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Send Updated PAA PDF to LightningStep EMR (CRM)

A new Send PAA PDF to LightningStep button on PAA records automatically generates and uploads the PDF to the linked patient's record in LightningStep — no manual export needed. Available only for accounts connected to LightningStep.

Before You Begin

Users need:

  • A CRM account with access to Leads, Accounts, Opportunities, and PreAssessments

  • LightningStep connected to your instance (configured by your administrator)

  • Level of Care and Treatment Program values mapped in the LightningStep EMR settings

Administrators must complete the one-time setup below before any staff member can use the Send PDF button. If your administrator has already done this, skip to Step 1.

Admin Pre-Configuration (One-Time Setup)

Step A — Verify the LightningStep connection

  1. Go to Settings → EMR Settings → LightningStep

  2. Confirm that LightningStep is shown as connected for your instance

Step B — Map Level of Care and Treatment Program values

  1. Go to Settings → EMR Detail → LightningStep mappings

  2. Map at least one Level of Care CRM value to its corresponding LightningStep value

  3. Map at least one Treatment Program CRM value to its corresponding LightningStep value

Without these mappings, the patient-linking step (Step 4) will fail with a "Level of care not mapped" error before any patient ID is recorded. The Send PDF button will not appear until a patient is successfully linked.

Steps

Step 1 — Create a Lead

  1. Go to Leads → Create Lead

  2. Fill in at minimum: First Name, Last Name, and Phone

  3. Click Save

Step 2 — Convert the Lead to an Account and Contact

  1. Open the Lead record you just created

  2. Click Convert Lead

  3. On the conversion screen, create a new Account and a new Contact

  4. Click Save

Both the Account and Contact must be created during conversion — they are required to link the patient to LightningStep in a later step.

Step 3 — Create an Intake Opportunity on the Account

  1. Open the Account detail view

  2. Scroll to the Opportunities subpanel and click Create Opportunity

  3. Fill in the following fields:

Field

Description

Notes

Opportunity Name

Name for this intake opportunity

Required

Level of Care

The patient's level of care

Must match a mapped value from Admin Setup Step B

Treatment Program

The patient's treatment program

Must match a mapped value from Admin Setup Step B

Contact

The contact associated with this patient

Select the Contact created in Step 2

  1. Click Save

If Level of Care or Treatment Program are not mapped in LightningStep settings, the next step will fail. Ask your administrator to complete the mappings before continuing.

Step 4 — Link the Patient to LightningStep

This step is required. The Send PDF button will not appear until the patient has been linked to LightningStep.

  1. Open the Opportunity detail view created in Step 3

  2. Locate the LightningStep section on the record

  3. Click Create Episode of Care or Create New Patient (whichever button is shown)

  4. Wait for the success confirmation message

Once complete, a LightningStep inquiry ID is stored on the Opportunity. This is what connects the PAA to the correct patient record in LightningStep.

If you see an error about "Level of care not mapped" or "Treatment program not mapped," return to the Admin Pre-Configuration section and ask your administrator to complete the EMR mappings before retrying.

Step 5 — Create a Pre-Assessment (PAA)

  1. From the Opportunity detail view, scroll to the PreAssessments subpanel

  2. Click Create PreAssessment and fill in the required fields — or open an existing PAA

  3. Confirm that the Opportunity field on the PAA is set to the Opportunity from Step 3

  4. Click Save

The PAA must be linked to the correct Opportunity — the one where the patient was linked to LightningStep in Step 4. A PAA linked to a different Opportunity will not show the Send PDF button.

Step 6 — Send the PAA PDF to LightningStep

  1. Open the PreAssessment record

  2. In the action bar at the top of the record, locate the Send PAA PDF to LightningStep button

If the button is not visible, see the Troubleshooting section below before proceeding.

