Prerequisites
Before you begin, make sure you have:
Access to the Dazos CRM with permissions to manage Intake Opportunities
Access to your KIPU EMR with permissions to manage patient charts
An understanding of which existing Intake Opportunities correspond to the affected EMR charts
Why This Happens
When the KIPU integration's cron process runs, it attempts to match EMR charts to existing Intake Opportunities in the CRM. To make a successful match, the integration relies on key fields — including the Admission Date — to identify the correct record.
If an existing Intake Opportunity does not have an Admission Date set, the integration cannot identify it as the correct match. Instead of leaving the chart unlinked, the cron process creates a new Intake Opportunity in the CRM — which may not be associated with the correct patient account.
Unlinked EMR charts (charts that were created directly in KIPU without first being pushed from the CRM) also contribute to this problem, because the integration has no existing link to recognize and will attempt to create a new record.
Steps
Follow the correct intake workflow going forward: Always create the Intake Opportunity in the CRM first, then push it to the EMR, and then wait for the integration to automatically link the two records. Making updates in KIPU after this link is established ensures data flows correctly back to the CRM.
💡 Recommended workflow: Create Intake Opportunity in CRM → Push to KIPU EMR → Wait for integration to auto-link → Make updates in KIPU/EMR → Pull updates back into CRM.
Ensure Admission Dates are set on all Intake Opportunities: Review your existing Intake Opportunities and confirm that each one has an Admission Date populated. Opportunities without an Admission Date cannot be matched by the integration and are at risk of triggering duplicate record creation on the next cron run.
Link EMR charts as soon as they are created: If a chart is created directly in KIPU, link it to the correct existing Intake Opportunity in the CRM as soon as possible. When the cron process runs, it will recognize the existing link and will not attempt to create a new Intake Opportunity.
Correct any newly created duplicate Intake Opportunities: If the integration has already created unwanted new Intake Opportunities, resolve them by unlinking the incorrectly created Intake Opportunity and then linking the EMR chart to the correct existing Intake Opportunity. Contact Dazos Support if you need assistance identifying which chart should be linked to which opportunity.
Discharge or clean up unnecessary records: If there are Intake Opportunities that are no longer needed, discharge them so they do not interfere with the integration's matching process during future cron runs.
Result
After completing these steps, the KIPU integration will be able to correctly match EMR charts to existing Intake Opportunities during each cron run. Following the recommended workflow — creating the Intake Opportunity in the CRM first and ensuring Admission Dates are always set — will prevent the integration from creating unintended duplicate or unassociated Intake Opportunities in the future.
Still Need Help?
If you are unsure which existing Intake Opportunity an EMR chart should be linked to, or if you need assistance correcting affected records, contact Dazos Support. Please provide the names of the affected patients and your CRM instance URL so the team can assist efficiently.