the export feature, you can transfer patient records from one database to another. An export file contains information for only one patient. By default, the name given to the export file contains the patient's first name, last name, and Encore patient ID number.

To export the current patient's record from an EncorePro database:



3. Click on the icon and select Export Patient on the pop-up menu.

The Browse for Folder window is displayed.

4. Select a folder to store the export file, or click the Make New Folder button to create a new folder.

5. Click the OK button.

A confirmation message is displayed when the patient is successfully exported.

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Prescription Tab The Prescription tab on the Patient window is used to record the patient's therapy device prescription and details regarding the accessories (e.g., mask, humidifier) for later reference.

This feature can also be used to change the device prescription in some Respironics therapy devices via a SmartCard. A Respironics' SmartCard reader/writer is required to change a prescription via SmartCard. Contact Respironics for a list of therapy devices that use SmartCards.

Adding Prescriptions Used to record the patient's therapy device prescription and details regarding the accessories (e.g., mask, humidifier).

Note: Prescriptions should be made only by trained medical professionals.

Device Prescription To add a device prescription:

1. Click the Add New link in the Device Prescription pane.

2. Select a mode from the Mode drop-down list.

A mode drop-down list appears.

3. Select a device from the Device drop-down list.

The list only contains the active devices designated by the Company Administrator. Additional input fields relevant to the device appear once it is selected.

4. Complete the additional input fields displayed. 5. Click the Save button to save your changes. 6. Place a SmartCard into the reader/writer and click the Send button to write the prescription

onto the SmartCard.

Humidifier Prescription To add a humidifier prescription:

1. Click the Add New link in the Humidifier Prescription pane. 2. Select a model of humidifier from the Model drop-down list.

3. Enter the Serial Number for the humidifier. 4. Enter (optional) Comments text.

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5. Enter the Issued On date on which the humidifier was issued (mm/dd/yyyy format), or click the down-arrow and select a date from the pop-up calendar.

6. Click the Save button to save your changes.

Mask Prescription To add a mask prescription:

1. Click the Add New link in the Mask Prescription pane. 2. Select a type of mask from the Model drop-down list. 3. Enter a Lot Number for the mask. 4. Enter (optional) Comments text.

5. Enter the Issued On date on which the mask was issued (mm/dd/yyyy format), or click the down-arrow and select a date from the pop-up calendar.

6. Select a reminder time-frame by selecting a number and Weeks or Months time period from the Replacement Reminder drop-down lists.


Accessory Prescription The Accessory pane is used to specify other prescriptions for accessories.

To add an accessory prescription:

1. Click the Add New link in the Other Prescription pane.

2. Select an item from the Item Description drop-down list.

3. Enter the Serial Number for the accessory.

4. Enter the Issued On date on which the accessory was issued (in mm/dd/yyyy format), or click the down-arrow and select a date from the pop-up calendar.

5. Select a reminder time-frame by selecting a number and Weeks or Months time period from the Replacement Reminder drop-down lists.


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Editing Prescription Information You can edit prescription information at any time from the Patient Profile window.

Note: The ability to edit prescriptions depends on your Role. Prescription changes should be made only by trained medical professionals.

To edit prescription information:

1. Select the Patients tab then select a patient from the Patient List.

2. Click the Prescription tab.

The window is divided by device, humidifier, mask, and accessory.

3. Click the Edit link for the device, humidifier, mask, or accessory you want to edit.

The data fields are displayed.

4. Edit the information shown as needed.

5. Click the Save button.

All changes are saved.

Reminders & Notes Tab The Reminders tab on the Patient Profile Summary window allows you to create new reminder messages and manage existing reminders. Reminder messages are also displayed on the My Day window. You may create an unlimited number of notes per patient, and each note may be a maximum of 200 characters.

To view existing reminders:

1. Select which reminders are to be displayed from the Show drop-down list: today's reminders, next 5 days, late reminders, incomplete reminders, complete reminders, and all reminders.

Upon making your selection, the list is refreshed to display the reminders specified.

To create a Reminder from the Reminders & Notes tab:

1. In the Reminders section, click the Add New link.

The Add a Reminder pane is displayed.

2. Type the reminder text in the Message field.

3. Enter or select a Due date from the calendar icon.

4. Click the Save button to save the new reminder.

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To complete a reminder:

1. Click the check box associated with one or more reminder messages.

2. Click the Change Status button.

A confirmation message is displayed and the selected messages are removed from the list.

