EncorePro 2

Version 2.2
USER GUIDE

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

Notes

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User Guide

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.

User Guide

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

User Guide

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.

User Guide

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.

User Guide

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.

User Guide

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

User Guide 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. 2. Click the patient's corresponding check box. 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.

User Guide 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 icons. descending order, as indicated by the

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. 2. Click the check box associated with one or more reminders. Click the Mark as complete button. The selected reminders are removed from the list, but they are not removed from the database.

User Guide

Deleting a Reminder
To delete a reminder: 1. 2. Click the check box associated with one or more reminders. 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. 2. 3. Click the check box associated with the reminder to edit. Click the Edit button. The Edit Reminder window is displayed. Change the Message and Due Date as necessary, then click Save. When editing a reminder, you can change the Due Date to a date that occurred in the past. Note:

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.

User Guide 2. Select a search criteria from the Patient Search drop-down list: 3. 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 CFlex, 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

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). Click the Search button. All patient records matching the search criteria are displayed. Click on a patient's name to view that patient's profile.

4. 5.

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. 2. 10 Click the Patients tab. The Patient List is displayed. Click the Add New link.

User Guide 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: 4. If a value for the Patient facility ID is not entered, a value is assigned based on a systemgenerated unique patient identifier.

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. 2. 3. Click the Utilities down-arrow and select Import Patient from the drop-down list. The Import Patient Wizard window is displayed. 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. 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. 4. Click Next to continue. 11

User Guide 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. 5. Click Next to continue. 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. 6. Click Next to continue. 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. 7. Click Next to continue. 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. 8. Click Next to continue. 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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User Guide

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. 2. 3. Click on the Patients tab. Click on the applicable patient's name to view the patient's information. Click on the icon and select Deactivate Patient on the pop-up menu. The patient is then made inactive. To activate a deactivated patient: 1. 2. 3. 4. Click on the Patients tab. Use the Search, or click on the All Patients or Inactive Patients links to locate the deactivated patient. Click on the applicable patient's name to view the patient's information. 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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User Guide

Demographics - Summary View

Click the show icon to display the patient's demographic summary information: Office Primary Care Physician Sleep Doctor Clinician Sleep Lab Device Therapy Mode Pressure Status Mask Patient ID Setup date Home phone Address

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. 2. 3. 4. 5. 6. 7. Click on the patient's name from the Patient List. Click on the icon and select Add Item > New Contact from the pop-up menu. The Contacts window is displayed. Select a Contact Date. Select a Contact Type. Select a Contact Reason. Enter optional Note text. Click the Save button to save the entry and close the window.

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User Guide

Adding a New Note

You can add new note to a patient's record at any time. To add a new note: 1. 2. 3. 4. Click on the patient's name from the Patient List. Click on the icon and select Add Item > New Note from the pop-up menu. The Add a Note window is displayed. Enter Note text. Click the Save button to save the entry and close the window.

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: 1. 2. 3. 4. 5. 6. Click on the patient's name from the Patient List. Click on the icon and select Add Item > New Questionnaire from the pop-up menu. The Add a Questionnaire window is displayed. Select the type of Questionnaire. Select the date on which the questionnaire was Administered on. Click the Begin button. The questionnaire is displayed. 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: 1. 2. Click on the patient's name from the Patient List. Click on the icon and select Add Item > New Reminder from the pop-up menu.

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User Guide The Add a Reminder window is displayed. 3. 4. 5. Type the reminder text in the Message box. Select a Due Date. Click the Save button to save the entry and close the window.

Downloading Data from SmartCard

To download data from a SmartCard: 1. 2. 3. 4. 5. Connect the SmartCard reader/writer to your computer (if not done already). Insert a SmartCard into the reader/writer. Click on the Patients tab. Click on the applicable patient's name to view the patient's information. 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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User Guide 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. Select Leave data on card after download if you do not want the therapy data erased from the card. Click the Preview button if you want to view the patient's name, device model, and device serial number on 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. 2. 3. 4. Insert the card into the reader. Click the Utilities down-arrow and select Preview Download from the drop-down list. The Download Preview window is displayed. Select the appropriate SmartCard reader. The Patient name, Device model, and Serial number of the device are all displayed. Click the Close button to close the window.

8. 9.

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

To erase the download data from a SmartCard: 1. 2. Insert the card into the reader. Click the Utilities down-arrow and select Erase Device Data from the drop-down list. 17

User Guide The Download Preview window is displayed. 3. 4. Select the appropriate SmartCard reader. The Patient name, Device model, and Serial number of the device are all displayed. 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: 1. 2. 3. Click on the Patients tab. Click on the applicable patient's name to view the patient's information. icon and select Therapy Data > Record Phoned-in Compliance or Click on the 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. 5. 18 Enter the Humidifier Setting (0 - 5). Select the Recorded date (defaults to current date). Select the Start date from device (as date displayed on the device). In the case of Compliance VIC (U.S. only):

User Guide 6. Note: 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. 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.)

Click Save to store the data and close the window.

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: 1. 2. Click the check box associated with one or more reminders. Click the Mark as complete link. The selected reminders are removed from the list.

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User Guide

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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User Guide 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. 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. Note:

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. 21

User Guide 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. 2. Select either Summary, Trend, or Detailed. Select either Save, View, or Print. 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.

Note:

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: 1. 2. 3. 4. 5. Click on the Patients tab. Click on the applicable patient's name to view the patient's information. Click on the icon and select Export Patient on the pop-up menu. The Browse for Folder window is displayed. Select a folder to store the export file, or click the Make New Folder button to create a new folder. Click the OK button. A confirmation message is displayed when the patient is successfully exported.

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User Guide

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. 2. 3. Click the Add New link in the Device Prescription pane. Select a mode from the Mode drop-down list. A mode drop-down list appears. 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. 5. 6. Complete the additional input fields displayed. Click the Save button to save your changes. 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. 2. 3. 4. Click the Add New link in the Humidifier Prescription pane. Select a model of humidifier from the Model drop-down list. Enter the Serial Number for the humidifier. Enter (optional) Comments text. 23

User Guide 5. 6. 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. Click the Save button to save your changes.

