Reprolog

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Frequently Asked
Questions

What is Reprolog?

Reprolog is a cutting-edge, cloud-based software solution designed for dental clinics and institutions. It simplifies sterilization, reprocessing, and instrument tracking while ensuring full compliance with Infection Prevention and Control (IPAC) standards.

With an intuitive Android-based mobile application and a powerful web-based control panel, Reprolog enables seamless tracking, monitoring, and reporting of sterilization cycles, enhancing efficiency and compliance.

Who can use Reprolog?

Reprolog is designed for various dental settings, including:

  • Dental Clinics – Ideal for single-location clinics to streamline sterilization tracking and maintain compliance.
  • Multi-Branch Clinics – Ensures centralized management and seamless synchronization of sterilization records across multiple locations.
  • Dental Service Organizations (DSOs) – A scalable solution for managing sterilization processes across numerous affiliated clinics.
  • Public Health Clinics – Supports large-scale operations with efficient sterilization tracking, regulatory compliance, and audit-ready reporting.
What security measures does Reprolog use to protect sterilization records?

Reprolog implements robust security measures, including:

  • Data Backup & Retention – Records are securely backed up and retained for 10 years.
  • AWS Secure Hosting – Data is protected with advanced security protocols.
  • SSL & AES-256 Encryption – Ensures secure transmission and storage of sensitive information.
  • Multi-Factor Authentication (MFA) – Adds an extra layer of access protection.
  • Real-Time Monitoring – Detects and mitigates security threats.
  • Regulatory Compliance – Adheres to industry security standards for data protection.
Can Reprolog be customized for my clinic’s workflow?

Yes, Reprolog is customizable to fit your clinic’s workflow. You can personalize sterilization cycle details, article names, autoclave settings, and labels to match your operational needs. This flexibility enhances efficiency, reduces errors, and ensures compliance across single or multi-location practices.

How does Reprolog handle backup?

Reprolog uses a secure cloud-based system with real-time synchronization, automatic backups, and redundant storage to protect your data. This ensures seamless access, instant recovery, and compliance with industry standards, eliminating the risk of data loss or manual backup needs.

What is included in the Monthly Support Plan for Reprolog?

The Monthly Support Plan includes:

  • Cloud Hosting: Secure storage for easy access to sterilization records with protection against data loss.
  • Software Updates: Regular updates for the latest features and optimizations.
  • Technical Support: Expert assistance for troubleshooting and system guidance.
  • Remote Services: Quick remote help for troubleshooting and system adjustments.
Can Reprolog be integrated with patient management softwares?

Yes, Reprolog seamlessly integrates with patient management software, enabling automatic synchronization of sterilization records, instrument tracking, and patient data. This integration eliminates manual data entry, reduces errors, and ensures a smoother, more efficient workflow, improving both operational efficiency and patient care.

Is Reprolog compatible with various autoclave models?

Yes, Reprolog is compatible with various autoclave models and integrates seamlessly to track sterilization cycles. It captures detailed cycle data such as time, temperature, pressure, and load statuses, ensuring accurate tracking and compliance with sterilization standards.

Is Reprolog scalable for dental practices of all sizes?

Yes, Reprolog is fully scalable, supporting dental practices of any size. It adapts to single-location clinics or multi-location networks, ensuring centralized management, synchronized data, and real-time sterilization tracking across locations. As your practice grows, Reprolog maintains optimal performance and customizes workflows to meet your evolving needs.

How does Reprolog ensure patient confidentiality?

Reprolog does not store patient-specific details. It tracks sterilization loads using unique cycle numbers and monitors article details through assigned control numbers. Reprolog integrates with patient management systems to securely push relevant sterilization data while maintaining strict data separation, ensuring patient confidentiality and compliance with regulatory standards.

How does Reprolog help with sterilization compliance?

Reprolog helps dental clinics maintain compliance with sterilization regulations by tracking all sterilization cycles, including detailed logs for instruments, autoclave performance, and maintenance. This thorough documentation is essential for compliance during inspections.

The system generates automated reports that provide an accurate record of sterilization activities. These reports can be easily accessed and exported for internal or external audits.

Reprolog’s real-time data analytics offer insights into sterilization process effectiveness. This allows clinics to identify and address any issues before they impact compliance.

How does Reprolog help improve sterilization efficiency?