To create a Note from the Reminders & Notes tab:

1. In the Notes section, click the Add New link.

The Add a Note pane is displayed.

2. Type the note text (maximum 200 characters) in the Message field.

3. Click the Save button to save the new note.

History Tab The History tab on the Patient Profile window displays a summary view of the patients history of interactions. All Interaction data displayed in the table is ordered by Date in reverse chronological order by default; however, you can reorder the list by clicking on a column heading.

The History of Patient Interactions pane contains a list of patient interactions in tabular form with the following column headings:

Date: report creation date.

Type: preset messages describing the interaction.

Description: brief description of the interaction.

Report: displays a View report link that, when clicked, displays the completed report in a separate window. This column may also display the type of report: Summary, Trend, Detail.

The patient history contains the following interaction types:

Contacts

Therapy data downloads

Questionnaires

Prescription changes

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To view all interactions:

1. Click the View All History link. All interactions associated with the patient are displayed.

To view all Patient contacts, Questionnaires, Prescription changes, or Therapy data downloads:

1. Select the Contacts, Questionnaires, Prescription changes, or Therapy data downloads link. All interactions of the selected type associated with the patient are displayed.

To add a new Patient contact:

1. Click on the Contacts link.

2. Click the Add Contact link.

The Contacts window is displayed.

3. Select a date from the Contact Date drop-down list.

4. Select a Contact Type and Contact Reason. (The Contact Types and Reasons are maintained as Lists under the Company Settings tab.)

5. Enter optional text in the Notes box (max. 200 characters).

6. Click Save to complete the contact entry.

Note: Patient contact entries cannot be deleted from the system.

To add a new Therapy Data Download interaction:

1. Click on the Therapy Data Downloads link.

2. Click the Download Device Data link.

To view a report for an interaction type, such as a prescription change:

1. Select a patient.


2. Click the History tab.

The existing interaction reports are displayed in reverse chronological order by Date.

3. Click on an interaction type to view the list interactions: Contacts, Questionnaires, Prescription Changes, or Therapy Data Downloads.

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4. Click on the Report link associated with the interaction of interest.

The report displays in PDF format in a new window.

The History tab also provides access to several miscellaneous interaction reports:

Device Prescription The device prescription report shows patient, healthcare provider, and prescribed device information.

Mask Prescription The mask prescription report shows patient, healthcare provider, and mask information.

Humidifier Prescription The humidifier prescription report shows patient, healthcare provider, and humidifier information.

Accessory Prescription The accessory prescription report shows patient, healthcare provider, and accessory information.

Patient Contact The patient contact report shows patient, healthcare provider, and patient contact information.

Questionnaires The Questionnaires link on the Patients > History tab displays a summary of the Functional Outcomes of Sleep Questionnaires (FOSQ) as well as the Epworth Sleepiness Survey (ESS). New questionnaires can also be entered from this window.

The questionnaire information table contains the following columns:

Date: displays the date on which the questionnaire was completed.

Type: displays the name of the questionnaire given.

Description: displays a brief description of the questionnaire.

Report: displays a View report link that, when clicked, displays the completed questionnaire in the Acrobat Reader.

FOSQ There are 2 Functional Outcomes of Sleep (FOSQ) questionnaires: 30 question and 10 question. The FOSQ is a tool used to determine how disorders of excessive sleepiness affect patients' abilities to conduct normal activities and the extent to which these abilities are improved by treatment.

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Questions from the 30-question FOSQ are grouped into 5 subsections:

Activity level

Vigilance

Intimacy

General productivity

Social outcome

Each subsection score is determined by dividing the sum of the answers by the number of applicable (nonzero) questions.

The total FOSQ score is calculated by adding all of the subsection scores together multiplied by 5 and divided by the number of subsection scores greater than 0.

FOSQ test results can also be downloaded from a SmartCard. Each downloaded FOSQ result appears in the patient's History tab with the following information:

Date the FOSQ was saved

Type = Questionnaire

Description = FOSQ - 30 or 10 Questions

Created by = User that imported the test

ESS The ESS is a tool that helps determine a patients level of daytime sleepiness. The patients scores can be entered periodically to monitor the patients progress with the use of therapy. This report includes the questions, the patients responses, and the total score.