Mask Prescription
To add a mask prescription: 1. 2. 3. 4. 5. 6. 7. Click the Add New link in the Mask Prescription pane. Select a type of mask from the Model drop-down list. Enter a Lot Number for the mask. Enter (optional) Comments text. 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. Select a reminder time-frame by selecting a number and Weeks or Months time period from the Replacement Reminder drop-down lists. Click the Save button to save your changes.

Accessory Prescription
The Accessory pane is used to specify other prescriptions for accessories. To add an accessory prescription: 1. 2. 3. 4. 5. 6. Click the Add New link in the Other Prescription pane. Select an item from the Item Description drop-down list. Enter the Serial Number for the accessory. 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. Select a reminder time-frame by selecting a number and Weeks or Months time period from the Replacement Reminder drop-down lists. Click the Save button to save your changes.

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User Guide

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. 2. 3. 4. 5. Select the Patients tab then select a patient from the Patient List. Click the Prescription tab. The window is divided by device, humidifier, mask, and accessory. Click the Edit link for the device, humidifier, mask, or accessory you want to edit. The data fields are displayed. Edit the information shown as needed. 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. 2. 3. 4. In the Reminders section, click the Add New link. The Add a Reminder pane is displayed. Type the reminder text in the Message field. Enter or select a Due date from the calendar icon. Click the Save button to save the new reminder. 25

User Guide To complete a reminder: 1. 2. Click the check box associated with one or more reminder messages. 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. 2. 3. In the Notes section, click the Add New link. The Add a Note pane is displayed. Type the note text (maximum 200 characters) in the Message field. 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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User Guide 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. 2. 3. 4. 5. 6. Click on the Contacts link. Click the Add Contact link. The Contacts window is displayed. Select a date from the Contact Date drop-down list. Select a Contact Type and Contact Reason. (The Contact Types and Reasons are maintained as Lists under the Company Settings tab.) Enter optional text in the Notes box (max. 200 characters). Click Save to complete the contact entry. Patient contact entries cannot be deleted from the system.

Note:

To add a new Therapy Data Download interaction: 1. 2. Click on the Therapy Data Downloads link. Click the Download Device Data link.

To view a report for an interaction type, such as a prescription change: 1. 2. 3. Select a patient. The Patient Profile window is displayed. Click the History tab. The existing interaction reports are displayed in reverse chronological order by Date. Click on an interaction type to view the list interactions: Contacts, Questionnaires, Prescription Changes, or Therapy Data Downloads. 27

User Guide 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 Mask Prescription Humidifier Prescription Accessory Prescription Patient Contact The device prescription report shows patient, healthcare provider, and prescribed device information. The mask prescription report shows patient, healthcare provider, and mask information. The humidifier prescription report shows patient, healthcare provider, and humidifier information. The accessory prescription report shows patient, healthcare provider, and accessory information. 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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User Guide 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. 2. Click on the Questionnaires link. Click the Add Questionnaire link, and choose an appropriate questionnaire: 3. 4. Functional Outcomes of Sleep Questionnaire (FOSQ) 30- or 10-question Epworth Sleepiness Survey (ESS)

Select an Administered on date. Click the Begin button. The questionnaire is displayed.

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User Guide 5. 6. Click on an answer for each question. Click Save to complete the questionnaire.

To view a completed questionnaire: 1. Select a patient. The Patient Profile window is displayed. 2. 3. From the History tab, click on the Questionnaires link. The existing questionnaires are displayed in reverse chronological order by Date. 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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User Guide

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. 2. 3. 4. Select a patient, either from the My Day tab or the Patient List. Click the Profile tab. Click the Edit button. 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. 2. 3. 4. 5. 6. Click the My Profile tab. Click the Reset Password button. Type your current password in the Old password field. Type a new password in the New password field (max. 16 characters). Retype the new password in the Confirm new password field. Click the Save button to complete the password change.

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User Guide To change other information in your profile: 1. 2. 3. 4. Click the My Profile tab. Click the Edit button. The Edit Profile window is displayed. Change your Title, First Name, Last Name, or Email information as needed. 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. 3. 4. Contact Product Support and pass along the string of characters displayed in the Key field. Enter the string of characters provided by Product Support into the Unlock Code field and click on Unlock. 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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User Guide

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. 3. 4. Select a specific office or all offices from the Offices drop-down list. The default grouping is All Offices. Select an Association common to the patients: Clinician, Insurance Provider, Referring Physician, or Sleep Lab. 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. Select one or more Compliance/Therapy/Patient Status options. Select a Group by option from the drop-down list: Device Mode, Mask, Humidifier, or 33

5. 6.

User Guide <No Grouping>. 7. 8. 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 <No Sort>. 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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User Guide Note: Entry Date: Date when the interaction is entered. Total Blower Hours. Average Blower Hours per Day: Total Blower Hours divided by Total Days. 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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User Guide 36
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

User Guide
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: Note: Reassignment Date Note text indicating that the downloaded data was reassigned. User who completed the transfer 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. 2. 3. Click on the Patient tab. Click on the applicable patient's name to view the patient's information. icon and select Therapy Data > Reassign Previous Download on the Click on the pop-up menu, or from the History tab, click the reassign compliance icon. The Compliance Download Reassign window is displayed. 4. 5. 6. Select an applicable download entry. Select an applicable patient from the list (or search for the applicable patient using the Patient search boxes). Click the Reassign button. 37

User Guide

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. 2. 3. 4. 5. 6. From the Company Settings tab > Offices tab > click the Add New button. The Add Office window is displayed. Enter an Office name. All office names within the same company must be unique. Enter an Address. 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. Enter Phone and Fax numbers. 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. Select the appropriate units of measure for this office if they are to be different from the

7. 38

User Guide 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. 2. 3. 4. From the Company Settings tab > Offices tab > click on the office you want to edit. Click the Edit button. The Edit Office window is displayed. Edit the information displayed as necessary. 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. 2. 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. 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. 39

User Guide 3. 4. 5. 6. Enter a Title (max. 50 alphanumeric characters). Enter a User Name (max. 50 alphanumeric characters). Enter First name and Last name. 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. 8. 9. Enter an E-mail address. 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. Select Locked or Unlocked status. A new user's status is always Unlocked by default. 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.

