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How to Readmit a Returning Patient in Alleva EMR Without Creating a Duplicate (CRM)

You can readmit a returning patient through the Dazos CRM and send them to Alleva EMR successfully. The key is to start the new stay from the patient's existing client record rather than creating a brand new record. Creating a new record for a patient who

Before You Begin

  • Confirm the patient has a previous intake record in the CRM.

  • Ensure your Alleva EMR integration is active and properly configured.

  • Do not create a new client record for a returning patient — search for their existing record first.

Steps

  1. Search for the existing client record.
    In the CRM, use the search or client lookup to find the returning patient's existing record. Do not create a new contact or lead for this patient.

  2. Open a new intake opportunity from the existing record.
    From within the patient's existing client record, create a new intake opportunity. This starts a new episode of care while keeping it linked to the same patient record already in the system.

  3. Complete the intake opportunity fields.
    Fill in all required fields for the new stay, including Treatment Program, Admission Date, Level of Care (LOC), and any other mandatory fields required by your Alleva integration mapping.

  4. Push the patient to Alleva EMR.
    Once the intake opportunity is ready, click the Create Patient In Alleva button (accessible via the three-dot menu in the top-right corner of the intake opportunity) to send the data to Alleva.

Verification / Expected Result
When done correctly, the new intake will send to Alleva EMR successfully without generating a duplicate error. The patient's record in Alleva will reflect the new episode of care linked to their existing chart.

✅ Confirmed: Dazos support tested this by creating an intake, discharging it, and then opening a new intake for the same patient — it pushed to Alleva successfully.

Troubleshooting / Common Errors

Duplicate error when pushing to Alleva

⚠️ Cause: A brand new client record was created for a patient who already exists in the system. Alleva detects the existing record and returns a duplicate error.
Fix: Do not create a new record. Instead, locate the patient's existing record in the CRM and open a new intake opportunity from there.

Cannot find the existing client record

Try searching by the patient's full name or date of birth. If the record genuinely does not exist in the CRM, it is safe to create a new one — but verify thoroughly before doing so to avoid duplicates.

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