Problem
After a patient is discharged in your EHR, the following fields on the linked Account record in Dazos CRM do not update automatically:
Is Alumni?
Currently In Treatment?
Alumni Discharge Date
The Intake Opportunity may show the correct Discharge Date and Admitted Status, but the Account still reflects the patient as currently in treatment and not an alumni. This issue is most commonly triggered by EHR-driven discharge syncs and can affect a large number of records if left unresolved.
Possible Causes
Workflow configured to run only once per record: If the Update Account Alumni Fields and Currently in Treatment workflow is set to run Only the first time conditions are met, patients who are readmitted after a previous stay will never trigger the workflow again. Their Account fields will not update on any subsequent discharge.
Discharge Type mismatch between EHR and CRM: If the discharge type sent by the EHR does not match a mapped value in the CRM's Admitted Status or Discharge Type picklist, the workflow conditions will not be met and the Account will not update. Patients may appear with a status of "Discharged: Unknown" when this occurs.
Missing Discharge Type condition on the workflow: Without a condition requiring the Discharge Type field to be populated, the workflow may attempt to fire against records with incomplete discharge data, producing unreliable or missed updates.
Upstream field issues blocking downstream workflows: The Update Account Alumni Fields and Currently in Treatment and Updates Currently In Treatment on Account to Yes on Admission workflows depend on the Discharge Date and Admitted Status fields being correctly set first. If those fields are not populated or contain unexpected values (for example, due to a discharge type mapping mismatch), the downstream workflows will not fire correctly.
Solution
1. Verify the Workflow Recurrence Setting
Navigate to Settings → Automation → Workflows and open the Update Account Alumni Fields and Currently in Treatment workflow. Confirm that the recurrence is set to Every time conditions are met — not Only the first time conditions are met. If it is set to run only once, readmissions will never trigger an Account update. Update the setting and save the workflow.
⚠️ Note: Changing this setting ensures that future readmissions update Account fields correctly. It does not retroactively correct records that were missed while the setting was incorrect.
2. Add a Condition Requiring Discharge Type to Not Be Empty
To improve workflow reliability and prevent incomplete discharge records from being processed incorrectly, add a condition to the workflow so that it only fires when the Discharge Type field is populated. This reduces missed or incorrect updates caused by records that arrive without a matched discharge type.
3. Review Discharge Type Mapping Between Your EHR and CRM
Compile a list of all discharge types currently used in your EHR, spelled exactly as they appear in the system. Confirm that each discharge type is mapped to the correct Admitted Status and Discharge Type picklist values in Dazos CRM. A mismatch — for example, the EHR sending a discharge type that has no matching CRM value — will result in the patient appearing as "Discharged: Unknown" and the Account not updating. Contact Dazos Support if you need assistance reviewing or correcting discharge type mappings.
⚠️ Note: Mapping changes only affect future discharge syncs. Previously discharged patients showing an incorrect status may need to be corrected using the manual save workaround below or a bulk correction performed by Dazos Support.
4. Correct Individual Historical Records Using the Manual Save Workaround
For records that were not updated during a period when the workflow was not firing correctly, you can correct them one at a time:
Locate the patient's Intake Opportunity in the CRM.
Open the Intake Opportunity record.
Click Save without making any other changes.
Open the linked Account record and confirm that Is Alumni?, Currently In Treatment?, and Alumni Discharge Date have updated correctly.
Saving the Intake Opportunity re-triggers the workflow immediately and brings the Account fields up to date. This workaround is effective for spot-correcting individual records identified during an audit.
⚠️ Note: If a large volume of historical records are affected, manually saving each one individually may not be feasible. In that case, contact Dazos Support to discuss options for a bulk correction.
Still Need Help?
Contact Dazos Support if:
The workflow is correctly configured but Account fields are still not updating after new discharges.
Only some Account fields (for example, Currently In Treatment?) are updating but others (for example, Is Alumni? or Alumni Discharge Date) are not, even after a manual save.
You need help reviewing or correcting discharge type mappings between your EHR and CRM.
A large number of historical records were affected and need to be corrected in bulk.
You are unsure which workflow controls these fields or how to locate it in your instance.
When contacting support, please provide links to one or more affected patient Intake Opportunity and Account records, and confirm whether the issue is occurring on new discharges, historical records, or both.