What the integration does for you
Dazos connects your admissions work in the CRM to Sunwave, so nobody types the same patient twice. Your admissions team builds the record in Dazos and sends it to Sunwave as a new opportunity; once your clinical team admits and treats the patient in Sunwave, Dazos picks up the admission and discharge on its own.
Dazos sends to Sunwave | Sunwave sends back to Dazos |
A new Sunwave opportunity with the patient's name, date of birth, contact details and address | Who has been admitted, and when |
Caller details, scheduled admission date and time, level of care and facility | Discharges, discharge dates and discharge type |
Primary and secondary insurance, with subscriber details | Level of care changes over the stay |
Referral source and referring contact | The patient's MR Number and facility |
Pre-admission assessment, VOB and document PDFs | Primary insurance (optional) |
Assessment answers filled into a Sunwave form (optional) | Outbound referrals (optional) |
The result: less double entry, fewer typos, and pipeline reports in Dazos that match what actually happened in treatment.
Highlights
Linked right away. When you create a patient in Sunwave, Dazos looks the new Sunwave opportunity up straight away and links it to the Intake Opportunity, instead of waiting for the hourly check.
No duplicate patients. Every patient carries its Dazos record number into Sunwave, and Sunwave refuses a second copy. If someone sends the same patient again, Dazos recognizes the existing Sunwave opportunity and links to it, or tells you exactly what to do.
More reliable discharges and level of care. Discharges are picked up from Sunwave's census, so long-stay patients are closed out correctly, and the current level of care keeps up with changes during the stay.
Clear messages about paperwork. If a VOB is skipped because it isn't marked "Verification Complete", or a PDF is too large for Sunwave, Dazos tells you why instead of dropping it quietly.
Also included: one-tick assessment forms, automatic referral source matching, support for several Sunwave locations, control over who can send data to Sunwave, and a full change history on every record.
Day to day for your admissions team
Most of the integration runs on its own. Your team only takes a few actions, all from inside Dazos.
1. Send the patient to Sunwave
When a patient is ready, choose one of:
Click Admit Patient and choose Admit and Send to EMR to admit and create the Sunwave opportunity in one step.
Or open the Intake Opportunity, click ⋯ (More), and choose Create Patient in Sunwave.
Or let it happen automatically: your administrator can send patients when they reach a stage such as Pending Admit.
The patient's Treatment Program decides which Sunwave facility (and which Sunwave account, if you have several) the patient goes to, and the level of care must be one Sunwave knows. If either isn't set up yet, Dazos says so and doesn't send. Dazos warns you before sending the same patient twice. After the send, the Intake Opportunity shows a Linked EMR Record box with the Sunwave details.
2. Paperwork follows automatically
When the patient is created, Dazos attaches the latest pre-admission assessment, the latest VOBs and any documents in the folders you've chosen. Your administrator decides which of these go over, and can limit VOBs to ones marked "Verification Complete".
3. Assessment answers in a Sunwave form
If your administrator turns on Send PAA Through Form?, the answers from the latest pre-assessment are filled into the Sunwave form you choose, field by field, as part of creating the patient. Lists such as medications, substances of abuse, treatment history and related contacts can be included.
4. Send more paperwork later
Once the patient is linked:
Open the pre-assessment and click ⋯ (More), then Send PAA Pdf to Sunwave.
Open the VOB and click ⋯ (More), then Send VOB Pdf to Sunwave.
On the Intake Opportunity's Documents list, tick the files and click Send File to SUNWAVE.
Sunwave limits these PDFs to 200 KB. Dazos tells you if a file is too large.
5. Keep details current in Sunwave
Changes you make in Dazos after the send (a new phone number, a corrected address, a new policy) are not sent to Sunwave automatically. Update them in Sunwave.
What comes back from Sunwave
Every hour, Dazos reads your recent Sunwave opportunities and census and updates the matching Dazos records. Nobody on your team needs to do anything. Here is exactly what changes, and when.
Step 1: Matching the patient
Dazos looks at Sunwave opportunities created in the last 30 days and links each one to an Intake Opportunity in one of two ways:
By Dazos record number. Patients sent from Dazos carry their Dazos record number into Sunwave. Dazos links them when that number points to an Intake Opportunity and the last names match.