  1. Click Send PAA PDF to LightningStep

  2. A progress indicator will appear while the PDF is generated and uploaded

  3. When the upload is complete, you will see the confirmation message: "Updated PAA successfully sent to EMR."

  4. Verify the document in LightningStep — it will appear under the patient's documents with the filename PAA_Updated_YYYY-MM-DD.pdf (using today's date)

Each click uploads a new document. It does not replace any previously uploaded PAA PDF — both versions will remain visible in LightningStep.

Verification / Expected Result

  • A green confirmation message reads: "Updated PAA successfully sent to EMR."

  • The PDF appears in LightningStep under the patient's documents

  • The filename follows the format PAA_Updated_YYYY-MM-DD.pdf

  • Previously uploaded PAA PDFs are not removed — all versions remain visible

Troubleshooting / Common Errors

Button Not Visible on the PAA

Work through this checklist in order:

Check

Action

Step 4 was not completed

Go to the Opportunity and click Create Episode of Care or Create New Patient

The Opportunity is not connected to LightningStep

Confirm the Opportunity's EMR type is LightningStep, not another EMR

The Account is not connected to LightningStep

Ask your administrator to verify the connection under Settings → EMR Settings → LightningStep

The PAA is linked to a different Opportunity

Edit the PAA and set the correct Opportunity

No PreAssessments module access

Contact your administrator to verify your permissions

"Patient is not linked to LightningStep. Please link the patient first."

This message appears after clicking the button when the patient link is missing or incomplete.

Cause

Fix

Step 4 was skipped — no patient ID stored on the Opportunity

Go to the Opportunity and click Create Episode of Care or Create New Patient

The patient ID was not saved because the API call failed silently

Confirm Level of Care and Treatment Program are mapped, then retry Step 4

The PAA is linked to a different Opportunity than the one connected to LightningStep

Edit the PAA and set the correct Opportunity

"Level of care not mapped" or "Treatment program not mapped" during Step 4

Ask your administrator to map the Level of Care and Treatment Program values under Settings → EMR Settings → LightningStep, then retry Step 4.

"PDF generation failed"

The PAA record may be incomplete. Review the PAA for missing required fields and try again.

LightningStep API error after clicking the button

LightningStep rejected the upload. The error message will include the reason from LightningStep (for example: invalid inquiry ID or a permissions issue). Contact your LightningStep administrator or Dazos Support if the error persists, and include the full error message shown on screen.

Upload succeeded in the CRM but PDF is not visible in LightningStep

Check the patient's documents in LightningStep. If the file is still not visible after a few minutes, contact your LightningStep administrator to verify the patient's inquiry ID and document access settings.

Pro Tips / Extra Help

Q: The button is not showing on my PAA. What should I do first? Confirm that Step 4 — linking the patient via Create Episode of Care or Create New Patient on the Opportunity — was completed successfully. That is the most common reason the button does not appear.

Q: Can I use this button for patients connected to Alleva, Kipu, or another EMR? No. The button only appears when the linked Opportunity is connected to LightningStep. It will not appear for Alleva, Kipu, Ritten, Netsmart, or Sunwave opportunities.

Q: Does clicking the button replace a PDF I uploaded previously? No. Each click creates a new document in LightningStep. Previously uploaded PAA PDFs are not removed or replaced — both will be visible in the patient's documents.

Q: What does the uploaded filename look like in LightningStep? The file will be named PAA_Updated_YYYY-MM-DD.pdf, where the date is the date you clicked the button.

Q: Do I need to configure anything new to use this feature? No additional configuration is required as long as LightningStep is already connected and the patient has been linked via the Opportunity. The one-time admin setup in the Before You Begin section covers everything needed.

Need Help?

If none of the above steps resolve your issue:

  1. Review the button visibility checklist in the Troubleshooting section — most problems are caused by a missing patient link on the Opportunity

  2. Ask your administrator to verify the LightningStep connection and EMR value mappings in Settings

  3. Contact Dazos Support with the error message from the CRM — include the name of the Opportunity and PAA record involved

Do not share credentials or API tokens when contacting support. Reference the CRM record names and error text only.

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