What the integration does for you
Dazos connects your admissions work in the CRM to your clinical chart in BestNotes, so nobody types the same patient twice. Your admissions team keeps working in Dazos; your clinical team keeps working in BestNotes; the two stay in sync on their own.
Dazos sends to BestNotes | BestNotes sends back to Dazos |
A new client record, with name, date of birth, gender, phone numbers, email and address | Who has been admitted, and when |
The admit date, and a tag that reflects the patient's Sales Stage | Discharges, discharge dates and discharge type |
The primary insurance policy (optional) | Level of care changes over the stay |
Pre-admission assessment, VOB and other paperwork as PDF files | Admission status and Sales Stage, read from your BestNotes tags |
Patients admitted directly in BestNotes (optional) |
The result: less double entry, fewer typos, and pipeline reports in Dazos that match what actually happened in treatment.
Highlights
Control over who can send to BestNotes. A Push to EMR permission on each role decides who can create BestNotes patients by hand. Automatic syncing keeps running either way.
Only active insurance goes over. Policies marked Inactive in Dazos are left out when a patient is sent.
Admissions start the Treatment Episode. When BestNotes moves a patient to Admitted, Dazos records the admission and starts the Treatment Episode, just as if your team had admitted them in Dazos.
Several BestNotes locations, one CRM. If you have more than one BestNotes location, Dazos asks which one to use, or picks it from the Treatment Program.
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 BestNotes
When a patient is ready, choose one of:
Click Admit Patient and choose Admit and Send to EMR (or Admit and Send to Bestnotes) to admit and create the BestNotes record in one step.
Or open the Intake Opportunity, click ⋯ (More), and choose Create Patient in Bestnotes. If you have more than one BestNotes location, pick it under Select EMR Location and click Proceed.
Or let it happen automatically: your administrator can set up a workflow that sends the patient once their Treatment Program is matched to a BestNotes location.
Dazos warns you before sending the same patient twice. After the send, the Intake Opportunity shows a Linked EMR Record box with the patient's BestNotes details.
2. Paperwork follows automatically
The latest pre-admission assessment, the VOBs, and the documents on the Intake Opportunity and Account are attached to the BestNotes record as PDF files when the patient is created. Your administrator chooses which of these go over.
3. Insurance goes with the patient (optional)
If insurance sending is turned on, the patient's first active policy (the primary, when there is one) is filled into the BestNotes fields your team matched during setup.
4. Link a patient by hand
If a patient was entered in BestNotes before Dazos, click Link EMR Record in the Linked EMR Record box, search BestNotes, and click Link next to the right person.
BestNotes only receives data when the patient is first created. Later edits in Dazos are not sent to BestNotes, so make any later changes in BestNotes as well. Emergency and related contacts are not sent.
What comes back from BestNotes
Every hour, Dazos checks BestNotes for client records changed in the last 10 days 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
Patients you send from Dazos are linked right away. For a client added in BestNotes, Dazos links them to an Intake Opportunity only when all four of these match:
First and last name
Date of birth
Admission date, exact or within 2 days
Treatment Program, matched to the client's BestNotes 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 | Read from the patient's BestNotes tags using your Tag <=> Admitted Status matching. Without a matching tag: In Treatment once the admit date arrives, and Discharged: Completed once BestNotes shows a discharge date. | Always |
Sales Stage | Read from the patient's BestNotes tags using your Tag <=> Sales Stage matching. If no tag matches, it moves to Admitted. This starts your admission workflows and the Treatment Episode. | Always |
Admission Date | The admit date from BestNotes | Always |
Discharge Type | BestNotes' discharge reason translated to yours. If Dazos already has a Discharge Type, it is kept. | Always |
Admitting to LOC | BestNotes' current level of care, translated through your level-of-care matching | Always |
Discharge Date | The discharge date from BestNotes | Turned on during setup |
Level-of-care history | A new history entry each time the level of care changes | Optional |
Name, date of birth and demographics | Corrections made in BestNotes | Optional |
Patients admitted only in BestNotes. If a client is admitted directly in BestNotes and has no Dazos record, Dazos can create the Account and an admitted Intake Opportunity for them, so admissions and census reports stay complete. Their emergency contacts can come over too. This is optional.
After discharge. Once BestNotes 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 BestNotes. If you need updates again, click Unlock EMR Updates.
Your Implementation Specialist will confirm which optional updates to turn on during setup.
Seeing what changed. Every change BestNotes 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 EMR ID, name, date of birth, 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.
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.
BestNotes API keys (Public Key and Private Key) and a Location Alias for each BestNotes location
Your BestNotes levels of care and discharge reasons, spelled exactly as in BestNotes
The BestNotes tags you use for admission status and sales stage, and what each one means in Dazos
Which Treatment Programs go to which BestNotes location, if you have more than one
Whether insurance, PAAs, VOBs and documents should be sent, and which BestNotes insurance fields to fill
Which staff roles may send data to BestNotes
Whether patients admitted directly in BestNotes should be added to Dazos
To pick up patients added in BestNotes, the Data Sharing ways setting must be EHR to Dazos or Both ways. There is no separate test mode for BestNotes in Dazos, so plan your first sends with your Implementation Specialist.
Common questions
How fast do BestNotes changes show up in Dazos? Within the hour. For one patient right away, use Pull Updates from EMR.
Why didn't a BestNotes patient link to our record? Name, date of birth, admission date (within two days) and Treatment Program must all match. Fix any typo and the next hourly check links them, or link the patient by hand with Link EMR Record.
I changed a phone number in Dazos. Is BestNotes updated? No. BestNotes is filled once, when the patient is created. Update BestNotes directly.
Why did the Sales Stage move to Admitted? When a patient is linked, Dazos sets the Sales Stage from their BestNotes tags. If none of their tags is matched to a stage, Dazos uses Admitted.
Insurance didn't show up in BestNotes. Why? Insurance sending must be turned on, and each Dazos insurance field must be matched to a BestNotes field once. Only the first active policy is sent.
Can we have several BestNotes locations? Yes. Each location is connected separately, and patients go to the right one by Treatment Program or your choice at send time.
Are emergency or related contacts sent? No. For patients admitted only in BestNotes, their emergency contacts can come back into Dazos.
I can't see the BestNotes 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.