To add a new questionnaire from the History tab:

1. Click on the Questionnaires link.

2. Click the Add Questionnaire link, and choose an appropriate questionnaire:

Functional Outcomes of Sleep Questionnaire (FOSQ) 30- or 10-question

Epworth Sleepiness Survey (ESS)

3. Select an Administered on date.

4. Click the Begin button.

The questionnaire is displayed.

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5. Click on an answer for each question.

6. Click Save to complete the questionnaire.

To view a completed questionnaire: 1. Select a patient.


2. From the History tab, click on the Questionnaires link.

The existing questionnaires are displayed in reverse chronological order by Date.

3. Click on the View report link associated with a questionnaire.

The report is displayed in PDF format in a new window.

Download Compliance Reports Compliance reports consist of usage information determined by the therapy device and presented in either a summary or daily detail format. All compliance data downloaded from a therapy device or SmartCard defaults to active patient data.

The contents of a report will vary slightly depending on the therapy device and mode used, as some devices have more capabilities than others.

Phoned-In Compliance Report Some Respironics therapy devices display compliance information. The patient can phone-in the compliance data, and you can enter it into the patient's record.

The Phoned-In Compliance report includes the following information:

Patients demographics

Prescription information (if a device prescription had been created previously)

Humidifier setting

Compliance information, including the date range, total number of blower hours, total number of compliant hours, and percentage of days with more than four hours of compliance.

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Profile Tab You can view and edit patient demographic information as well as a patient's contact and insurance provider information from the patient's Profile tab.

To view/edit the patient's profile:

1. Select a patient, either from the My Day tab or the Patient List.

2. Click the Profile tab.


4. Make the appropriate changes and click the Save button.

My Profile The My Profile window allows you to view and edit your personal information: User Name, Title, First Name, Last Name, Email, Office, and Current Roles.

You can maintain your own password from this window. You can also change your Post Download Action and Language options.

Note: The administrator has the ability to disable password expiration or change the password expiration period. Passwords must be a minimum of 6 characters, a maximum of 16 characters, contain at least 1 digit, and are case sensitive.

To change your password:

1. Click the My Profile tab.

2. Click the Reset Password button.

3. Type your current password in the Old password field.

4. Type a new password in the New password field (max. 16 characters).

5. Retype the new password in the Confirm new password field.

6. Click the Save button to complete the password change.

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To change other information in your profile:

1. Click the My Profile tab.


The Edit Profile window is displayed.

3. Change your Title, First Name, Last Name, or Email information as needed.

4. Change your Post Download Action option or Language option as needed by selecting new options from the drop-down lists.

By default, these items are set to be the same as for the office to which you are assigned.

5. Click Save to save your changes. Clicking the Use Office Settings button sets the Post Download Action and Language options to equal those of the office to which you are assigned.

Advanced Features

Reset Admin Account The Reset Admin Account utility allows Administrators to reset their passwords. The utility is installed with EncorePro 2.

To use the utility:

1. Click the Start button > All Programs > Respironics > EncorePro 2 > Utilities > Reset Admin Account.

The Reset Admin Account window is displayed.

2. Contact Product Support and pass along the string of characters displayed in the Key field.

3. Enter the string of characters provided by Product Support into the Unlock Code field and click on Unlock.

4. Enter a New Password in the spaces provided and click on Reset.

The Admin account is now reset. Log in to EncorePro 2 using "EncoreAdmin" as the username and the new password entered in Step 4 above.

Note: If 3 attempts fail to unlock the account, the utility automatically locks itself out for 30 minutes. Contact Product Support and try again.

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Business Reports The Business Reports window lists all reports available to you:

Cross-Patient Compliance: Listing of user-selectable patients and their compliance information.

Cross-Patient Phoned-In Compliance: Listing of user-selectable patients and their phoned-in compliance information.

Mask Replacement: Listing of all patients with masks that are expired or set to expire within the replacement reminder time frame set in the mask prescription.

Demographics: Contains demographic information for each patient in the company.

Cross-Patient Reports The Cross-Patient Compliance Report generates a single summary report of any number of patients according to user-specified criteria: patient filters, hours of usage/percentage of compliance, and date range. You may also specify group and sort parameters for the report. Compliance information is also included.

The Cross-Patient Phoned-In Compliance Report generates a single summary report of phoned-in compliance data for any number of patients according to user-specified criteria: Filters/Groupings, Patient Filters, and Date Range. You can create any combination of filters and date ranges.