Note:

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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User Guide To edit an existing user's information: 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. 2. 3. 4. 1. Click on the user's name. The user's information is displayed. Click the Edit button and change the user's information as needed. Click the Save button. 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. 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. Users may be made Inactive after their patients have been transferred to an Active user.

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

Note:

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

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

Company Admin

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User Guide

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 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 Generate mask replacement reports and cross-patient reports 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 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

Office Admin

Report User

Clinical User

Clinical Assistant

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User Guide

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: Note: 1. 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. There is no add or edit capability associated with Roles.

To view the users assigned to a role: 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). 43

User Guide 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 calculation is based on the following values: 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 calculation is based on the following values: 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 o Average minutes per night: Value between 30 and 300, in increments of 30 (default is 30). 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 calculation is based on the following values:

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

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User Guide
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 calculation is based on the following values:

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 userdefined parameter Number of days to base for Clear Airway Apnea Index. For this 45

User Guide 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 clinician a. b. c. Click the Edit button. Select a new clinician from the Reassign all patients to drop-down list to which the patients will be assigned. Click the Save button.

A confirmation message is displayed upon successful transfer of selected patients to the new clinician.

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Lists
The Lists tab allows you to maintain the options found in a variety of drop-down lists accessed in the windows throughout EncorePro 2.

Sleep Labs
To add a sleep lab: 1. 2. 3. 4. 5. Select the Lists tab in the Company Settings window. Choose Sleep lab in the Show drop-down list. Click the Add New link. Enter the sleep lab's Name, Contact Name and other relevant information in the spaces provided. Click the Save button to save the current entry and close the window. By default, a newly created sleep lab is also Active.

Physicians
To add a physician to the list: 1. 2. 3. 4. 5. 6. 7. 8. Select the Lists tab in the Company Settings window. Choose Physician in the Show drop-down list. Click the Edit List link. Click the Add new button. Enter the physician's Title, Name and other relevant information in the spaces provided. Click the Save and add new button if you want to add another physician, or click Save to save the current entry and close the window. Click the physician's check box to mark it as Active or Inactive. If marked as Inactive, the physician is not available for future use. Click Save.

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Insurance Providers
To add an insurance provider to the list: 1. 2. 3. 4. 5. 6. 7. 8. Select the Lists tab in the Company Settings window. Choose Insurance Provider in the Show drop-down list. Click the Edit List link. Click the Add new button. Enter the provider's Name, Plan Name, and other relevant information in the spaces provided. Click the Save and add new button if you want to add another provider, or click Save to save the current entry and close the window. Click the provider's check box to mark it as Active or Inactive. If marked as Inactive, the insurance provider is not available for future use. Click Save.

Other Lists
To add entries to the Accessory, Contact Reason, Device, Humidifier, Mask, and Contact Type lists: 1. 2. 3. 4. 5. 6. 7. Select the Lists tab in the Company Settings window. Choose Accessory, Contact Reason, Device, Humidifier, Mask, or Contact Type from the Show drop-down list. Click the Edit List link. Click the Add new button. Type the new entry at the bottom of the list in the space provided. Click the entry's check box to mark it as Active or Inactive. If marked as Inactive, the list entry is not available for future use. Click Save to save the current entry and close the window.

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User Guide

Managing the Lists

By default, list items are Active when they are created. To edit a list item: 1. 2. 3. 4. 5. Select the Lists tab in the Company Settings window. Choose the applicable list from the Show drop-down list. Click the item's associated edit link. Edit the item's information as necessary. Click Save when finished.

To make a list item Inactive: 1. 2. 3. 4. Select the Lists tab in the Company Settings window. Choose the applicable list from the Show drop-down list. Click the Manage the List button and mark it as Inactive, then click Save. Once marked as Inactive, the item is not available for future use. Click Save.

To reorder the items in a list: 1. 2. 3. 4. 5. Select the Lists tab in the Company Settings window. Choose the applicable list from the Show drop-down list. Click the Manage the List button. Click and drag items up or down to reorder them. Click Save when finished.

Preferences
The Preferences tab under Company Settings contains EncorePro settings and your facility's contact information that will be included on all reports. To change any of the Preferences, click the Preferences tab then click the Edit button.

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Units of Measurement
The Units of Length may be in Centimeters (cm) or Inches (in). The Units of Weight may be in Kilograms (kg) or Pounds (lb). The Units of Pressure may be in Hectopascal (hPa), centimeters of water (cmH2O), or Millibars (mbars).

Post Download Action

Choose to Always Perform The Post Download Action by selecting off or on. Select one of the following actions to be taken if the post download action is set to on: View Report Do Nothing Save Report as PDF Print Report

Language
Select an appropriate language from the drop-down list.

Large Leak
Choose the type of leak to report: Total leak or Unintended leak.

Expiration Times
Select the number of minutes of inactivity that must pass before a user is automatically logged off the system. Select the number of days that must pass before a user's password expires.

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Auditing
Audit logs can be created to record transactions created by any one of the following actions by turning them On or Off: Audit company Audit office Audit users Audit patients

Moving EncorePro 1.8 Data to a 2.2 Database

The EncorePro Data Import utility enables you to move patient information from an existing EncorePro 1.8 database to an EncorePro 2 version 2.2 database: demographic data, compliance data, FOSQ data, patient contacts, reminder data, and prescription information. Equipment reminders (mask, humidifier and accessory) will be imported as patient reminders.

Demographic information imported

First name Last name Middle name Address1 Address2 City State Postal code Country Fax URL Home phone Alternate phone number Work phone Email ID number/SSN Gender 51

User Guide Birth date Marital status Comments Best contact time Start of day hour Facility patient ID Compliance downloads FOSQ test Humidifier prescription Mask prescription New device prescription Other accessory replacement Patient contact information: home visit, phone contact Ventilator therapy download Filter replacement (reminders are imported)* Tubing replacement (reminders are imported)*

Interaction types imported

* Filters and tubing replacement prescriptions are imported, but they are converted to "Other Accessory" prescriptions.