Reprolog automates sterilization tracking using QR codes and autoclave logs, ensuring accurate cycle documentation and eliminating manual record-keeping.

It provides real-time insights, allowing staff to monitor sterilization processes and identify issues early. Customizable reports and analytics help improve operations.

By integrating with patient management systems, Reprolog links sterilization cycles to patient records, reducing errors and improving workflow, ensuring better compliance and accuracy.

Why should I choose Reprolog?

Reprolog offers:

  • User-Friendly Interface: Intuitive design for quick adoption by staff.
  • Customization: Tailor workflows, tracking, and reporting to fit clinic needs.
  • Cloud & Multi-Branch Support: Secure, remote access and centralized management for multi-location clinics.
  • Future-Proofing & Scalability: Regular updates and compatibility with future technologies.
How does Reprolog benefit Dental Service Organizations (DSOs)?

Reprolog offers centralized management for DSOs, allowing real-time monitoring of sterilization practices across multiple locations. It automates compliance documentation, standardizes infection control protocols, and sends proactive alerts for incomplete cycles. This reduces administrative workload, improves patient safety, and enhances operational efficiency, leading to cost savings.

How does Reprolog impact the dental industry?

Reprolog enhances the dental industry by providing complete sterilization tracking, improving patient safety and infection control. It offers data-driven insights for optimized sterilization practices and operational efficiency. For multi-location practices, Reprolog ensures consistent tracking across branches, helping maintain compliance. By automating documentation, it reduces administrative burdens, lowers costs, and streamlines workflows.

What is the Favorite List feature in Reprolog?

The Favorite List in Reprolog enables users to save frequently used instruments as a categorized list for quick selection during sterilization. This feature reduces processing time and ensures consistency, making it especially beneficial for dental clinics that regularly sterilize the same instruments.

What reporting capabilities does Reprolog offer?

Reprolog offers a comprehensive reporting system that simplifies sterilization management. Through the Reprolog app, users can access detailed reports, such as BI-Callback and Discarded Items details, which can be emailed to registered addresses.

The web control panel provides expanded reporting capabilities, including sterilization logs, service records, and real-time data filtering. Available reports include Used Articles, Autoclave Service Logs, Bi Record, Sterilization Audit Logs, and more.

Reports can be customized, downloaded, and securely stored for easy access and offline use, helping clinics improve efficiency and ensure compliance.

Does Reprolog support multiple user roles with varying access levels?

Reprolog offers a user-friendly dashboard that allows you to efficiently manage and register users with different roles and access levels. Through the dashboard, administrators can create, edit, and assign specific roles to users, ensuring that the right personnel have access to the necessary information.

Key features of the user management system include:

  • User Registration: Add new users by entering their first name, last name, email, and username. Each user is assigned a unique PIN for secure access.
  • Role Assignment: Users can be assigned specific roles such as staff, supervisor, or admin, based on their responsibilities and access requirements.
  • Password Management: Passwords are securely set and can be easily updated. 
  • Email Notifications: When registering or editing a user, the system can send an email with the necessary login details to the user.

This comprehensive user management system gives administrators full control over access levels and user information, streamlining operations and maintaining data security within Reprolog.

How does Reprolog support multi-branch functionality?

Reprolog provides robust support for multi-branch dental practices, offering flexible management and seamless integration of all branches from a single platform. Here’s how Reprolog helps manage operations across multiple locations:

  • Branch Registration and Setup: Admin users can register each branch through the Reprolog dashboard by entering branch details. This allows you to keep all locations organized in one system.

  • Multiple User Access: Reprolog allows the creation of separate logins for users at each branch. Admins can assign roles and set permissions to restrict access to specific locations, ensuring the right people have access to the right information. This ensures secure and efficient management of each clinic’s operations.

  • Centralized Control: With multi-branch support, administrators can monitor and manage sterilization processes for all branches from a centralized dashboard. This includes tracking sterilization loads, autoclave service logs, and generating reports for each location individually or across the entire network.

  • Data Analytics: Reprolog’s analytics features provide valuable insights into sterilization performance across all branches. Users can view real-time performance evaluations, analyze operational trends, and make data-driven decisions to optimize clinic processes.

  • Seamless Integration: Reprolog allows for the seamless tracking and integration of sterilization data across multiple branches without disruption. This centralization ensures that compliance is met and performance is optimized.

