Patients & Patient Records

Patients & Patient Records

3.1 Patients tab overview

Purpose: Central hub to manage, find, and access patients across your assigned groups.

Patient List Basics

The patient list displays all patients you have access to, across one or more groups.

Each row shows key information at a glance:

  • Patient name
  • Order code (new OBA)
  • Group
  • Sessions (only valid sessions)
  • Interpretations
  • Last Interpretation Status
  • Tags

You can sort the list by selecting column headers.

3.2 Filtering & Export

Filtering Patients

Use filters to narrow the patient list and focus on specific workflows.

Available filters include:

  • Groups
  • Sessions (e.g., has sessions, no sessions)
  • Interpretations (e.g., started, completed)
  • Last interpretation status
  • Tags

Filters apply instantly.

  • To clear filters, reset the filter panel.
  • Filtered views update the URL.

Tip: You can bookmark or share a filtered URL to return to the same view later.

Exporting Patient Data

  • Use Export to download patient data.
  • Export format: CSV.
  • Exported data reflects current filters.
  • What you see is what you get.

3.3 Staff access management

Creating & Managing Staff Members

Site Admins can manage staff access from the Patients tab.

Here’s how it works:

Step 1: Create an account

  • Click New Staff Member / New User
  • Enter the team member’s first name, last name, and email address.
  • Create a temporary password for the new account.

Step 2: Define groups and roles

  • Assign the appropriate roles for the user within your group(s).

If the team member will have the Interpretation role, you will need to provide e-signature details, including:

  • Title (e.g., MD)
  • Credentials (e.g., Diplomate Sleep Physician)
  • NPI (10-digit number)

For team members assigned the Group Admin role, e-signature details are optional.

Note: If any adjustments are needed to the e-signature details after setup, please contact provider support for assistance.

Edit permissions

  • You can a staff member’s role
  • Add or remove group access
  • Remove staff access entirely by unchecking all the boxes.

Changes apply immediately.

3.4 Moving patients between groups

You can reassign a patient to a different group.

  • Select the patient.
  • Change the assigned group.

Important: When a patient’s group changes:

  • Available templates may change.
  • Validation rules may change.
  • Report designs may change.

3.5 Patient record overview

Purpose: Review, interpret, and manage all data related to an individual patient.

Opening a Patient Record

  • Select a patient name to open the patient record.
  • The patient record opens in a dedicated view with sessions, interpretations, and details.

Patient Header Overview

The patient header remains visible as you navigate the patient record.

It displays:

  • Patient name
  • Email address
  • Order code (new OBA)
  • Assigned group

From the header, you can:

  • Change the patient’s group using the pencil icon
  • Access trends and sessions
  • Copy order code (if applicable)

Sessions & Interpretations

This section lists all sessions and interpretations associated with the patient.

  • Sessions represent recorded sleep data.
  • Interpretations represent clinical reviews of one or more sessions.

Each session row shows at a glance:

  • Session date and start time
  • Session ID (useful for troubleshooting)
  • Study type (HSAT level, number of nights)
  • Status
  • Tags
  • Meaningful metrics:
    • Total Recording Time
    • Total Sleep Time
    • AHI
    • ODI
    • Min. SpO2
    • T90
    • RDI
    • AHI Supine
    • Central AHI
    • %CA (CA/AH)

Each interpretation row shows:

  • Interpretation date
  • Interpretation status (pending interpretation, started, re-sign or completed)
  • Last saved
  • Completed date
  • Associated session(s)

Empty states

  • If no sessions exist, an empty state is shown.
  • Interpretations cannot be created until at least one valid session is available.

3.6 Editing patient data

You can update patient demographic and identifying information.

It’s organized into three key sections:

  1. Basic Info – Essential patient information such as personal details.
  2. Clinical Info – Manage important medical data related to the patient's health history.
  3. Additional Info – Includes extra fields like referring physician, medical record number, and customizable fields for any other relevant details.

Customizable Reports

All these new fields are available for use in your patient reports via the Data Dictionary. You can integrate these values into custom reports simply by adding the appropriate keywords.

Interpretation impact

  • Updates apply to future interpretations.
  • Completed interpretations are not retroactively modified.
  • Ongoing reports can be updated by clicking the Refresh button.

3.7 Trends

The Trends view shows longitudinal data across multiple sessions for the same patient.

Use trends to:

  • Compare sessions over time
  • Identify patterns or changes
  • Support longitudinal clinical review

3.8 Documents

You can upload and manage supporting documents in the patient record.

  • Supported document types: PDF, Word, PNG or JPG (max. 25 MB)
  • Uploaded documents appear in the Documents section of the patient record.
  • Documents remain available for future reference.

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