Interaction types NOT imported

52 CPRS order Issue equipment Medical history NOMAAD setup NOMAAD study Prescription delivery failure Prescription delivery success Prescription settings change Replace equipment SleepLink compliance download SleepLink modem call

User Guide Note: SleepLink modem deactivation SleepLink modem exception call SleepLink modem initialization SleepLink modem remote settings modification SleepLink oximetry download Time meter recording There may be differences in the way EncorePro 2 reports some therapy data imported after importing them from an EncorePro 1.8 database. See Report Differences with Imported Therapy Data for details.

Importing information from EncorePro 1.8 is a multi-step process that consists of using a software utility to first export existing EncorePro 1.8 information to EncorePro 2. During the mapping process, you selectively choose the information to import to EncorePro 2 and how certain itemssuch as clinicians, physicians, sleep labs, masks, accessories, etc.will be treated when they are imported. Prior to using the EncorePro Data Import utility, an Encore Pro 1.8 database must exist and be accessible from the computer where the export client utility software is to be run. Only facilities containing patients in an EncorePro 1.8 database will be retrieved for importing to EncorePro 2. All EncorePro facilities must be mapped to existing EncorePro 2 offices. The facility name and address information will be displayed; if the facility name is blank, then the company name will be displayed instead. To begin the transfer process, run the EncorePro Data Import utility found on the EncorePro software installation CD. Refer to the online help within the data import utility for additional information.

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Using the Data Import Utility

The data import utility takes you through each step of preparing existing EncorePro 1.8 data for import into an EncorePro 2 system. This section describes the data import utility's features and icons, as well as how to use the utility's menu options and mapping windows.

Data Import Utility Features

The interactive portion of the utility's function is known as the Demographics phase. During this phase, patients and their "dependencies" (i.e., clinicians, offices, accessories, sleep labs, insurance providers, and physicians) are identified, mapped, and prepared for importation to EncorePro. The non-interactive portion of the utility's function is known as the Therapy Data phase. During this phase, the therapy or compliance data is moved to EncorePro 2 following the movement of demographic information. Demographic data is always moved first. The therapy data next. Therapy data includes data from the sleep therapy or home ventilation device that was imported into EncorePro via SmartCard, direct download, or imported from an EncorePro export file as well as phoned-in compliance data. The utility stores previously selected and current mappings between import operations. However, you cannot change a previously mapped and transferred dependency. You can enter the demographics stage while one or more imports exist in the therapy data stage. You can also select another set of patients while the therapy data from the previous set of patients is being transferred. Patients that were previously sent to EncorePro can be selected for transfer again; however, only patient data that was not previously transferred will be included when the patient is transferred again. If the data import utility terminates during mapping, it will begin at the start of the mapping process and restore the previously selected mappings when restarted. If the utility is restarted on a different machine, it will determine if there are new dependencies that are required and also restore the previously selected mappings. However, those conditions do not apply when mapping Accessories. The dependency entities and patient mappings are maintained in such a way as to make them available to all machines in the company. The data import utility prevents a second user from initiating a patient transfer while a first user is mapping or transferring dependencies and patient demographics. The data import utility displays a summary of the therapy data transferred. The summary includes the number of patients' data successfully transferred and the number of failures, changes to patients in EncorePro 2 following the beginning of the import process, and a list of created accounts.

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Data Import Utility Menu Options

There are a limited number of menu options available: File > Exit: Closes the data import utility. View > Status: Displays the progress bars in a window. You can check the status of a transfer at any time by checking this status window. View > Errors: Displays any errors related to the service running on the machine (icon in system tray). Balloons will pop-up near the icon to indicate the errors that occurred. Tools > Save Log File: Allows you to specify the location of combined "log" files created by the data import utility. Logs are collected into a .zip file and are intended for use by product support personnel to troubleshoot potential errors or problems. Tools > Options: This allows you to specify an EncorePro database to import from and also to specify the display of error messages. Help > Help: Displays the file you are reading now. Help > About: Displays the version number of the data import utility and the date it was created.

Data Import Utility Icons

When this utility is started, and while the data import utility is running in the background, the following "Client service is running" icon is displayed in the system tray:

If terminated prematurely, the data import utility is started again automatically when the computer is restarted and any current therapy data transfer processes are continued in the background. The following "Client service is not running" icon is displayed when the Client service is not running:

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User Guide Right-clicking on the "Client service is running" icon displays a pop-up menu:

You can stop the therapy data transfer process by selecting Stop Service from the menu. The therapy data transfer will resume only if you restart the service, by selecting Start Service, or if the computer is restarted. An error icon appears if the utility experiences any errors during operation:

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Mapping EncorePro 1.8 Data

Importing information from EncorePro 1.8 is a multi-step process that consists of using this utility to first relate or "map" existing 1.8 information to the new EncorePro 2 version 2.2 database. The information that can be mapped (or added) include offices, clinicians, physicians, accessories, insurance providers, sleep labs, and patients. During the mapping process, you can selectively choose the information to import into version 2.2 and how that information will be treated when imported. This is regarded as the demographics phase. You progress through the mapping process using the Next buttons. Likewise, you can return to a previous part of the process using the Previous buttons. Note: The computer running this data import utility must also have access to an EncorePro 1.8 database. You must be an EncorePro 2 user who belongs to an office type of DME and have a role of Company Administrator to use this utility.

After logging in (as an EncorePro user with Company Administrator rights) to the data import utility, you are presented with two options: Standard Mapping Transfers patient records that you specify as either new or as mapped to existing patient records in the destination database. You may also specify the mapping of offices, clinicians, sleep labs, physicians, insurance providers, masks, and accessories for every patient. Transfers all of the existing patient records as new records into the destination database. Patients not currently assigned to an office and a clinician will be assigned to the default office and default clinician you specify.

Express Mapping

If you choose the Express Mapping option, select the default Office location and the default Clinician from the drop-down lists, then click the Begin Import button. The mapping process is completed and the transfer process begins immediately. If you choose the Standard Mapping option (default), click Next to establish a connection with an existing EncorePro 1.8 database and begin the process of using this utility to "map" existing 1.8 information to the new version 2.2 database. During the mapping process, you can selectively choose the information to import into version 2.2 and how that information will be treated when imported. This is regarded as the demographics phase. You progress through the mapping process using the Next buttons. Likewise, you can return to a previous part of the process using the Previous buttons. Only facilities containing patients in an EncorePro database will be retrieved for importing to a version 2.2 database.