To generate a report:

1. From the Business Reports window, choose a report format: Create Excel or Create PDF in either the Cross-Patient Compliance or Cross-Patient Phoned-In Compliance section.

Several report criteria options are displayed.

2. Select a specific office or all offices from the Offices drop-down list. The default grouping is All Offices.

3. Select an Association common to the patients: Clinician, Insurance Provider, Referring Physician, or Sleep Lab.

4. Select a Time Frame (date range) for the report: All Available Data, 1 Month, 3 Months, 6 Months, or Custom. Selecting the Custom option allows you to specify a Start Date and an End Date using the calendar icons. The 1, 3, and 6 month options are all based from the current date.

5. Select one or more Compliance/Therapy/Patient Status options.

6. Select a Group by option from the drop-down list: Device Mode, Mask, Humidifier, or

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.

7. Select a Sort by option from the drop-down list: Patient Name, Patient ID, Total Days with Usage, Average Hours of Use, Percent Compliance, and .

8. Choose Save, View, or Print to complete the report.

Cross-Patient Compliance Report contents Report parameters: group, filter, sort, and date range options selected.

Patient Name: first and last names of each patient.

Patient ID: Identifying number of each patient.

Total Days: The total number of days each patient received therapy.

Avg. Hours of Use: The total number of hours each patient received therapy divided by the total days of use.

Percent Compliant: The percent of days that each patient received therapy for more than the minimum therapy hours setting. The default setting for minimum therapy hours is 4 hours.

Cross-Patient Phoned-In Compliance Report contents Office name and address.

Report parameters: group, filter, sort, and date range options selected.

Patient Name: first and last names of each patient.

Patient ID: Identifying number of each patient.

Phoned-in compliance data:

Therapy Start Date: Date entered in phoned-in compliance form.

Total Days: The total number of days is the difference between the Entry Date and the Therapy Start Date.

Total Compliance Hours.

Average Compliance Hours per Day: Total Therapy Hours divided by Total Days.

Percentage of Days with greater than Minimum Therapy Time (4 hours): Total Sessions > 4 divided by Total Days times 100.

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Entry Date: Date when the interaction is entered.

Total Blower Hours.

Average Blower Hours per Day: Total Blower Hours divided by Total Days.

Note: If Compliance VIC data is recorded for a patient, a Compliance VIC report is available for the patient from the History tab. (U.S. only.)

Mask Replacement Report This report lists patients who will soon need replacement masks, based on the time period allowed by the patients insurance provider.

Reports are available in PDF and Excel format. You may choose a PDF format by selecting PDF from the Change Export Format drop-down list at the top of the report window. You may also export the report to Microsoft Excel by selecting Excel from the Change Export Format drop-down list at the top of the report window. A File Download window is displayed. Click the Save button, then select a location and filename for the downloaded file. Once downloaded, the file can be opened with Microsoft Excel.

To generate a mask replacement report:

1. From the Business Reports window, choose a report format: Create Excel or Create PDF in the Mask Replacement section. The report is displayed in a new window.

Demographics Report The Demographics Report contains demographic information for each patient in the company. The report is displayed as a Microsoft Excel spreadsheet.

To generate a demographics report:

1. From the Business Reports window, choose the Create Excel report format in the Demographics section.

The report is displayed in a new window as a Microsoft Excel spreadsheet.

Report contents:

Last Name First Name Middle Name

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Patient ID: Identifying number of each patient. Date of Birth Setup Date Address City State Postal Code Country Home Phone Work Phone Alternate Phone Fax Email address Best Time to Contact Patient Reference number Primary Insurance Provider Primary Insurance Plan Secondary Insurance Provider Secondary Insurance Plan DME Office DME Clinician PCP (Primary Care Physician) Sleep Physician Sleep Lab Current Therapy Mode Current Device Type Therapy Start Date Current Mask Mask Prescription Date Current Humidifier Type

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Humidifier Prescription Date Status (Active/Inactive) Date of Last Compliance Interaction Type of Last Compliance Interaction

Reassign Downloaded Compliance The Compliance Download Reassign window is a means by which you can reassign a compliance download to a different patient in the event that the original download is mistakenly associated with the wrong patient. Only a clinical user with Administrator (company or office) rights has the ability to reassign download compliance data.

