Syncing Census Events from Eldermark Legacy

If your community uses Eldermark Legacy, Welbi can connect to it directly so your resident information stays current automatically. Eldermark Legacy remains your source of truth for resident data, and Welbi keeps itself in step, so your team does not have to enter or update resident details in two places.

Once the integration is active, new admissions, room changes, discharges, resident status, and Level of Care flow from Eldermark into Welbi for you.

What information syncs

The integration keeps the following resident details aligned between Eldermark Legacy and Welbi:

From Eldermark Legacy	Appears in Welbi as
First Name	First Name
Last Name	Last Name
Gender	Gender
Birthday	Birthday
Room Number	Room Number
Admit Date	Move In Date
Discharge Date	Move Out Date
Facility	Community
Care Level	Level of Care

Because Eldermark Legacy is the source of truth for these fields, make any changes to them in Eldermark Legacy rather than in Welbi. If you edit one of these fields directly in Welbi, the next sync will overwrite it with the value from Eldermark Legacy.

How often it updates

The integration syncs once a day, overnight. A change you make in Eldermark Legacytoday will appear in Welbi the following day, not immediately. This is worth keeping in mind before assuming something hasn't synced, especially for same-day admissions, room changes, or discharges.

How resident statuses map

Eldermark Legacytracks resident status in more detail than Welbi does, so Welbi groups those into a simpler set: Here, Moved Out, Deceased, Hospital, and On Leave (LOA).

A discharge becomes Moved Out (or Deceased, where the discharge reflects that).
A leave of absence becomes On Leave, or Hospital when the leave is recorded as a hospital stay.
An admission, re-admission, or return from leave shows the resident as Here.

Choosing which residents sync

When the integration is first set up, you can choose to bring in residents by Level of Care, so you start with only the groups you want (for example, Memory Care first). You can add more Levels of Care later as you are ready.

Getting set up

Setting up the Eldermark Legacy integration is a coordinated effort between your community, Eldermark, and Welbi. At a high level, you will open an integration request with Eldermark Legacy, and Welbi will handle connecting the two systems and confirming everything is syncing correctly. To get started, reach out to your Welbi Customer Success representative and they will walk you through the steps.

If a resident's information doesn't look right

If a resident is missing from Welbi or a detail looks incorrect:

Check the timing. If the change was made in Eldermark Legacy today, it will appear after tonight's sync.
Confirm it in Eldermark Legacy. Since Eldermark Legacy is the source of truth, check that the information is correct there first.
Still not right? Contact Welbi Support with the resident's name (or room number and initials) and what the record shows in Eldermark Legacy, and we will look into it.