Manage patients
Edit demographics, transfer care teams, mark patients inactive, and archive when required.
Once a patient is enrolled, ongoing changes (a new phone number, a provider transfer, a temporary pause in monitoring) all happen from the patient detail page at Patients -> [Patient name].
Editing demographics and contact info
Open Patients and click the patient's row to open their profile.
On the Demographics card, click Edit.
Update the field, then click Save. Every change is recorded in the patient's audit trail with your name, the timestamp, and the before-and-after values.
PHI fields (name, DOB, MRN, address, phone, email) are encrypted. You can edit them through the UI as usual, but the underlying database never stores them in plaintext.
Updating insurance
Insurance changes mid-episode are common. Open the Insurance tab on the patient profile.
- Add a new policy. Click Add insurance and complete the form. If the new policy supersedes an existing one, set the old policy's End date so claims after that date route correctly.
- Edit an existing policy. Click the row, update fields, save.
- Mark a policy inactive. Use the Deactivate action. The policy stays on the record for audit, but no new claims will route to it.
Transferring a patient between providers
Patients sometimes need to move from one MD in your group to another. For example, when a provider leaves or a panel is rebalanced.
Open the patient's profile and click Edit on the Provider Assignment card.
Pick the new supervising MD from the dropdown. Only active providers with MD credentials appear.
Save. Past claims and historical readings stay attached to the original provider; future claims route to the new one.
If the previously assigned provider has been deactivated in your team settings, Vantrexia shows an amber banner on the profile until you reassign. Don't ignore this. Claims won't generate cleanly against an inactive provider.
Transferring a patient between locations
If your practice has multiple sites and the patient now visits a different one (e.g., they moved across town), update the location on the Demographics card. The change affects place-of-service on future claims and where replacement devices ship.
Marking a patient inactive (pausing monitoring)
Use this when a patient is temporarily not enrolled: for example, they were admitted to the hospital, are traveling for a month, or are between insurance plans. Inactive patients keep their device assignment and history but stop generating alerts and stop accruing billable time.
From the patient profile, open the Status card and click Mark inactive.
Pick a reason from the dropdown (hospitalized, traveling, insurance lapse, patient request, other).
Optionally enter an expected return date. Vantrexia will surface a reminder on the dashboard a few days before that date.
Click Confirm. The patient now shows up under Patients -> Inactive and is filtered out of Triage.
To bring them back, open their profile and click Reactivate.
Archiving a patient
Archiving is a soft delete. The patient's data is hidden from your day-to-day views but retained in encrypted form for the HIPAA six-year retention window. Archive a patient when:
- They have permanently discharged from your practice
- They are deceased (use the deceased flag on the profile in addition to archiving)
- They were created in error (e.g., a duplicate)
Open Patients -> [Patient] and click Archive patient at the bottom of the profile.
Enter an archive reason. This is required and stored in the audit trail.
Confirm. The patient is moved to Patients -> Archived. Their device assignment is released back to inventory.
Vantrexia never hard-deletes patient records. If you archived someone in error, open Patients -> Archived, find the row, and click Unarchive. All readings, alerts, and billing history return intact.
The audit trail
Every edit, transfer, status change, archive, and access event is recorded. To review what's happened to a patient:
- Open the patient profile and click the Audit trail tab for a patient-scoped history
- Or open Settings -> Compliance -> Access logs for a tenant-wide feed (filterable by user, patient, action)
This is what you'll hand to a HIPAA auditor when asked for a "show me who looked at this patient" report.