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User Guide When the data import utility runs and a connection to an existing EncorePro 1.8 database is established, and all of the patients in it are displayed in the patient selection window.

1.

Select the appropriate patient records to import/map. You can select all patient records by clicking the check box in the column heading or you can selectively choose 1 or more check boxes. You can filter the patients, patient ID, offices, and clinicians displayed using the Filter Text box: As you begin typing characters in the box, the list is automatically reduced to show only those patient records containing the characters you typed. For example, if you typed "smi" then only the patient records containing "smi" are displayed. You can also repeat the filter/select process several times until you have selected all of the necessary patient records. By default, leaving the Filter Text box blank, or empty, results in the display of all patients. Once the list has been created you can select the check box in the column heading to select all of the displayed records at once.

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User Guide Note: All dependency information related to the patient records selected here and displayed in subsequent mapping screens must be mapped using one of the appropriate actions available in the mapping screens. If information is not mapped, an error message is displayed alerting you to the missing information.

2.

Click Next to map offices.

Mapping Offices
The Map Offices window allows you to map existing offices to offices already created in a version 2.2 database or to create a new office in a version 2.2 database based on an existing office. The facility name is displayed; if the facility name is blank, then the company name will be displayed instead. The Action and Map to Office columns cannot be sorted. The default sort order is alphanumeric.

Bulk and Singular Mapping Methods

There are 2 methods available for mapping dependency information in the records: The bulk method in which several records are selected and acted on at once, or the singular method in which a single record can be individually and independently mapped.

Bulk Method
The drop-down lists and Map it button at the top of the window are provided for the bulk method. The Map Column drop-down list contains the names of the columns available for making selections. In this case, the Action and Map to Office columns. The To drop-down list contains the options pertaining to the corresponding column selected. For example, if you select Action from the Map column drop-down list, then Create and Map to Existing are the actions available in the To drop-down list. If you selected Map to Existing from the drop-down list, then the To drop-down list displays the names of available offices, including any created in the data import utility.

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The "bulk" method works best when you want to perform the same actions and mappings on several records at once.

Singular Method
You can also address individual records separately by selecting their check boxes and selecting the Actions and mapping values for them using the drop-down lists available in each record.

Bulk vs. Singular Method Example

Imagine 20 offices are displayed in your list of offices and you know you want to map 15 of them to the same existing office in EncorePro: Begin by selecting the check box in the check box column heading. Notice that a check mark is placed in all 20 check boxes. Remove the check mark from the 5 offices that will not be mapped to the same existing office. Select Action from the Map column drop-down list.

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User Guide Select Map to Existing from the To drop-down list and click the Map it button. Select Map To Office from the Map column drop-down list, then the name of the appropriate existing office from the To drop-down list, and click the Map it button.

All 15 offices now show Map to Existing in the Action column and the selected office name in the Map to Office column. Continuing the example: In each of the 5 remaining records, select Create from the drop-down list in the Action column. The 5 selected offices now show Create in the Action column and the Map to Office column is blank and disabled. All dependencies must be mapped prior to clicking Next. If mappings are incomplete an error message is displayed alerting you to the missing information.

Override or Preserve Previously Set Values

By default, the Override field values option is not selected (turned off). If mapped values exist from a previous mapping session, they are preserved when new mappings are made. However, clicking the Override field values check box causes the utility to "override" any previous mappings made to all selected rows when you make selections from the Map column and To drop-down lists then click the Map it button. To map offices: 1. 2. Choose one or more office records (either with the bulk method or individually). Choose an action appropriate for the office(s) selected: Create: Creates a new office in the EncorePro 2 system. Regardless of the EncorePro facility type, if you create an office in the data import utility it is created as a DME office in EncorePro 2. Map to Existing: Displays a new drop-down list from which you assign the current office to an existing office stored in the EncorePro 2 system. A value is required in the Map to Office column.

3. 4.

Repeat steps 1 and 2 until all records have been mapped. All records must be addressed before the Next button is clicked. Failure to map all records displays an error message. Click Next to map the clinicians.

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Mapping Clinicians
The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. To map clinicians: 1. 2. Choose one or more clinician records (either with the bulk or singular method). Choose an action appropriate for the clinician(s) selected: 3. 4. Create: Creates a new clinician user in EncorePro 2. If you choose to create a new clinician, you must also specify a DME office. Map to existing: Displays a new drop-down list from which you assign the current clinician to an existing clinician stored in the EncorePro 2 system. Make historical: The clinician is added and marked as unregistered and inactive. You must also select an office.

Repeat steps 1 and 2 until all records have been mapped. Click Next to map the physicians.

At the end of the demographics phase, a window displays the newly created clinician users.

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User Guide By default, user names and passwords are automatically assigned to each of them. The Company Administrator must change the assigned passwords. The new clinicians will be prompted to change their passwords the first time they log in.

Mapping Physicians
The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. To map physicians: 1. 2. Choose one or more physician records (either with the bulk method or individually). Choose an action appropriate for the physician(s) selected: 3. 4. Create: Creates a new physician in the EncorePro 2 system. The physician is unregistered. Map to existing: Displays a new drop-down list from which you assign the current physician to an existing physician stored in the EncorePro 2 system. Make historical: The physician is added and marked as unregistered and inactive.

Repeat steps 1 and 2 until all records have been mapped. Click Next to map the accessories.

Mapping Accessories
The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. Note: Mapped dependencies are not maintained across multiple import operations. Once the records are imported, the mappings are no longer available. However, if you map items, then close the data migration utility without performing an import, then the mappings are preserved and available the next time you run the data migration utility from the same computer.

To map accessories: 1. 2. Choose one or more accessory records (either with the bulk method or individually). Choose an action appropriate for the accessories selected: Create: Creates a new accessory in the EncorePro 2 system, unless the data migration utility detects an exact text match, in which case it will automatically perform Map to Existing. 63

User Guide 3. 4. Map to existing: Displays a new drop-down list from which you assign the current accessory to similar equipment currently stored in the EncorePro 2 system. Make historical: The accessory is added and marked as inactive.

