1. Overview
By default, the Kipu EMR integration links a patient chart to a CRM Opportunity only when both records share the same Admission Date (along with the other matching criteria, such as name and date of birth). If a chart arrives from Kipu without an Admission Date — or with a placeholder date that Kipu uses for blanks — the chart is not linked to any Opportunity and remains unmapped.
Some facilities run Kipu with the Admission Date field left optional. For those facilities, the default behavior leaves many patient charts unlinked until staff manually set an Admission Date in Kipu. The new setting described in this guide changes that.
When the new setting is turned on, the Kipu sync will link a chart with no Admission Date to an Opportunity with no Admission Date, using the remaining matching criteria (name, date of birth, location, phone, etc.).
At a glance
Setting name: "Allow Patient Sync Without Admission Date"
Applies to: Kipu EMR only (other EMRs already link without Admission Date)
Default: OFF (existing behavior is preserved for every customer until an admin opts in)
Scope: One toggle per CRM instance, controlled by an administrator
2. Who Should Read This
CRM administrators who maintain the EMR Integration settings.
Integration owners at facilities where the Kipu Admission Date is not enforced as mandatory.
Operations or support staff who need to explain why some Kipu charts were not linking before, and what changes when this setting is enabled.
3. Background: Why Kipu Charts Were Not Linking
When Kipu does not have an Admission Date for a patient, it transmits the field as either empty or as a placeholder date in the year 1969. The CRM treats all three forms — empty, "0000-00-00", and "1969-12-31" — as "no Admission Date".
Previously, the CRM's matching rule for Kipu always required the Admission Date to match. If the chart's Admission Date was missing, the rule could not be satisfied, so the chart remained unlinked even when the patient's name and date of birth matched an Opportunity in the CRM.
This was specific to Kipu. Every other EMR integration (eCW, Rethink, Aura, Alleva, Ritten, Netsmart, Sunwave, LightningStep, BestNote, AdvancedMD, Opus, and others) is already linked without requiring the Admission Date. The new setting brings Kipu in line with that behavior — but only for the customers who opt in.
4. How Matching Changes
The table below summarizes how a Kipu chart is matched to a CRM Opportunity before and after this setting is enabled.
Scenario | Setting OFF (default) | Setting ON |
Chart has a real Admission Date | Match requires Admission Date to be the same (with a small ±2 day tolerance) AND the other criteria. | Same behavior — Admission Date is still used in the match. |
Chart has NO Admission Date (empty / 0000-00-00 / 1969-12-31) | No match attempted on Admission Date. Chart stays unlinked even if other fields match. | Chart is matched on the remaining criteria (name, date of birth, location, phone) and linked to an Opportunity whose Admission Date is also blank. |
Opportunity in CRM has an Admission Date, but the Kipu chart does not | No match. | Still no match — both sides must be blank for the Admission Date check to be skipped. |
What does NOT change
Charts that already have an Admission Date continue to match exactly as they do today.
The other matching fields (patient name, date of birth, location, phone) are always required regardless of this setting.
This setting only affects the Kipu integration. Other EMR integrations are not affected.
Existing patient-to-Opportunity links are not modified by turning this setting on or off.
5. How to Enable the Setting
5.1 Prerequisites
You are signed in to the CRM as a user with administrator privileges (Settings access).
Kipu is already configured as the EMR for this instance, or you are configuring it now.
5.2 Step-by-step
Step 1 — Open the CRM Settings area.
Click the gear/settings icon in the top navigation bar of the CRM.
From the settings menu, choose CRM Settings.
Step 2 — Open the EMR Integration page.
In the left-hand settings navigation, locate the Integration section.
Click EMR Integration (sometimes labeled "EMR Setting" depending on your menu order).
Step 3 — Make sure the EMR Type is set to KIPU.
The toggle in this guide is visible only when the EMR Type for this instance is KIPU. If your EMR Type is set to a different system, the toggle will not appear — that is correct, because the issue this setting solves is specific to Kipu.
Step 4 — Locate the "Allow Patient Sync Without Admission Date" toggle.
Scroll down the EMR Integration detail page until you see the row labeled "Allow Patient Sync Without Admission Date".
The control is a single on/off switch (checkbox).
Step 5 — Turn the toggle ON.
Click the switch to turn it on. The CRM saves the change immediately — there is no separate Save button for this toggle.
A short confirmation message appears at the top of the page when the update is saved.
Step 6 — Wait for the next Kipu sync cycle.
The change takes effect on the next scheduled Kipu synchronization. You do not need to restart anything; the sync job picks up the new setting on its next run.
If you need the change to apply sooner, contact your support representative to request an on-demand sync.
Tip
If you cannot find the toggle on the EMR Integration page, verify that the EMR Type at the top of the page is set to KIPU and that your user role includes administrator-level access to settings.
