Readmissions Best Practice: Always Create a New Intake Opportunity (CRM)
Overview
When a patient is readmitted, it is critical to create a brand-new Intake Opportunity under their existing account in Dazos — never reuse or move a previously discharged opportunity backward through the pipeline. Reusing an existing opportunity can cause duplicate EMR pushes, inaccurate history, and multiple Alumni profiles being generated incorrectly.
Why This Matters
Each episode of care should have its own independent Intake Opportunity record. When a discharged opportunity is reused — for example, by manually moving it back to an earlier sales stage like Needs Pre Assessment or Admitted — Dazos treats the changes as a new trigger event and the following problems can occur:
Duplicate EMR pushes: The opportunity is remapped and pushed to the EMR (e.g., KIPU/LS) again, even though a separate readmit record was never created in Dazos. This causes the patient to appear pushed twice with only one opportunity on record.
Inaccurate episode history: Only one Intake Opportunity exists for what should be two distinct episodes of care, making it impossible to report on or review either admission independently.
Multiple Alumni profiles: Automated workflows trigger Alumni profile creation on status changes. Reusing an opportunity can fire these workflows more than once — once when the opportunity reaches Discharged status, and again when it is moved back to Admitted — resulting in duplicate Alumni records for the same patient.
How Alumni Profiles Are Auto-Created
Alumni profiles in Dazos are generated automatically by workflows that respond to status changes on an Intake Opportunity. There are two key triggers:
Discharged status: When an Intake Opportunity is moved to Discharged, a workflow automatically creates an Alumni profile. This is the expected, correct behavior for a normal discharge.
Admitted status: A separate workflow triggers when an opportunity is set to Admitted. If a previously discharged opportunity is reused and moved back to Admitted, this workflow fires again — creating a second Alumni profile for the same patient.
⚠️ Example: A patient discharged on 7/15 will have an Alumni profile created shortly after (e.g., 7/17) by the Discharged workflow. If that same opportunity is then reused and moved back to Admitted on 7/20, a second Alumni profile is created on 7/20 — even though the patient is the same person with the same record.
The Correct Process for Readmissions
To maintain accurate records in Dazos and prevent downstream issues with your EMR integration and Alumni workflows, always follow this approach for readmissions:
Navigate to the existing patient's Account in Dazos.
Open the account and locate the Intake Opportunities section.
Create a new Intake Opportunity from within the same account — do not edit or reuse the existing discharged opportunity.
Complete all required fields for the new episode of care, including the new Admission Date, program details, and insurance information.
Save the new opportunity and proceed with your normal admissions workflow.
The patient's account will then show multiple Intake Opportunities — one per episode of care — keeping all history accurate and independent.
Example: Adding a new Intake Opportunity from within an existing patient account.
Tips & Notes
💡 Tip: When creating a new Intake Opportunity for a readmission, you may choose to duplicate the previous opportunity to save time on data entry. If you do, make sure to update all time-sensitive fields such as Admission Date, insurance information, and program details. See the related article on duplication best practices below.
✅ Best Practice: Train all intake and admissions staff that a readmission always requires a new opportunity — moving a discharged record backward in the pipeline is never the correct approach, regardless of the reason for the return.
⚠️ Warning: If you discover that an opportunity was reused for a readmission, contact Dazos Support. Duplicate Alumni profiles and EMR mapping issues may need to be corrected manually.