Repeat steps 1 and 2 until all records have been mapped. Click Next to map the insurance providers.

Mapping Insurance Providers

The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. To map insurance providers: 1. 2. Choose one or more insurance provider records (either with the bulk method or individually). Choose an action appropriate for the insurance providers selected: 3. 4. Create: Creates a new insurance provider in the EncorePro 2 system. Map to existing: Displays a new drop-down list from which you assign the current insurance provider to an existing insurance provider stored in the EncorePro 2 system. Do not import: The insurance provider is skipped and not imported into EncorePro 2.

Repeat steps 1 and 2 until all records have been mapped. Click Next to map sleep labs.

Mapping Sleep Labs

The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. To map sleep labs: 1. 2. Choose one or more sleep lab records (either with the bulk method or individually). Choose an action appropriate for the sleep labs selected: Create: Accepts the Sleep Lab into the EncorePro 2 system. The sleep lab entry is unregistered. Map to existing: Displays a new drop-down list from which you can assign a sleep lab stored in the EncorePro 2 system.

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User Guide 3. 4. Do not import: The sleep lab is skipped and not added to EncorePro 2.

Repeat steps 1 and 2 until all records have been mapped. Click Next to map patients.

Mapping Patients
The Map Column and To drop-down lists and the Map it button function similarly to those in the Mapping Offices window. To map patients: 1. 2. Choose one or more patient records (either with the bulk method or individually). Choose an action appropriate for the patient(s) selected: Create: Creates a new patient record in the EncorePro 2 system using the exported patient information. Patient is considered to be active. If a clinician was not previously assigned in EncorePro 2, you must assign these patients to clinicians in an office. The assignments are maintained between office and clinician. However, if a patient was not assigned a clinician in EncorePro 1.8, or if a clinician was previously made historical, that clinician will not be available now, so a new clinician must be assigned. Map to existing: Displays a new drop-down list from which you can associate the exported patient with an existing patient stored in the EncorePro 2 system. The corresponding existing clinician and office are maintained and cannot be changed. The clinician assigned to the patient you map to will be associated with the patient imported from EncorePro. All demographic data from the EncorePro 2 patient is maintained. Only new interactions and reminders will be added from the imported patient. In some cases, an exact match to an existing patient is made, causing the Map to existing action to be read-only (cannot be changed). Make historical: Patients are added and are inactive. By default, patients discontinued in EncorePro 1.8 are marked as Make historical.

3.

Repeat steps 1 and 2 until all records have been mapped. When the import operation runs, all of the patients' data is imported. The demographic data is imported first and is available almost immediately. The first 10 patients with most recent therapy data are transferred immediately and are available shortly after the transfer starts.

4.

Click Next to continue. A confirmation window is displayed showing all new clinical user accounts created and all patients whose interaction data was changed during the mapping session.

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5.

Click Finish to continue with the Post-Process Steps.

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Post-Mapping Steps
After all dependencies have been mapped, clicking the Next button in the Mapping Patients window displays a mapping complete message, and prompts you to initiate the import process by clicking Begin Import. The movement of demographic data is initiated immediately, and a progress bar is displayed. EncorePro 1.8 therapy and phoned-in compliance data are transferred patient-by-patient in reverse chronological order (patients with most recent therapy data interaction dates are first). The first 10 patients with the most recent therapy data are transferred at a high priority. Therapy data includes data from the sleep therapy or home ventilation device that was imported into EncorePro 1.8 via SmartCard, direct download, or imported from an EncorePro 1.8 export file as well as phoned-in compliance data. Note: If errors occur during the import process, they are collected into an Error Log file. Click the View > Error Log options from the utility's main menu to view the error messages. Contact Respironics Product Support for assistance.

Report Differences: EncorePro 2 Version 2.2 Handling of Some Therapy Data Imported from EncorePro 1.8
EncorePro 2 version 2.2 is largely based upon EncorePro 1.8, and improvements continue to be made as the product evolves. Consequently, EncorePro 2 handles and reports some therapy data in a manner different from EncorePro 1.8. The conditions under which these differences occur are somewhat rare, but are included here for your information. If you have questions regarding the information below, contact Respironics' Technical Support. Session times/values may differ due to lack of patient disconnect supported in versions of EncorePro prior to 1.6. These differences may be seen on the Patterns of Use, Hours of Use, and Compliance Statistics. In some cases the daily details section of EncorePro (all versions) reports showed the min., max. pressure and the last leak and pressure values extending to the end of a session even though a patient had disconnected during the session. However, when this same information is evaluated by EncorePro 2 from the original SmartCard or when the information is imported from EncorePro 1.8, none of the values are extended to the end of the session; they stop when the patient disconnected from the device.

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User Guide An extra event may be displayed before a disconnect on graphs in the daily details section for vent/autoSV reports. A single event occurring after a disconnect/blower off event may be displayed on vent/autoSV reports. When using vents and autoSV devices, events occurring between disconnects and reconnects, as well as blower on/blower off events, are recorded on the SmartCard and stored in an EncorePro 1.8 database. As a result of the bulk import process, there are occasions when the first event recorded after a disconnect/blower off event is imported into EncorePro 2 and displayed in graphs in the daily details section of the report. The reason for this is because of the time stamp made on the event after the disconnect/blower off occurred. If the time stamp is within the patient connect time, even by a few seconds, then the event in between the disconnect/reconnect event or the blower on/off event, is displayed in the reports. Settings may not be displayed over the entire length of the pressure graph in the daily details section for vent/AutoSV reports. There may be instances when the settings from an autoSV, and possibly a vent device, are not displayed over the entire length of the pressure graph in the daily details section of a report. These can occur when there is a disconnect followed by a blower off event (normally there is a disconnect then reconnect) at the end of a session.

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Glossary
A-Flex
An algorithm for adjusting CPAP pressure during the later stage of inspiration and during exhalation to improve patient comfort based on a user-defined gain setting.

AHI
Apnea/Hypopnea Index. A count of apnea and hypopnea events per hour. When the AHI is greater than 15, the patient is likely to complain of excessive daytime sleepiness. When the AHI is greater than 30, the patient is at increased risk for cardiovascular complications.

