Patient Registration

Complete guide to registering new patients in DataMed

Overview

The patient registration process in DataMed captures comprehensive demographic, clinical, and program information. Each new patient is automatically assigned an active cycle (Ingreso) when created.

When you create a patient, DataMed automatically creates an ACTIVO (Active) cycle with the program start date you specify.

Accessing the Registration Form

1. Navigate to Patients

   From the main navigation menu, click on Patients or navigate to /patients/

2. Click Create Patient

   Click the Create New Patient button to access the registration form at /patients/create/

Required Patient Information

Personal Identification

The following fields are mandatory for patient identification:

Document Information

• Tipo de Documento (Document Type): Select from dropdown
  • RC (Registro Civil)
  • TI (Tarjeta de Identidad)
  • CC (Cédula de Ciudadanía)
  • CE (Cédula de Extranjería)
  • PA (Pasaporte)
  • PE (Permiso Especial de Permanencia)
• Documento: Must be unique in the system

Personal Details

• Nombre (First Name)
• Apellido (Last Name)
• Fecha de Nacimiento (Date of Birth): Use date picker (YYYY-MM-DD format)
• Género (Gender): Masculino, Femenino, or Otro

Contact Information

• Departamento: Select from Colombian departments
• Ciudad: Select city from dropdown
• Zona: Urban or Rural
• Teléfono (Phone)
• Celular (Mobile)
• Estado Civil: Soltero, Casado, Unión Libre, Viudo, Divorciado

Health Insurance Information

# Available health entities
ENTIDADES_SALUD = [
    ("ECOPETROL", "Ecopetrol"),
    ("SANITAS", "Sanitas"),
]

• Entidad de Salud: Select from available health insurance providers
• Estrato: Socioeconomic stratum (1-6)

Clinical Measurements

These fields are optional but recommended for comprehensive clinical tracking.

• Peso (Weight): In kilograms
• Altura (Height): In meters (decimal format, e.g., 1.75)
• Perímetro Abdominal: In centimeters
• Cuello (Neck): In centimeters

Medical Referral Information

• Médico Remitente (Referring Physician): Name of the referring doctor
• Especialidad (Specialty): Medical specialty
• Diagnóstico Clínico: Currently supports “G47.3 - Apnea del Sueño”

Program Assignment

The program assignment is critical as it determines the patient’s treatment pathway and billing cycle.

• Programa: Select program type
  • PROGRAMA AOS (Sleep Apnea Program)
  • PROGRAMA INSOMNIO (Insomnia Program)
• Fecha Inicio Programa: Program start date (defaults to today if not specified)
• Valor Cápita: Monthly capitation value (defaults to 259,783)

Step-by-Step Registration

1. Fill Personal Information

   Complete all required fields in the Personal Identification section. The document number must be unique.

   Example:
   Nombre: Juan
   Apellido: Pérez
   Tipo Documento: CC
   Documento: 1234567890
   
2. Enter Contact Details

   Select the department and city, then provide phone numbers.

   The department dropdown filters the available cities in the ciudad field.

3. Add Clinical Measurements

   Enter the patient’s physical measurements. These are used for tracking program progress.

   peso = models.DecimalField(max_digits=5, decimal_places=2)
   altura = models.DecimalField(max_digits=4, decimal_places=2)
   perimetro_abdominal = models.DecimalField(max_digits=5, decimal_places=2)
   cuello = models.DecimalField(max_digits=5, decimal_places=2)
   
4. Configure Program Settings

   Select the treatment program and set the start date. This creates the initial cycle.

   The system automatically calculates the current month (mes_capita) based on the fecha_inicio_programa.

5. Submit the Form

   Click Save to create the patient record. You’ll see a success message and be redirected to the patient list.

What Happens After Registration

When you submit the patient form, DataMed automatically:

1. Creates the Patient Record: Stores all demographic and clinical information
2. Creates an Active Cycle (Ingreso):
   Ingreso.objects.create(
       paciente=patient,
       fecha_inicio=fecha_ingreso,
       estado='ACTIVO'
   )
   
3. Calculates Program Month: The mes_capita property automatically calculates which month (1-18) the patient is in
4. Displays Success Message: Shows confirmation with patient name

Form Validation

The following validations are enforced:

• Document Number: Must be unique across all patients
• Date Format: All dates must be in YYYY-MM-DD format
• Decimal Precision: Clinical measurements use proper decimal formatting
• Required Fields: Form won’t submit with missing required information

Common Issues and Solutions

Duplicate Document Error

Error: “A patient with this document already exists”

Solution: Verify the document number. If the patient exists, use the search function to find their record instead of creating a new one.

Date Format Issues

Error: Invalid date format

Solution: Use the date picker widget or enter dates in YYYY-MM-DD format (e.g., 2024-03-15).

Program Start Date Missing

If you don’t specify a program start date, the system uses today’s date by default:

if not fecha_ingreso:
    fecha_ingreso = timezone.now().date()

Next Steps

After registering a patient:

View Patient Details

Access the patient’s clinical history and edit information

Record Exams

Start recording clinical exams and assessments

Manage Cycles

Learn about cycle management and status changes

Viewing Patient Details

To view or edit a patient after registration:

1. Navigate to the patient list at /patients/
2. Click on the patient name or document
3. Access the detail view at /patients/<patient_id>/
4. Make any necessary edits and save

The patient detail form is pre-populated with all existing information, including the program start date from the active cycle.

Technical Reference

Form Fields Reference

The PatientForm uses the following configuration:

class PatientForm(forms.ModelForm):
    fecha_inicio_programa = forms.DateField(
        label="Fecha ingreso al programa",
        widget=forms.DateInput(
            format='%Y-%m-%d',
            attrs={'type': 'date', 'class': 'form-control'}
        )
    )
    
    class Meta:
        model = Patient
        exclude = ['mes_capita']

URL Routes

• List: /patients/ - View all patients
• Create: /patients/create/ - Registration form
• Detail: /patients/<patient_id>/ - View/edit patient

See apps/patients/views.py:create_patient (lines 63-91) for implementation details.