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Tasks

Overview​

Tasks provide a structured and efficient way to manage patient care activities. Whether created manually or automatically through automations, tasks ensure that necessary actions are tracked, assigned, and completed in a timely manner. By integrating tasks with plans, the platform ensures a consistent and streamlined approach to patient management, tailored to each customer's specific needs and care offerings. Subtasks further enhance task management by providing a detailed checklist to ensure all necessary actions are completed within a task. Notes offer a way to add detailed information and facilitate communication within the care team.

Tasks can be viewed and managed from the Tasks page and from the Board view. The Tasks page is a tabular list; the Board view is a kanban-style interface — see Boards. There is no list/board toggle on the Tasks page itself.

On the Tasks page, an Active Plan selector lets you choose which workflow to view. When a workflow is selected, tabs appear for that workflow's stages, and each row has buttons to move the task between those stages.

Task Types​

Task types help organize and categorize different kinds of tasks within the system. Each task type can have specific behaviors and workflows associated with it.

Managing Task Types​

Task types are managed through the settings card labeled Tasks, which opens the Task Types page. The page is available to Platform Admin users.

  • Creating Task Types: Add new task types with a display name and unique value
  • Setting Default: One task type can be designated as the default for new tasks
  • Ordering: Task types can be reordered using the "Move Up" and "Move Down" actions
  • Deleting: Remove unused task types as needed

Default Task Type​

The default task type is automatically selected when creating new tasks. This helps maintain consistency in task creation while still allowing flexibility to choose other types when needed.

Custom Fields per Task Type​

Custom fields can be scoped to specific task types so that only relevant fields appear on each task. See Custom Fields for setup instructions.

Task Creation​

Manual Task Creation​

Tasks can be manually created from the following places:

  • Home: The + (Create task) button on the My Tasks list on the Home page.
  • Patient record: The + (Create task) button on the task panel in a patient's record.

When creating a task, users can select from the configured task types or use the default type. Tasks are not created from the board or from the /tasks list page.

Automated Task Creation​

Tasks can be created automatically based on predefined automations. When a patient registers on the platform or is added via a file import, an automation can be configured to create a task for that patient. These automations can be set up in the Automations tab. For more details, refer to the Automations documentation.

Example Scenario:

  • An automation is set to create a task for every new patient.
  • Ensures every new patient has an initial care task assigned automatically.
  • Provides a consistent and streamlined approach to patient management.

Subtasks​

Subtasks can act as a checklist and can be auto-populated for every task via the automation system. For example, when a task is created, the status of the task is defined by the workflow. One status may be "Records Collection" and the subtask could be a list of records that need to be collected.

Key Features of Subtasks:

  • Subtasks are tracked via the task module.
  • Can be generated and programmed via the Automations tab.
  • Provides a detailed checklist to ensure all necessary actions are completed within a task.

Notes​

Notes can be added to a task to provide additional context or information. Notes can be created for the overall task or attributed to individual subtasks.

Key Features of Notes:

  • Task Notes: General notes related to the overall task.
  • Subtask Notes: Specific notes attributed to individual subtasks.
  • Helps in keeping detailed records and facilitating communication among team members.

Task Management​

Task Workflow​

Tasks follow a structured workflow based on predefined workflows. These workflows outline the various stages a task will go through, from initial creation to completion.

Key Elements of Task Workflow:

  1. Initial Creation: Task is created manually or automatically.
  2. Assigning Tasks: Task is assigned to specific care team members or roles.
  3. Setting Due Date: A due date can be set for each task, helping prioritize and manage workload.
  4. Progress Tracking: Task transitions through statuses defined by the workflow, such as "Registered," "In Progress," and "Completed."
  5. Patient Priority Indicators: Tasks related to starred/favorited patients display a star icon on board cards, helping identify high-priority patient tasks at a glance.

For visual task management with drag-and-drop workflow progression, see Boards.

Due Date Functionality​

The platform includes a due date feature for tasks, enhancing task management and prioritization:

  • Setting Due Date: In the task detail screen, users can set or modify the due date for a task.
  • Due Date Display: The due date is displayed in the task detail and task list screens.
  • Task List View: The task list includes a "Due" column, allowing users to quickly see upcoming deadlines. The Due column is not sortable.
  • Filters: The Tasks page filters are Search, Task Type, Form, Assignee, and Instance. The task list does not have a due-date filter; the Due Status filter is only available on the board.

Due dates are stored in the task record and are fully interoperable with external healthcare systems.

  • Boards — visual kanban-style task management
  • Workflows — configure task workflow stages
  • Automations — create tasks automatically from triggers
  • Notifications — task assignment and update alerts