Error Symptoms
When attempting to push a patient to Avatar EMR, you receive the error message: "Client is already enrolled in the selected Clinical Pathway"
This error may appear even though:
The API call returns HTTP 200 (success status)
The push operation appears to complete normally
No obvious duplicate records are visible in Dazos
Root Cause
This error occurs when Avatar's business logic detects an existing active enrollment for the same patient in the identical Clinical Pathway. Even though the web service call technically succeeds (HTTP 200), Avatar rejects the record to prevent duplicate enrollments in their system.
The HTTP 200 response can be misleading because it indicates the API call was processed, but Avatar's internal validation blocked the actual record creation.
Solution Steps
Step 1: Check Patient's Chart in Avatar/Netsmart
Access the patient's chart in your Avatar/Netsmart system and look for existing enrollments:
Search for the patient using their ID or name
Review their current enrollments in Clinical Pathways
Identify if there's an open enrollment in the same Clinical Pathway you're trying to push
Step 2: Determine the Appropriate Action
Once you've confirmed the existing enrollment, decide on the best course of action:
Option A: Keep Existing Enrollment
If the existing enrollment should remain active, no further action is needed
The patient is already properly enrolled in Avatar
Consider updating the Dazos record to reflect the existing Avatar enrollment
Option B: Replace with New Enrollment
If the new enrollment should replace the existing one, proceed to Step 3
Step 3: Discharge/Close Existing Enrollment (if needed)
If you need to replace the existing enrollment:
In Avatar/Netsmart, locate the existing enrollment
Discharge or close the current enrollment following your facility's procedures
Ensure the discharge is properly saved and processed
Wait for the system to process the discharge completely
Step 4: Re-push the Patient Record
After closing the existing enrollment:
Return to Dazos CRM
Navigate to the patient record
Retry the push to Avatar EMR
Verify the new enrollment is created successfully
Expected Result
After following these steps, you should:
See the patient successfully enrolled in Avatar without the duplicate error
Have only one active enrollment per Clinical Pathway for the patient
Receive confirmation that the push completed successfully
When to Contact Support
Contact Dazos Support if:
You cannot access Avatar/Netsmart to check existing enrollments
The error persists after discharging the existing enrollment
You're unsure which enrollment should be kept or replaced
You need assistance interpreting the Avatar enrollment records
⚠️ Important: When contacting support, include the specific patient ID, the Clinical Pathway name, and confirmation of what you found in the Avatar system.
Related Resources
Avatar EMR Integration Setup and Configuration
How to Prevent Duplicate Admissions When EMR Integration Updates Multiple Opportunities
Understanding EMR Integration Data Flow and Error Handling