Apnea
An apnea is indicated if there is an 80% reduction in airflow for 10 seconds compared to the average airflow over an extended period of several minutes or if there is no airflow detected for 10 seconds.

ASV
Automatic Servo-Ventilation. Pertains to a low-pressure, electrically driven ventilator system with electronic pressure control. The devices pressure controls are adjusted to deliver pressure support for patient ventilatory assistance. The device augments patient breathing by supplying pressurized air through a patient circuit. It senses the patients breathing effort by monitoring airflow in the patient circuit and adjusts its output to assist in inhalation and exhalation.

Auto-CPAP
Continuous Positive Airway Pressure (CPAP) that automatically titrates the pressure up and down based on the varying requirements of the patient.

AVAPS
Average Volume Assured Pressure Support therapy mode

Average AHI
The average AHI (Apnea/Hypopnea Index) is the total number of apneas and hypopneas that occurred during sleep divided by the number of therapy hours.

Average FOSQ Score

The total of all FOSQ scores divided by the number of questionnaires completed.

Average Hours of Use

The total number of hours the patient received therapy divided by the total days of use.

Average Time in Apnea Per Day

Total hours the patient spent in Apnea divided by the total days with device usage.

Average Time in Large Leak Per Day

Displays the average amount of time the patient spent with excessive air leakage that will compromise therapy. This could be the result of poor mask fitting.

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User Guide Bi-Flex

A small amount of pressure relief (levels of 1, 2, or 3) applied during the latter stages of inspiration and during active exhalation (the beginning part of exhalation).

Bi-Level
Two different positive pressure levels (IPAP/EPAP). The dual pressure levels provide a more natural means of delivering pressure support therapy to the patient resulting in improved patient comfort. The pressure toggles

between an inspiratory and an expiratory pressure during spontaneous breathing. BPM

Breaths per Minute

C-Flex
A small amount of pressure relief applied during active exhalation (the beginning part of exhalation).

Checksum
A computed value which depends on the contents of a block of data and which is transmitted or stored along with the data in order to detect corruption of the data. The receiving system recomputes the checksum based upon the received data and compares this value with the one sent with the data. If the two values are the same, the receiver has some confidence that the data was received correctly.

cm H2O
Measurement unit of pressure; centimeters of water.

Compliance
The consistency and accuracy with which a patient follows the regimen prescribed by a physician or other health professional.

Compliance Graph
Provides a view of the patient's therapy usage and the patient's compliance.

CPAP
Continuous Positive Airway Pressure

Cross-patient Report
Cross-patient reports display a summary of the patients associated with your company and offices.

Daily Events Per Hour

Number of events per hour for one night of therapy.

Date Range
Period of time included in a compliance download or on a report.

Desaturation
An indication that the patient's measured SpO2 is reduced by 3% or more.

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User Guide Diagnostic RDI

Diagnostic Respiratory Disturbance Index. The total number of breathing events divided by the total sleep time without therapy.

DME
Distributor of Durable Medical Equipment

EPAP
Expiratory Positive Airway Pressure

ESS
Epworth Sleepiness Scale. A test used worldwide by sleep professionals to measure sleep deprivation and daytime sleepiness.

Exhaled Tidal Volume

The amount of air passing out of the lungs for each breath.

FL
Flow Limitation is a partial obstruction of the airway as detected by a change in the shape of the flow signal.

Flow Limitation Index

Changes in flow limitation are recorded as events. The Flow Limitation Index is calculated by the total number of flow limitation events per night divided by the hours of use. Note: The average is calculated by taking the total number of events divided by the number of therapy days. This can be used to indicate if there has been a significant degradation in the flow signal, resulting in a pressure increase.

FOSQ
Functional Outcomes of Sleep Questionnaire. A "Quality of Life" measurement designed specifically for people with sleep disorders. The results allow health care professionals to evaluate how effective therapy is in improving the patient's ability to accomplish every day tasks. The FOSQ consists of 30 questions and normally takes approximately 15 minutes to complete.

GMT
Greenwich Mean Time (time zone)

HIPAA
Health Insurance Portability and Accountability Act of 1996 (August 21), Public Law 104-191, which amends the Internal Revenue Service Code of 1986. Also known as the Kennedy-Kassebaum Act. Title II includes a section, known as "Administrative Simplification," that requires: 1. Improved efficiency in healthcare delivery by standardizing electronic data interchange, and 2. Protection of confidentiality and security of health data through setting and enforcing standards.

Hours of Usage
Shows patterns of use displayed by date.

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User Guide Hypopnea

An hypopnea is indicated if there is approximately 40% reduction in airflow for a duration of between 10 and 60 seconds, compared to the average airflow over an extended period of several minutes. Following a reduction in airflow, the therapy device must see two recovery breaths in order to label the event as a potential hypopnea.

Hypopnea Index
The Hypopnea Index is calculated by the total number of hypopnea events per night divided by the hours of use.

Interactions
Activities performed to record patient data. The interactions in EncorePro include Download Data, Input FOSQ Test, and Create Prescription. The Create Prescription interactions enable you to record information related to the following: device prescription, filter replacement, humidifier prescription, mask prescription, tubing replacement, other accessory replacement.

IPAP
Inspiratory Positive Airway Pressure

JPEG
Joint Photographic Experts Group. A standard algorithm for the compression of digital images.

Leak
The amount of air leakage in the patient circuit.

LL
Large Leak

LPM
Liters per Minute

MaP
Minutes at Pressure

Mean Pressure
Average device pressure multiplied by the time at pressure divided by the total time in the device.

Minimum O2 Saturation
Lowest arterial saturation recorded during a sleep study.

Minimum Therapy Time

The minimum number of hours of usage per day to be compliant.

Minute Vent
The average minute ventilation (tidal volume x rate) measured per hour of use.

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User Guide Modem

An electronic device that makes possible the transmission of data to or from a computer via telephone or other communication lines.

MPAP
Micro Positive Airway Pressure (can also be Mean Pulmonary Artery Pressure).

NRAH Index
Non-Responsive Apnea/Hypopnea Index. A non-responsive apnea/hypopnea flag is generated when a patient has apneas and or hypopneas that do not respond to increased pressure from a pressure therapy device. It is detected when the patient has at least 2 apneas and/or hypopneas, the pressure level of the therapy device increases at least 3 cm H2O, and the patient continues to have apneas and/or hypopneas. Total Events / Total Session Hours = Index.