By patient details. For opportunities started in Sunwave, all four of these must match:
Name (full name, or first and last name)
Date of birth
Admission date, exact or within 2 days
Treatment Program (your administrator can turn this check off with Allow Patient Sync Without Treatment Location)
Step 2: Ongoing updates
For every linked patient still in treatment, Dazos updates:
What updates in Dazos | What it shows | Always or optional |
Admitted Status | In Treatment while admitted; your mapped discharge status after discharge (Discharged: Completed if nothing is mapped) | Always |
Sales Stage | Moves to Admitted once the admission date in Sunwave has arrived. This starts your admission workflows and the Treatment Episode. | Always |
Admission Date | The admission date from Sunwave | Always |
Discharge Date and Discharge Type | The discharge date, and Sunwave's discharge type translated to yours (Successful: Completed if none is given) | Always |
MR Number | The Sunwave medical record number | Always |
Treatment Program | The Sunwave facility, translated to your Treatment Program | Always |
Level of Care | The admitting level of care, plus current level of care and level-of-care history as it changes | Always |
Primary insurance | Insurance provider, member ID, group number, policy type and phone | Optional |
Outbound referral | An Outbound Referral to the organization Sunwave lists as the patient's referral | Optional |
Referral sources. Dazos matches your active Sunwave referral sources to Dazos Referral Sources with the same name, and their contacts to Dazos Referral Contacts with the same full name. That way the right referral source and referring contact go over with each new patient.
Patients only in Sunwave. Dazos doesn't create new records for patients who exist only in Sunwave. They are linked only when a matching Intake Opportunity exists.
After discharge. Once Sunwave shows the patient discharged, Dazos records the discharge and stops pulling updates for that record. The record shows "Patient Discharged: EMR Updates Locked", which protects the finished treatment episode from later changes in Sunwave. If updates need to resume, click Unlock EMR Updates in the Linked EMR Record box.
Your Implementation Specialist will confirm which optional updates to turn on during setup.
Seeing what changed. Every change Sunwave makes is listed on the record's Updates tab, with the date and time. The Linked EMR Record box on the Intake Opportunity shows the Sunwave opportunity ID, MR Number, level of care, location and the last sync time.
Need it right now? Click Pull Updates from EMR in the Linked EMR Record box to refresh that patient immediately instead of waiting for the hourly update. For long-stay patients, this looks around the patient's admission date, so older records can still be refreshed. If a patient didn't link on their own, click Link EMR Record, search Sunwave, and pick the right opportunity.
Dazos IQ. If your organization uses Dazos IQ, Dazos can also use your Sunwave connection to bring in claims and payments for billing reports. Dazos turns this on for you.
Getting started: what we need from you
Your Customer Success Manager, Implementation Specialist and the Dazos Technical Services team handle the setup with you. Gathering these items ahead of time speeds it up.
Sunwave API credentials (Email Address, Clinic Id (RealM), Client Id and Secret Key) and a Location Alias for each Sunwave account
The Sunwave ID of each facility, and which Treatment Programs go to it
The Sunwave ID and name of each level of care
Your full list of Sunwave discharge types, spelled exactly as in Sunwave
The Legacy ID and name of each insurance provider in Sunwave
The Sunwave form ID for each kind of paperwork (PAA, VOB and each document folder)
The Sunwave form for assessment answers, if you want them filled in
Your Sunwave referral sources and contacts, named the same as in Dazos
Which staff roles may send data to Sunwave
Dazos connects to your live Sunwave account; there is no separate test mode. Plan your first sends with your Implementation Specialist.
Common questions
How fast do Sunwave changes show up in Dazos?
Within the hour. For one patient right away, use Pull Updates from EMR.
Why didn't a Sunwave patient link to our record?
For patients started in Sunwave, the name, date of birth, admission date (within two days) and Treatment Program must all match, and the Sunwave opportunity must be less than 30 days old. Fix any typo and the next check links them, or use Link EMR Record.
We sent the same patient twice. Is there now a duplicate?
No. Sunwave refuses the second copy. Dazos links the existing Sunwave opportunity, or asks you to connect it with Link EMR Record.
I updated the phone number in Dazos. Why didn't Sunwave change?
Changes after the send aren't pushed to Sunwave. Update the detail in Sunwave.
Insurance didn't show up in Sunwave. Why?
Each insurance company needs to be matched to its Sunwave Legacy ID once. Ask your administrator or Dazos Technical Services to map it.
A PDF didn't arrive in Sunwave. What now?
Check the message Dazos showed. Sunwave limits PDFs sent this way to 200 KB. If your setup sends only completed VOBs, a VOB that isn't marked "Verification Complete" is skipped.
Can we have several Sunwave locations?
Yes. Each Sunwave account is connected separately, and patients go to the right one by Treatment Program.
Can we test without touching real patients?
Dazos connects to your live Sunwave account, so plan any test patients with your Implementation Specialist.
I can't see the Sunwave send options.
Your role may not have the Push to EMR permission. Ask your administrator.
Need help?
Contact your Customer Success Manager, your Implementation Specialist, or Dazos Technical Services at [email protected]. Include the patient's Intake Opportunity name, the time of the issue, and any message Dazos showed.
This article reflects the integration as of October 1, 2026.