6. Visual Reference
Below is a simplified layout of the EMR Integration detail page, showing where the new toggle appears relative to the other Kipu options.
EMR Type | KIPU |
Kipu API Endpoint | (configured) |
Kipu API Credentials | (configured) |
Sync Frequency | (configured) |
Allow Patient Sync Without Admission Date | [ ON / OFF ] ← new toggle |
Other Kipu options | ... |
The layout above is illustrative; the exact position of the toggle may vary slightly with screen size and theme.
7. Turning the Setting Off Again
If you decide to revert to the original behavior — for example, because your team has begun enforcing the Admission Date in Kipu — you can switch the toggle off at any time.
Open Settings → CRM Settings → EMR Integration.
Locate the "Allow Patient Sync Without Admission Date" toggle.
Click the switch to turn it off. The change is saved immediately.
The next Kipu sync cycle will revert to the original matching rule requiring an Admission Date.
Important
Turning the setting off does NOT unlink any charts that were already mapped while the setting was on. Those links remain in place.
Going forward, new Kipu charts that arrive without an Admission Date will once again stay unlinked until staff add an Admission Date in Kipu.
8. Frequently Asked Questions
Q. We use Kipu. Will turning this on link the wrong patient to the wrong Opportunity?
A. No. The setting only removes the Admission Date check from the matching rule. Every other check — patient name, date of birth, and the other criteria your instance is configured to use — still has to match. The Admission Date check is dropped only when both sides (the Kipu chart AND the Opportunity in the CRM) have no Admission Date.
Q. Why is this setting only on Kipu and not other EMRs?
A. Other EMR integrations already link charts without requiring an Admission Date. Kipu was the only system that required it, and it was the only system that sends blank dates as a placeholder date in 1969 — both of which combined to leave charts unlinked. This setting brings Kipu in line with the other integrations, but only if you opt in.
Q. What happens to charts that arrived as unlinked while the setting was OFF?
A. After you turn the setting on, the next Kipu sync will re-evaluate charts that did not previously map. Charts that now satisfy the relaxed rule will be linked at that point.
Q. Do we need to update Kipu before turning this on?
A. No. No changes are required on the Kipu side. The setting affects only how the CRM interprets the data Kipu sends.
Q. Will this change anything for our existing linked patients?
A. No. Existing links between CRM Opportunities and Kipu charts are not modified by changing this setting.
Q. Is there a per-user version of this setting?
A. No. The setting is global to your CRM instance. One toggle controls the behavior for the entire facility.
Q. Who can change this setting?
A. Users with administrator-level access to CRM Settings. Standard CRM users will not see the toggle.
9. Troubleshooting
The toggle does not appear on the EMR Integration page.
Check the EMR Type field at the top of the EMR Integration page. The toggle is only shown when EMR Type is KIPU. • Confirm that your CRM user account has administrator / settings access.
If the EMR Type is correct and you still do not see the toggle, contact support — your instance may need to be updated to the release that includes this feature.
I turned it on but charts are still not linking.
Wait until at least one full Kipu sync cycle has run after the toggle was enabled.
Confirm that the patient name and date of birth on the Kipu chart actually match an Opportunity in the CRM. The Admission Date check is the only one this setting relaxes; the other criteria must still match.
Confirm that the corresponding Opportunity in the CRM ALSO has no Admission Date. If the Opportunity has an Admission Date but the Kipu chart does not (or vice versa), the chart will still not link.
If matching still fails, contact support with one or two specific Kipu Chart IDs and the corresponding CRM Opportunity IDs so the team can review the sync logs.
I want to know which charts were linked because of this setting.
Your support representative can review the sync logs and provide a list of charts mapped under the relaxed rule on request.
10. Glossary
Admission Date — The date a patient was admitted into a treatment program. In Kipu, it can be left blank; in some other EMRs, it is mandatory.
Chart — A patient record in Kipu. Each chart is what the CRM tries to map to a CRM Opportunity during sync. Opportunity — A CRM record representing a potential or active admission for a patient. Each Opportunity may be linked to a chart in the EMR.
Mapping / Linking — The process of associating an EMR chart to a CRM Opportunity so that updates can flow between the two systems.
Sync cycle — A scheduled run of the integration job that pulls data from the EMR and applies the matching rules to update or link records in the CRM.
Placeholder date (1969) — When Kipu does not have an Admission Date, the value can be transmitted as a date in 1969 instead of being left blank. The CRM treats this the same as a blank Admission Date.
11. Need Help?
If you have questions about whether to enable this setting at your facility, or you need the change validated against your Kipu data, contact your account manager or open a support ticket. Please include:
Your CRM instance name (the URL you sign in to).
Whether the setting is currently ON or OFF.
One or two specific examples of Kipu charts you expected to see linked, including the patient name and date of birth.