Overview
This guide helps resolve issues where patient records show as 'Patient Discharged: EMR Updates Locked' in Dazos CRM when integrated with KIPU EMR. This prevents automatic status updates and requires manual intervention to unlock records.
Symptom/Error
Records display the status 'Patient Discharged: EMR Updates Locked' and become unresponsive to automatic updates from KIPU. Some records may give error messages when attempting to pull updates manually, even after unlocking.
Cause
The root cause is a missing or inactive Chart Update webhook in KIPU. The KIPU integration requires two separate webhooks:
Patient Creation webhook - for new patient records
Chart Update webhook - for ongoing patient status and data changes
Without the Chart Update webhook configured and active, records become locked when patient status changes occur in KIPU, preventing automatic synchronization with Dazos.
Solution
Step 1: Access KIPU Webhook Settings
Log into your KIPU EMR instance
Click on the initials icon in the top right
Navigate to Settings → Integrations
Search for 'webhooks' and ensure it's active
Step 2: Verify Existing Webhooks
Click on the Webhooks icon and go to Settings
Check if you have both required webhooks:
Patient Creation webhook
Chart Update webhook
Step 3: Create Chart Update Webhook (if missing)
Click 'New Webhook'
Configure the webhook with these settings:
Location: Select your location(s)
Name: Chart Update Webhook (or similar descriptive name)
Trigger: Chart Update
Watched Items: Select chart update events
Step 4: Configure Connection Details
Add the connection URL (replace 'sandbox' with your instance identifier):
Add the required custom header:
Header name: SECRET_KEY
Value: oU3ZnAlWmPB7MR180qy9PRaQDieTGslAWOxAwmXjjNHnVppxOw7kFQ/9m37SIr8JsxMN+Mw1RyfrLjCLEMXKRg==
Step 5: Activate and Test
Ensure the webhook status is set to Active
Save the webhook configuration
Test the connection from Dazos CRM side to verify data flow
Verification
After implementing the solution, you should observe:
New patient records no longer become locked automatically
Existing locked records can be unlocked and will stay synchronized
Chart updates from KIPU automatically reflect in Dazos without manual intervention
⚠️ Note: For records that were already locked before implementing this fix, you may need to manually unlock them once, but they should remain synchronized going forward.
Escalation
Contact Dazos support if:
Records continue to lock after implementing both webhooks
You cannot access KIPU webhook settings (requires admin permissions)
Test connections fail despite correct configuration
You need assistance with unlinking/relinking specific patient records
Related Resources
How To Enable KIPU Webhooks - Complete webhook setup guide
How to Integrate Dazos CRM with KIPU EMR - Initial integration setup
KIPU EMR Integration with Dazos CRM (Bidirectional) - Understanding data flow