When a reassignment is made, the compliance quick score is recalculated for both the original and destination patient records, and a note is generated for both the original and destination patient record. The note contains the following information:

Reassignment Date Note text indicating that the downloaded data was reassigned. User who completed the transfer

Note: In the Suspected column, you may see a Yes value. This is generated when there is an overlap of therapy sessions, generally caused by downloading SmartCard data to the wrong patient file. Therapy data that is suspected to be invalid is not used in the patterns of use graph or reports. Contact Respironics Product Support for assistance.

To reassign downloaded compliance data:

1. Click on the Patient tab.


3. Click on the icon and select Therapy Data > Reassign Previous Download on the pop-up menu, or from the History tab, click the reassign compliance icon.

The Compliance Download Reassign window is displayed.

4. Select an applicable download entry.

5. Select an applicable patient from the list (or search for the applicable patient using the Patient search boxes).

6. Click the Reassign button.

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Company Settings The Company Settings area is reserved for people with Administrator privileges. Only the Administrator can access and make changes to information in the following tabbed areas:

Offices

Users

Calculations

Assign Patients

Lists

Preferences

Offices In EncorePro 2 version 2.2, offices are logical entities that are contained in higher-level entities called Companies. A company administrator can create, edit, and remove offices. An office administrator may edit information for an existing office.

The Offices tab allows you to manage the list of offices and specific information for each office in your company. All available offices are listed in alphabetical order.

To add a new office:

1. From the Company Settings tab > Offices tab > click the Add New button.

The Add Office window is displayed.

2. Enter an Office name. All office names within the same company must be unique.

3. Enter an Address.

4. As an option, you can click the Select Logo button to navigate to and select a logo image file. The file is limited to .JPG or .JPEG file types and a file size of less than 1MB.

5. Enter Phone and Fax numbers.

6. Select a time zone from the Time zone drop-down list, and choose off or on to indicate whether Daylight savings time is observed at this office. Both settings are mandatory. If the time zone is subsequently changed for an existing DME office, the therapy data for all patients associated with that office will be recalculated. Also, if a patient is moved to a new office with a different time zone, the patient's therapy data is recalculated.

7. Select the appropriate units of measure for this office if they are to be different from the

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default overall Preferences settings for the company, as indicated by the company settings icon.

8. Click the Save button. The information is saved and the new office is added to the system.

To edit an existing office:

1. From the Company Settings tab > Offices tab > click on the office you want to edit.

2. Click the Edit button. The Edit Office window is displayed.

3. Edit the information displayed as necessary. 4. Click the Save button.

The changes are saved and reflected in the offices list.

Users The Users tab under Company Settings allows you to add new users and modify information/statuses pertaining to existing users.

To view users:

1. Select either All offices or a particular office from the Show drop-down list and click the Refresh button.

All users belonging to the option selected are displayed. A user's assigned roles are displayed in the Admin Role and Clinical Role columns. Users that are active and able to generate reports are listed with check marks in the Active and Reporting columns.

To add a new user:

1. Click the Add New link on the right side of the window.

The Add User window is displayed. All fields marked with an asterisk (*) require input.

2. Select an Office to which the user will belong from the drop-down list.

The Office Type is automatically displayed (as it was defined when the office was added to the system). By default, the user's settings are set the same as those belonging to the selected office. Changes to any of the user's individual settings made later override those of the associated office--including Post Download Action and Language.

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3. Enter a Title (max. 50 alphanumeric characters). 4. Enter a User Name (max. 50 alphanumeric characters). 5. Enter First name and Last name.

6. Enter a Password (min. 6 alphanumeric characters, max. 16 characters, and must contain at least 1 digit) and the same password again in the Confirm Password field.

Passwords are case sensitive. Passwords issued to new users are set to expire immediately, forcing the users to change their passwords on their first log in attempts. The number of days in which a password expires for a given user account is configurable by the Administrators. Passwords can be set to never expire. A notification is sent to users when their passwords are due to expire within 14 days.

7. Enter an E-mail address.

8. Select Active or Inactive status. A new user's status is always Active by default. An Inactive user will immediately loose access to the system.

9. Select Locked or Unlocked status. A new user's status is always Unlocked by default.

Note: A Locked status is not the same as an Inactive status. For example, an Active user may become Locked if he/she fails to log in properly. In such a case, you can change the Locked status to Unlocked. You can also set the Locked status so as to prevent an Active user from using the system. Changing an Active user account to Inactive does not remove any associated data from the system. Once made Inactive, a user will not have the ability to access the system after logging out. To make a user account Inactive, there must not be any patients assigned to that user account; reassign the patients prior to deactivating.