How can I track sterilization performance across multiple locations?

Reprolog offers an efficient and centralized solution for tracking sterilization performance across multiple locations, whether you operate a single dental clinic or a network of branches. Through Reprolog’s web control panel with dashboard, you can easily access real-time data on critical sterilization activities across all locations in your network. Users can analyze branch-specific data using the dashboard.

For example, you can monitor the AutoClaves Load and the Total Used Articles for each branch, ensuring that sterilization cycles are being effectively carried out. Reprolog also tracks Registered Users, ensuring you have full visibility into who is performing sterilization tasks across your network. These detailed metrics allow you to evaluate how effectively each branch is managing sterilization processes.

Reprolog’s reports can be tailored to meet the specific needs of each location, allowing you to drill down into detailed metrics such as cycle times, equipment status, and usage patterns. By reviewing these reports, you can identify areas for improvement and implement targeted strategies to enhance efficiency and reduce operational costs.

Does Reprolog support customizable label printing?

Reprolog provides fully customizable label printing to meet the unique needs of your dental clinic. The system allows you to configure labels to include essential details such as cycle number, article descriptions, sterilization dates, control numbers, and other relevant tracking information. This ensures that every sterilized instrument is properly labeled for accurate identification and compliance.

Reprolog’s label printing feature is designed to offer flexibility, allowing clinics to tailor the format, and content of labels according to their operational preferences. Labels can also be customized to include branding elements ensuring a professional and standardized appearance.

Using thermal transfer printing technology, Reprolog produces durable, high-quality labels that remain legible throughout handling, sterilization, and storage. This enhances traceability and ensures compliance with sterilization protocols.

What are the key functions available in the Reprolog control panel for users?

The Reprolog control panel offers several key functions and benefits:

  1. Centralized Management: Provides a unified platform to manage all aspects of the sterilization process.
  2. Tracking & Reporting: Enables real-time tracking of autoclave loads, used articles, and biological testing.
  3. User & Branch Management: Allows users to manage user registrations, assign branches, and configure autoclaves.
  4. Compliance & Documentation: Facilitates the documentation of sterilization cycles and ensures compliance with regulatory standards.
  5. Accessibility: Provides the ability to access, update, and maintain accurate records from anywhere, supporting remote operations.
  6. System Configuration: Allows for easy configuration and monitoring of autoclaves, cycle types, and biological lot numbers.
What are the main functionalities of the Reprolog application?

The Reprolog application offers a range of powerful functionalities to ensure seamless and efficient management of the sterilization process.

Here’s a detailed breakdown of its core features:

  1. Sterilization Cycle Tracking:
    The application enables users to monitor and track the progress of sterilization cycles in real-time. This includes tracking the status of each cycle and providing clear visibility into the entire sterilization workflow. 

  2. Autoclave Control & Monitoring:
    Reprolog allows users to control and manage multiple autoclaves from the application. It helps in configuring cycle parameters, scheduling sterilization cycles, and receiving alerts or notifications regarding the autoclave’s performance. Users can also monitor the status of autoclaves, including any issues that may arise during the sterilization process, ensuring prompt action is taken if needed.

  3. QR Code Scanning:
    The application uses QR code scanning to facilitate quick identification and addition of articles to the sterilization process. Each article is tagged with a unique QR code, which is scanned to instantly add it to the system. 

  4. User Management:
    Reprolog includes a user management feature that allows administrators to create and manage user accounts with different access levels. This provides security, helping to prevent unauthorized access to sensitive information and ensuring compliance with regulatory standards.

  5. Data Syncing:
    The application ensures that all data entered or updated is synced across all devices in real-time. This supports in cloud synchronization, which helps in securing the data and enabling access from multiple devices.

  6. Reporting:
    Reprolog provides the ability to generate comprehensive reports on various aspects of the sterilization process. These reports are useful for auditing purposes, ensuring compliance with safety and regulatory standards, and identifying any areas for improvement in the process.

  7. Remote Access:
    With internet connectivity, the Reprolog application allows users to access the system remotely, enabling them to monitor and manage sterilization processes from any location. 

  8. Integration with Control Panel:
    The Reprolog application is seamlessly integrated with the Reprolog web control panel, allowing users to view and manage sterilization data from a centralized interface. This integration makes it easy for users to check the status of autoclaves, update records, and generate reports, all from a single platform.

