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Plans

Plans are essential for managing tasks and tracking their progress through various statuses. They provide a structured approach to task management, ensuring that each task follows a predefined workflow from initial registration to various stages of care.

Task Creation​

Automated Task Creation​

When a patient registers on the platform or is added via a file import, clients can choose to automatically create a task for that patient. The automated task creation can be configured in the Automations tab. For more details on automations, refer to the Automations documentation.

Example Scenario:

  • An automation is set to create a task for every patient created in the platform.
  • The plan acts as a blueprint for the task, defining how it should be structured and managed over time.

Business Statuses​

Status as a Board​

Think of statuses as columns on a task board. Each column represents a status in a workflow that the task can work through. These columns are defined by the conditions set in the Plans section. Each status can be individually configured to match specific workflow requirements.

For each column status, you can set a business status. Business statuses are based on task types and can be programmed to be the same across multiple plans. This allows a task to appear on multiple boards if it shares the same business status, facilitating seamless task tracking and management.

Configuring Business Statuses​

In the Plans section, you can configure the conditions that define each business status. These conditions are simple categories that help determine the status of a task at any given time, providing a structured approach to task progression.

Setting Custom Business Status for Columns​

To set a custom business status for a column in your plan:

  1. Navigate to Settings → Plans in the platform
  2. Create or edit a plan by clicking on an existing plan or creating a new one
  3. Add or edit an Action - each action represents a column on your board
  4. Set the Action Title - this becomes your custom business status (e.g., "Awaiting Review", "Care Manager Assigned", "Documentation Complete")
  5. Configure the Condition - this determines when tasks appear in this column:
    • The condition expression typically uses Task.businessStatus.text = 'YourCustomStatus'
    • The system will automatically update this when you change the action title

Example: If you create an action titled "Insurance Verification", tasks with the business status "Insurance Verification" will appear in that column on the board.

Dynamic Values​

Along with conditions, you can set Dynamic Values for each business status. Dynamic values allow you to automatically update task properties when a task enters a specific business status.

Best Practice: Use dynamic values to automatically set the FHIR task status when moving between business statuses. This ensures proper FHIR compliance and enables better integration with external systems.

To configure dynamic values for task status:

  1. In the Plan editor, expand the Action you want to configure
  2. Click the plus (+) button next to "Dynamic Value"
  3. Select "Status" from the Path dropdown - this maps to the FHIR Task.status field
  4. Choose from predefined FHIR task statuses:
    • draft - Task is in preliminary form and not yet actionable
    • requested - Task is ready to be performed, but no action has been taken
    • received - Task has been received by the performer but not yet started
    • rejected - Potential performer has declined to take the task
    • ready - Task is ready to be performed and can be picked up
    • cancelled - Task was cancelled prior to completion
    • in-progress - Task has been started but is not yet complete
    • on-hold - Task started but work has been paused
    • failed - Task was attempted but could not be completed
    • completed - Task has been finished successfully
    • entered-in-error - Task should not have existed and is nullified

Example Configuration:

  • Business Status: "Insurance Verification" → Set Status to "in-progress"
  • Business Status: "Care Delivered" → Set Status to "completed"
  • Business Status: "Awaiting Documentation" → Set Status to "on-hold"
  • Business Status: "Patient No Show" → Set Status to "cancelled"

Other Dynamic Values​

You can also set other task properties using dynamic values:

  • Priority: Set task urgency (routine, urgent, ASAP, STAT)
  • Owner: Automatically assign tasks to specific roles or practitioners
  • Due Date: Set deadlines based on business rules
  • Custom Fields: Update any custom task extensions

Examples of Business Statuses with Dynamic Values:

  • Registered: Initial status when a patient registers
    • Dynamic Value: Status = "requested"
  • Care Manager Assignment: Status when assigning care manager
    • Dynamic Value: Status = "ready"
  • Records Review: Status when reviewing patient records
    • Dynamic Value: Status = "in-progress"
  • Care Delivered: Status indicating care has been provided
    • Dynamic Value: Status = "completed"
  • Ongoing Care: Status for continuous care management
    • Dynamic Value: Status = "in-progress"

Configuring Plans​

Steps to Configure a Plan​

  1. Navigate to the Plans Section: Access the Plans section through the platform's main menu.
  2. Define Statuses: Specify the various statuses that tasks can have, including initial and subsequent statuses that indicate progress.
  3. Set Conditions and Dynamic Values: Configure the conditions that define each status and set appropriate dynamic values to reflect task completion or other key indicators.

Plan Boards​

Each plan will have a corresponding Board that is visible in the Board tab. Multiple plans can be set, each with its own board, which is helpful for different workflows for different clients.

Setting Plans in Automations​

When creating an automation, you can set which plan you want the patient to be enrolled in. This ensures that the tasks follow the correct workflow defined by the plan.

Shared Business Statuses​

Business statuses are shared between plans, so multiple plans can have shared statuses. If a business status is the same between boards, the task will appear on both boards because they share the same business status.