How does EHR sync identify and update intake opportunities?
When your EHR system (like Kipu) sends updates back to Dazos, the system matches records based on opportunity names and details. Since EHR systems don't assign unique identifiers until a patient is officially accepted, our system looks for matching opportunity names to determine which record to update.
What happens when multiple opportunities have identical names?
If multiple intake opportunities share the exact same name (for example, "Matthew Barker" and "Matthew Barker" without numbering), the system will target the most recent matching opportunity for updates. This prevents historical admission dates from being overwritten by newer readmission data.
Previous behavior: The system used to update the first matching record found, which could overwrite older admission data with current readmission information.
Current behavior: The system now automatically updates the most recent opportunity with the matching name, preserving historical records.
Why do I see numbered intake opportunities?
Dazos automatically generates numbered suffixes for intake opportunities (like "Patient Name-2", "Patient Name-3") when creating readmission records. This numbering convention ensures each opportunity has a unique identifier and prevents matching conflicts during EHR sync.
✅ Best Practice: Preserve Auto-Generated Numbering
Important: Do not remove the auto-generated numbers from intake opportunity names. The system automatically adds these numbers to prevent sync conflicts, and removing them can cause EHR updates to target the wrong records.
Correct: Keep names like "John Smith-2" or "Jane Doe-3" as generated
Avoid: Manually changing "John Smith-2" back to just "John Smith"
⚠️ What if I have existing duplicate names?
If you discover intake opportunities with identical names that are causing sync issues, contact Dazos Support. Our development team can run scripts to restore proper numbering conventions and fix any affected historical data.
To identify duplicates in your system:
Navigate to Leads
Select Find Duplicates
Choose Opportunity Name
Click Search
Note: Do not merge duplicate opportunities that represent different admissions - each admission should remain as a separate record with its own admission date.
Need Help?
If you're experiencing issues with EHR sync overwriting the wrong intake opportunities, or if you need assistance with duplicate naming conventions, please contact Dazos Support with specific examples and we'll investigate immediately.