Can Reprolog be used on multiple devices simultaneously?

Yes, Reprolog can be accessed on multiple devices simultaneously. The system is designed to support multi-device usage, allowing different users to log in from various locations and manage sterilization records in real time. This multi-device compatibility enhances flexibility, improves workflow efficiency, and ensures seamless collaboration across different users within a clinic or multi-branch setup.

How does Reprolog manage user roles and permissions?

Reprolog utilizes role-based access control (RBAC) to ensure that users have the appropriate permissions based on their responsibilities:

  • Administrative Users – Manage system settings, user access, and overall compliance tracking.
  • Clinical Staff – Record sterilization cycles, scan instruments, and monitor process status.
  • Maintenance Staff – Receive alerts for maintenance schedules and ensure proper equipment functionality.

This structured access control enhances security, accountability, and operational efficiency within the system.

Does Reprolog provide real-time alerts and notifications?

Yes, Reprolog is equipped with real-time alerts and notifications to enhance operational efficiency and regulatory compliance.

  • Alerts: Immediate notifications for errors, maintenance requirements, and compliance issues to prevent workflow disruptions.
  • Notifications: Automated reminders for scheduled maintenance, overdue tasks, and pending actions, ensuring seamless operations.

These proactive alerts and notifications keep users informed, enabling timely actions to maintain sterilization standards and equipment efficiency.

How does Reprolog protect against data loss?

Reprolog takes multiple measures to ensure the protection and integrity of your sterilization records, preventing potential data loss. These measures include:

  1. Regular Data Backups:
    Reprolog performs scheduled, automated backups of all critical data, including sterilization records, system configurations, and user information. These backups are stored securely to ensure that in the event of a system failure or technical issue, data can be quickly restored without any loss.

  2. Cloud-Based Storage:
    Data is stored securely in the cloud, using industry-leading cloud service providers like AWS. Cloud storage offers high reliability, scalability, and the ability to access backups from any location, ensuring your data is not dependent on local hardware or infrastructure.

  3. Redundancy and Failover Protection:
    Reprolog’s infrastructure is designed with redundancy and failover mechanisms, meaning that multiple copies of data are stored across different servers and data centers. This ensures that if one system or server experiences an issue, another copy of the data is available, preventing data loss.

  4. Real-Time Data Synchronization:
    Reprolog continuously synchronizes data in real-time between the Android application and web-based control panel. This ensures that any changes made to sterilization records or other data are instantly updated and stored across all devices, minimizing the risk of data inconsistency or loss.

  5. Data Integrity Checks:
    The system regularly performs integrity checks to verify the consistency and accuracy of the stored data. If any discrepancies are detected, the system can automatically flag and address the issue, preventing corrupted or incomplete records from being stored.

How does Reprolog handle errors and technical issues?

Reprolog employs a comprehensive approach to handle errors and technical issues, ensuring that users experience minimal disruptions to their operations. The system’s error handling and support processes include:

  1. Detailed Error Logs:
    Reprolog automatically generates detailed error logs for any system issues that occur. These logs provide a clear record of the problem, including the time, nature of the issue, and any relevant system details. This makes it easier for support teams to diagnose and resolve the issue quickly, minimizing downtime.

  2. Proactive Monitoring and Alerts:
    The system is equipped with real-time monitoring that detects potential errors or performance issues early. In case of critical failures, users receive automated alerts, enabling them to take immediate action or reach out to support teams for resolution.

  3. Customer Support:
    Reprolog offers dedicated customer support to assist with technical problems. Support teams are available to provide troubleshooting guidance, resolve issues, and ensure that the system continues to operate smoothly. Users can contact support via email, phone, or online chat, depending on their preferred method of communication.

What are the hardware requirements for Reprolog?

To ensure optimal performance and seamless integration, Reprolog is designed to work with a carefully selected set of hardware components. The essential hardware required for the system includes:

  • Android Display Tab with Tabletop Stand: A user-friendly touchscreen interface that supports Reprolog software. 

  • Thermal Transfer Label Printer: High-quality printer for producing durable, long-lasting sterilizer-safe labels, ensuring accurate identification and reliable tracking of instruments and sterilization cycles.

  • QR Code Scanners: Scanners that support fast, precise scanning of instruments and items, helping reduce errors and improve workflow efficiency.