10. Assign one or more roles to the user by one or more role check boxes. The roles selected here are reflected in the main Users window. A role is not assigned to a new user by default.

Note: At least one role must be assigned to every user.

11. Click the Save button if you're adding only a single user at this time, or click the Save and add new button to add another user.

The user is added to the system, and the Add User window is closed.

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To edit an existing user's information:


All users belonging to the option selected are displayed.

2. Click on the user's name.

The user's information is displayed.

3. Click the Edit button and change the user's information as needed.

4. Click the Save button.

To make an Active user Inactive, or an Inactive user Active:


All users belonging to the option selected are displayed.

2. Click the check box associated with the particular user in the Active column. Adding a check mark makes the user Active. Removing an existing check mark makes the user Inactive.

Note: Users may be made Inactive after their patients have been transferred to an Active user.

Roles Each office type allows specific roles. Refer to the Offices topic for information about offices.

Each role is permitted specific functions or areas of access within EncorePro 2. Generally, all roles allow users to view lists of patients that they are authorized to have access to, and to view all information in those patients' records. Roles are assigned when a user account is created by the company administrator.

Roles Overview of Role Functions

Company Admin

Edit compliance calculation rules/parameters

Create/maintain/remove offices

Add/maintain users

View users by role, assign roles

View patients' clinician assignments

Maintain lists: insurance providers, physicians, contact types, contact reasons, humidifiers, masks, accessories, sleep labs

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Roles Overview of Role Functions Activate and deactivate therapy devices

Edit compliance calculation rules/parameters, units of measure settings

View & edit company post download action and language settings

Configure auditing items and operations

Office Admin

Maintain lists: masks accessories, humidifiers, insurance providers, sleep labs, contact types, contact reasons, physicians

Maintain users, roles, and office information

Activate and deactivate therapy devices

View patients' clinician assignments

Report User Generate mask replacement reports and cross-patient reports

Clinical User

Create & modify patient records & insurance info

Add/view FOSQ & ESS questionnaires

Activate/deactivate patients and data

Create & edit prescriptions, reminders

Send a prescription to a device

Maintain My Day information

Maintain patient list and patient details/summary

Maintain therapy data, reminders, contacts, questionnaires

Maintain prescriptions, notes, history

View & add notes

View notifications and mark them as "Seen"

View patient interaction history, contacts & reports

Download data from SmartCards

Clinical Assistant

Create & modify patient records & insurance info

Activate/deactivate patients and data

Create & edit reminders

Create & edit humidifier, mask, and accessory prescriptions

Send a prescription to a device

Maintain My Day information, notes, history

Maintain patient list and patient details/summary

Maintain therapy data, reminders, contacts, questionnaires

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Roles Overview of Role Functions View notifications and mark them as "Seen"

View patient interaction history, contacts & reports

Download data from SmartCards

Users may be assigned multiple roleswith a few exceptions:

A Clinical User role cannot be combined with a Clinical Assistant role.

A Clinical Assistant role cannot be combined with a Clinical User role.

A Company Admin role cannot be combined with an Office Admin role.

An Office Admin role cannot be combined with a Company Admin role.

Note: There is no add or edit capability associated with Roles.

To view the users assigned to a role:

1. Click on a role in the Select a Role list box.

The users assigned to the selected role are displayed in the Users in Role box.

Note: Clicking on a user's name in the Users In Role box launches the Maintain Users window and displays the user's information.

Calculations The Calculations tab under Company Settings contains three sections: Compliance Calculation, AHI (Apnea/Hypopnea Index), Large Leak, Clear Airway Apnea Index, and Periodic Breathing. These calculations are used by EncorePro 2 to generate notifications that are displayed on the My Day page.

To change any of the values shown for the calculations, click the Edit button.

The compliance score is calculated as a percentage based on a minimum number of hours of use per day over a specified number of days.

The calculation is based on the following values:

The Number of days to base calculation: Value between 1 and 180 (default is 7). The Minimum hours per day: Value between 1 and 12 (default is 4).

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The Minimum compliance score: Value between 1 and 100 (default is 70). Compliance notification: Select on to ensure compliance notifications are sent when

compliance is below the set minimum score.

Notes: When the Number of days to base calculation value or the Minimum hours per day value is changed for a company, the compliance quick score is recalculated for all patients in the company. When the Start time of day or Time zone is changed for a company, the Usage as of date is recalculated for all patients in the company.