Obstructive Apnea
Obstructive Apnea (OA) is a temporary cessation of airflow without an accompanying cessation of respiratory effort.

Obstructive Apnea Index

The Obstructive Apnea Index is calculated by the total number of Obstructive Apnea events per night divided by the hours of use.

OSA
Obstructive Sleep Apnea

Oximetry
Oximetry is a procedure for measuring the concentration of oxygen in the blood.

Patient Interaction Reports

Interaction reports display details of every interaction listed in a patients record.

Patient Summary Reports

Patient summary reports display a summary of each patients therapy.

Patient-Triggered Breaths
Breaths initiated by the patient.

Patterns of Use
Displays the total daily usage time of the therapy device.

PC
Pressure Control therapy mode

PCMCIA
A type of connector (port). Short for Personal Computer Memory Card International Association, and pronounced as separate letters. On many laptop computers, there will be a PCMCIA slot where a PCMCIA device (e.g., SmartCard reader/writer) can be connected.

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User Guide PCP

Primary Care Physician

Peak Average Pressure

The largest average CPAP Pressure in the date range.

Percent Compliance
The percentage of days that the patient received therapy for more than the minimum therapy hours setting.

Percent Compliance Graph

Shows the percent of compliance for each mode of therapy.

Phoned-In Compliance
Refers to basic compliance statistics displayed on the device that the patient reports to the home care provider or DME via the telephone. Generally, low-end devices that do not have SmartCard or SD Card support use phone-in compliance as a means to report patient compliance for reimbursement.

Pressure
Pressure settings and average delivered pressures are indicated as colored lines on reports.

Ramp
During ramp time, a patient starts therapy at a pressure lower than the prescription. The pressure is incrementally increased over time while the patient is falling asleep.

Ramp Time
The time over which the pressure increases from the initial low-value, to the prescription value.

RERA
Respiratory Event Related Arousal

RDI
Respiratory Disturbance Index

REMstar Auto Flags

Measurements recorded in 30 second intervals for the following measures: NR = Non-Responsive Apnea/Hypopnea event OA = Obstructive Apnea event H = Hypopnea event FL = Flow Limitation event S = Snoring event AHI = Apnea/Hypopnea Index (the sum of the Apneas and Hypopneas during the night divided by the number of therapy hours).

S/T
Spontaneous/Timed therapy mode

SD Card
A SD Card (Secure Digital Card) is an integrated circuit which is housed in a compact, rugged plastic enclosure. SD Cards are designed to store data and to enable the transfer of data between devices equipped with SD Card slots.

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User Guide Session

A length of time in which therapy has been delivered with breaks lasting no more than one hour.

Sigh
A breath that is delivered every 100 mandatory or assisted breaths at 150% of the normal volume.

Sleep Therapy Flags

Measurements recorded in 30 second intervals for the following measures: OA = Obstructive Apnea event H = Hypopnea event S = Snoring event AHI = Apnea/Hypopnea Index (the sum of the Apneas and Hypopneas during the night divided by the number of therapy hours).

SmartCard
A type of memory card inserted in some therapy devices that records the patient's device usage information. The SmartCard can be removed for easy download of the data into EncorePro.

SmartCard Reader/Writer
The SmartCard reader/writer is used to download compliance data from a SmartCard.

Snore
A loud upper airway breathing sound during sleep, without episodes of apnea.

Split Night A mode that enables the auto CPAP algorithm to be delayed by a pre-selectable time interval. Therapy Exception
An indication when any of the Additional Reasons to Call (determined during the modem setup) occurred.

Tidal Volume
The amount of air passing in and out of the lungs for each breath.

Total AHI
The sum of the Apneas and Hypopneas divided by the number of therapy hours.

USB
Universal Serial Bus

USB Connector
A type of connector (port). Short for Universal Serial Bus. This type of connector can be used to connect peripheral devices (e.g., mice, keyboards, SmartCard reader/writer). VAPS Volume Assured Pressure Support, breath by breath correction towards a target tidal volume.

Vibratory Snore (VS) Index

The Vibratory Snore Index is the total number of vibratory snoring events per night divided by the hours of use.

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User Guide VPN

Virtual Private Network

VTE
Estimated average exhaled tidal volume.

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User Guide

Index
Company Settings ...................................... 38 Compliance ................................................ 20 Calculation ............................................. 43 Report .................................................... 30 DME ........................................................... 38 Full Service Sleep Lab ................................. 38 HIPAA ........................................................... 1 Lists ............................................................ 47 My Profile ................................................... 31 Notes .................................................... 15, 25 Office .......................................................... 38 Patient Add new ................................................. 10 Assignment ............................................ 46 Contacts ........................................... 14, 31 Deactivating a Patient ............................ 13 Editing Patient Information.................... 31 Exporting Patient Record ....................... 22 Importing Patient Record ....................... 11 Insurance Information ........................... 31 Profile ..................................................... 31 Searching for ............................................ 9 Physician Practice ...................................... 38 Preferences ................................................ 49 Prescription Device Prescription ................................ 23 Editing Prescription Information ............ 25 Humidifier Prescription .......................... 23 Mask Prescription .................................. 24 Other Accessories .................................. 24 Questionnaire ...................................... 15, 28 Reassign Download Compliance ................ 19 Reminders ........................................ 9, 15, 25 Reports Compliance............................................. 30 Cross Patient .......................................... 33 Mask Replacement ................................. 35 Phoned-in Compliance ........................... 30 Roles ........................................................... 41 Sleep Lab .................................................... 38 SmartCard Download ............................................... 16 Erase ....................................................... 16 Preview................................................... 16 Therapy Data .............................................. 20 Phoned-in Therapy Data ........................ 18 Users .......................................................... 39

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EncorePro 2 Version 2.2User Guide

Respironics Inc. 1001 Murry Ridge Lane Murrysville, PA 15668 USA

Respironics Deutschland Gewerbestrasse 17 82211 Herrsching, Germany

1060291
1066548 RPM 10-12-09