  • Thermal Labels and Resin Ribbon: Sterilizer-safe thermal labels and resin ribbons that ensure high-quality, long-lasting prints for instrument identification and sterilization logs.

These hardware components work harmoniously with Reprolog’s software, providing a complete and efficient solution for dental sterilization management.

What access rights are required for Reprolog software to function properly?

Reprolog software requires the following additional access rights to function properly:

  1. Camera Access: To capture images of test results and sterilized instruments for documentation and verification.
  2. Printer Connection: To connect with the thermal transfer label printer for printing sterilization labels.
  3. QR Code Scanner Connection: To connect and operate QR code scanners for tracking sterilized items.
  4. Internet Access: For syncing data across devices, cloud functionalities, and receiving software updates.
  5. System Storage Access: To store app data, logs, and other necessary files for smooth operation.

Granting these access rights ensures that Reprolog can function efficiently and effectively, providing users with a seamless experience.

The recommended software requirements for Reprolog are as follows:

  1. For Reprolog Application:

    • An Android version of  10 or above is required for the tablet to run the Reprolog application smoothly.
    • Remote access is also recommended for troubleshooting, updates, and support.

  2. For Reprolog Control Panel:

    • The control panel is compatible with any device that has an internet connection.

  3. For Both Application and Control Panel: Internet access is essential.

Why does Reprolog need internet access?

A reliable internet connection is mandatory for Reprolog to operate effectively because it enables several critical functions:

  1. Real-Time Data Syncing: Ensures that data entered or updated in the Reprolog application and control panel is instantly synced across all devices, maintaining consistency and preventing data loss.
  2. Cloud-Based Storage: Allows secure storage, retrieval, and backup of sterilization data, ensuring access to records from anywhere.
  3. Software Updates: A stable connection ensures that both the Reprolog application and control panel can receive important updates, including new features, bug fixes, and security patches.
What information is included on a sterilization label in Reprolog?

A sterilization label in Reprolog contains essential details for tracking and compliance. The key information printed on the label includes:

  1. Date and Time – The exact timestamp when the sterilization cycle was completed.
  2. Autoclave Name – Identifies the specific autoclave used for the sterilization process.
  3. Cycle Number – The assigned number for the sterilization cycle, ensuring traceability.
  4. Control Number – A unique identifier for the sterilization batch, linking it to system records.
  5. User Name/Initials – The name or initials of the operator who performed the sterilization.
  6. QR Code – A scannable code for quick access to sterilization details within the Reprolog system.
  7. Expiry Date – Indicates when the sterilized item should no longer be considered sterile.
  8. Item Name – Specifies the name of the instrument or item that has been sterilized.

The details on a Reprolog sterilization label can be customized based on user preferences and facility requirements.

What is the architecture and design framework of Reprolog?

Reprolog is designed with a scalable and secure architecture to ensure seamless operation across different platforms. Its framework consists of multiple components:

  1. Android Standalone Application

    • User Interface (UI): Optimized for Android tablets with a responsive design for ease of use.
    • Functionality: Supports sterilization tracking, instrument usage recording, status checks, and report generation.
    • Integration: Syncs with backend services for real-time data updates.

  2. Web-Based Dashboard

    • Administrative Control: Enables management of multiple clinics and sterilization workflows.
    • Data Visualization: Provides a real-time performance dashboard with analytics.
    • Accessibility: Accessible from any internet-connected device.

  3. Backend Services

    • Server-Side Logic: Built using Node.js and Express.js to handle business logic and API requests.
    • API Endpoints: Supports CRUD operations for managing data securely.

  4. Database Management

    • Database: Uses MySQL for secure and efficient data storage.
    • Data Integrity: Ensures consistency and accuracy across all system modules.
Can Reprolog work without hardware?

No, for optimum performance, at least one printer and one scanner is recommended. While the Reprolog software can run on other tablets or devices, having the proper hardware—such as a label printer and a scanner—is essential for printing labels and scanning data to the system efficiently. This ensures seamless integration and enhances the overall user experience.

Do I need to install any additional software or plugins to use Reprolog?

For the core functionality of Reprolog, no additional software or plugins are required. However, if remote support or troubleshooting is needed, we recommend installing remote support software. This enables our team to assist you more efficiently and resolve any issues promptly, without the need for on-site visits. We’re here to help ensure everything runs smoothly!