Patient Management

Complete patient lifecycle management with capita cycle tracking and state transitions

Overview

DataMed’s patient management system handles the complete lifecycle of sleep apnea patients, from registration through 18-month capita cycles with automatic state tracking and clinical data organization.

All patient data is organized by Ingreso (admission cycles). Each patient can have multiple cycles throughout their treatment history.

Patient States

The system tracks three distinct patient states within each admission cycle:

ACTIVO

Patient is currently enrolled and receiving treatment

SUSPENDIDO

Treatment temporarily paused (e.g., waiting for equipment)

TERMINADO

Capita cycle completed or treatment discontinued

Creating a New Patient

1. Access Patient Creation

   Navigate to Patients → Create Patient in the main navigation menu

2. Complete Patient Information

   Fill in the required demographic and clinical information:

   Demographics

   • Personal Information: Name, document type & number, date of birth, gender
   • Contact Details: Department, city, zone (urban/rural), phone numbers
   • Administrative: Health entity (Ecopetrol, Sanitas), civil status, socioeconomic stratum

   Clinical Data

   • Anthropometrics: Weight (kg), height (m), abdominal perimeter (cm), neck circumference (cm)
   • Medical Information: Referring physician, specialty, clinical diagnosis
   • Program Details: Program type (AOS/Insomnia), capita value, admission date
3. Set Admission Date

   The fecha_inicio_programa (program start date) automatically creates an active Ingreso:

   # Automatic Ingreso creation on patient save
   Ingreso.objects.create(
       paciente=patient,
       fecha_inicio=fecha_ingreso,
       estado='ACTIVO'
   )
   
4. Confirm Creation

   Click Save to create the patient. The system confirms with a success message and redirects to the patient list.

When a patient is created, their capita cycle automatically starts at Month 1 based on the admission date.

Patient List & Search

The patient list view provides powerful filtering and search capabilities:

Search Filters

Search by Name, Document, or Capita Month

The patient list supports three filter types:

Text Search - Searches across:

• First name (nombre)
• Last name (apellido)
• Document number (documento)

Capita Month Filter - Filter patients by their current capita month (1-18):

# Capita month is calculated from admission date
@property
def mes_capita(self):
    hoy = date.today()
    meses = (hoy.year - self.fecha_inicio.year) * 12 + \
            (hoy.month - self.fecha_inicio.month) + 1
    
    if meses < 1: return 1
    if meses > 18: return 18
    return meses

Active Status Filter - By default, only shows patients with ACTIVO status

Pagination

The system displays 10 patients per page to optimize performance and improve usability. Search filters persist across page navigation.

Editing Patient Information

1. Access Patient Details

   Click on any patient name in the patient list to open their detail view

2. Update Information

   Modify any patient field as needed. The form pre-populates with current data including:

   • Demographic information
   • Clinical measurements
   • Current admission date
3. Update Admission Date

   If the admission date is modified, the system automatically updates the active Ingreso:

   # Admission date update logic
   nueva_fecha = form.cleaned_data.get('fecha_inicio_programa')
   if ingreso_actual:
       ingreso_actual.fecha_inicio = nueva_fecha
       ingreso_actual.save()
   
4. Save Changes

   Click Update to save changes. The system confirms and returns to the patient list.

18-Month Capita Cycle

Each patient admission operates on an 18-month capita cycle:

Months 1-6

Initial diagnostic phase with baseline polysomnography and equipment titration

Months 7-12

Regular monitoring and therapy adjustments

Months 13-18

Maintenance phase with quarterly follow-ups

Capita Calculation

The current capita month is automatically calculated based on the admission date:

• Month 1: Admission month
• Month 18: Final month of capita cycle
• After Month 18: Patient remains at month 18 until cycle is closed

The capita month calculation is critical for follow-up scheduling and ensuring patients receive timely interventions.

Patient Properties

Each patient has several computed properties available throughout the system:

Active Status

@property
def esta_activo(self):
    # Returns True if patient has an active admission
    return self.ingresos.filter(estado='ACTIVO').exists()

Active Admission

@property
def ingreso_activo(self):
    # Returns the current active Ingreso object
    return self.ingresos.filter(estado='ACTIVO').first()

Current Age

@property
def edad(self):
    today = date.today()
    age = today.year - self.fecha_nacimiento.year
    if (today.month, today.day) < \
       (self.fecha_nacimiento.month, self.fecha_nacimiento.day):
        age -= 1
    return age

Data Model

The Patient model includes comprehensive fields organized by category:

Core Fields

Field	Type	Description
nombre	CharField(100)	Patient first name
apellido	CharField(100)	Patient last name
tipo_documento	Choice	RC, TI, CC, CE, PA, PE
documento	CharField(20)	Unique document identifier
fecha_nacimiento	DateField	Date of birth
genero	Choice	M, F, O

Location & Contact

Field	Type	Description
departamento	Choice	Colombian department (32 options)
ciudad	Choice	City within department
zona	Choice	URBANA or RURAL
telefono	CharField(20)	Landline number
celular	CharField(20)	Mobile number

Clinical Data

Field	Type	Description
peso	Decimal(5,2)	Weight in kilograms
altura	Decimal(4,2)	Height in meters
perimetro_abdominal	Decimal(5,2)	Abdominal perimeter (cm)
cuello	Decimal(5,2)	Neck circumference (cm)
diagnostico_clinico	Choice	G47.3 - Sleep Apnea
programa	Choice	PROGRAMA AOS or PROGRAMA INSOMNIO

Administrative

Field	Type	Description
entidad_salud	Choice	Health entity (Ecopetrol, Sanitas)
estado_civil	Choice	Marital status
estrato	Integer	Socioeconomic stratum (1-6)
valor_capita	Decimal(10,2)	Default: 259,783 COP
medico_remitente	CharField(100)	Referring physician
especialidad	CharField(100)	Physician specialty

Best Practices

Always verify active status before clinical actions

Before registering any clinical exam or follow-up, ensure the patient has an active admission:

ingreso_actual = patient.ingresos.filter(estado='ACTIVO').first()
if not ingreso_actual:
    # Handle no active admission case

Use capita month for scheduling

Schedule follow-ups and interventions based on the patient’s current capita month to ensure compliance with program protocols.

Document all state changes

When changing patient status to TERMINADO, always include:

• End date (fecha_fin)
• Reason for termination (motivo)

Maintain data accuracy

Keep anthropometric measurements current by updating them during each clinical visit, as these affect treatment decisions.

Next Steps

Clinical Records

Learn how to register exams and clinical data for patients

Follow-Up System

Understand how to track patient follow-ups and state transitions