Patient Management

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

Access Patient Creation

Navigate to Patients → Create Patient in the main navigation menu

Complete Patient Information

Fill in the required demographic and clinical information:

Demographics
Clinical Data

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

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'
)

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 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

Access Patient Details

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

Update Information

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

Demographic information
Clinical measurements
Current admission date

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()

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
Active Admission
Current Age

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

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

@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.

Get Started

Core Features

User Guides

Medical Modules

Patient Management

Overview

Patient States

ACTIVO

SUSPENDIDO

TERMINADO

Creating a New Patient

Patient List & Search

Search Filters

Editing Patient Information

18-Month Capita Cycle

Months 1-6

Months 7-12

Months 13-18

Capita Calculation

Patient Properties

Data Model

Core Fields

Location & Contact

Clinical Data

Administrative

Best Practices

Next Steps

Clinical Records

Follow-Up System

Build docs developers (and LLMs) love

Get Started

Core Features

User Guides

Medical Modules

Documentation Index

​Overview

​Patient States

ACTIVO

SUSPENDIDO

TERMINADO

​Creating a New Patient

​Patient List & Search

​Search Filters

​Pagination

​Editing Patient Information

​18-Month Capita Cycle

Months 1-6

Months 7-12

Months 13-18

​Capita Calculation

​Patient Properties

​Data Model

​Core Fields

​Location & Contact

​Clinical Data

​Administrative

​Best Practices

​Next Steps

Clinical Records

Follow-Up System

Build docs developers (and LLMs) love

Overview

Patient States

Creating a New Patient

Patient List & Search

Search Filters

Pagination

Editing Patient Information

18-Month Capita Cycle

Capita Calculation

Patient Properties

Data Model

Core Fields

Location & Contact

Clinical Data

Administrative

Best Practices

Next Steps