The AHI calculation reflects whether or not the number of apnea/hypopneas that occurred over the specified number of days is more or less than the specified average number per hour.


The Number of days to base calculation: Value between 1 and 180 (default is 7). The Average AHI per hour: Value between 0 and 100 (default is 30). Compliance notification: Select on to ensure that you will be notified if the device

being used is capable of detecting apnea/hypopnea events, and if the AHI calculation results exceed the specified Average AHI per hour value.

The large leak calculation reflects whether or not the average number of minutes of large leak that occurred over the specified number of days is more or less than the specified number of minutes.


The Number of days to base calculation: Value between 1 and 180 (default is 7). Large Leak display: Choose between average minutes per night (default) or Average %

of night.

o Average minutes per night: Value between 30 and 300, in increments of 30 (default is 30).

o Average % of night: Value between 1 and 100 (default is 20). Compliance notification: Select on to ensure that you will be notified if the device

being used is capable of detecting large leaks, and if the calculated average number of large leak minutes exceed the specified Average Large Leak minutes value.

The clear airway apnea index is determined by the therapy device.


The Number of days to base calculation: Value between 1 and 180 (default is 7).

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The Average clear airway apnea index: The number of times an apnea occurred while the patient had a clear airway. Value between 1 and 100 (default is 5/hr).

Compliance notification: Select on to ensure that you will be notified if the clear airway apnea index calculation results exceed the Average clear apnea count value.

The periodic breathing pattern is determined by the therapy device.


The Number of days to base calculation: Value between 1 and 180 (default is 7). The Average % night in periodic breathing: The percentage of time that the patient

experienced periodic breathing. Value between 1 and 100 (default is 10).

Compliance notification: Select on to ensure that you will be notified if the periodic breathing calculation results exceed the Average % night in periodic breathing value.

Save all changes made to calculation values by clicking the Save button. The new values will be used from that point forward.

Types of Notifications and the criteria on which they are based:

Low Hours of Usage: (Sum of hours in the Number of days to base) / (Number of days to base) < (Minimum hours of compliance per day) where Number days to base and Minimum hours per day are user-defined parameters.

Not Enough Days of Usage: (Number of days with usage greater than the minimum hours per day) / (Number of days to base) < (Minimum Compliance Score [%]) where Number of days to base and Minimum Compliance Score are user-defined parameters.

AHI: (Sum of (AHI per session * patient connect time of session) for all sessions in a specified period) / (Total patient connect time in all sessions in the specified period) where the specified time period is the user-defined parameter "Number of days to base" for AHI. For this notification to be sent, the patient must have a minimum number of usage days > "Number of days to base for AHI."

Large Leak: (Sum of (minutes of large leak per session * patient connect time of session) for all sessions in the specified period) / (Total patient connect time in all sessions in the specified period) where the specified period is the user-defined parameter "Number of days to base for large leak". For this notification to be sent, the patient must have a minimum number of usage days > the "Number of days to base for Large Leak."

Clear Airway Apnea Index: (Sum of (Clear Airway Apnea Index per session * patient connect time of session) for all sessions in the specified period) / (Total patient connect time in all session in the specified period) where the specified time period is the user-defined parameter Number of days to base for Clear Airway Apnea Index. For this

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notification to be sent, the patient must have a minimum number of usage days > Number of days to base for Clear Airway Apnea Index".

Periodic Breathing: (Sum of (Minutes in Periodic Breathing) for all sessions in the specified period) / (Total patient connect time in all sessions in the specified period) where the specified time period is the user-defined parameter Number of days to base for Periodic Breathing. For this notification to be sent, the patient must have a minimum number of usage days > Number of days to base for Periodic Breathing".

Critical Date: The creation date of the oldest notification.

Save all changes made to calculation values by clicking the Save button. The new values will be used from that point forward.

Patient Assignment The Patient Assignment tab under Company Settings allows you to reassign patients from one clinician to another. Reassigning patients is a multi-step process.

Step 1: Select patients to transfer

a. Select the patients to transfer by choosing either all patients, active patients, patients with late reminders, patients with priority items, or inactive patients from the Show drop-down list.

Step 2: Select a clinician

a. Select the clinician to which the patients are currently assigned.

A list of patients is displayed.

Step 3: Select target

Encore Pro 2 User Guide

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