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Introduction
Tasks are an internal communication tool for creating personal tasks with reminders, assigning tasks to other users and notifying users when tasks or events are completed.
Tasks can be single or repeated. For example, a single task can be used for scheduling a follow-up appointment with a patient, or the office staff can have a repeated task for completing the end-of-day reporting.
Tasks can also be generated automatically for certain events, for example, when a referred patient arrives or when finalising invoicing.
Creating a New Task
- In the top menu bar, select the checkmark icon > New task.
- In the Create task dialogue, add the task details. Title and Assigned user or Ward are required.
- A specific ward can be assigned, for example, to assist in managing triage services and emergency appointments. Note that when a task is assigned to a ward only, no users are notified about the task (the task can be viewed on the task dashboard).
- By default, the user selection list includes the users of the currently selected department. If your organisation has several departments, you can select the Show all users checkbox to include all users from all departments.
- You can also select a task Type and Status, set a Deadline, and add a reminder with the Remind before option. In addition, you can add a specific Client and Patient the task is related to.
- For a repeated task, select the required additional settings.
- Select Save.
In User profile > Task settings, users can set some personal preferences related to tasks. For example, users can select if they want to receive notifications about tasks by email/SMS and subscribe to other users' tasks and be notified about them.
Creating a Repeating Task
In addition to single tasks, you can create tasks that are repeated regularly, for example, end-of-day reports.
- Create a new task and select the basic settings.
- Select the Repeating task checkbox.
- Add the Start date and select End type.
- For By end date, add the end date in the End field.
- For By recurred times, add the number of times you want the task to be repeated in the Recurring times field.
- Select the Recurring type: daily, weekly, monthly, or yearly.
- Select Save.
If you need to inactivate a repeating task temporarily, uncheck the Active checkbox.
Automatically Created Tasks
Tasks can be generated automatically for certain events, for example, when a referred patient arrives, when finalising invoicing, or when an appointment is booked for a client who has unpaid invoices. Below is a list of settings for creating automatic tasks.
When an Email With a Sending Reason is Sent
Settings > General > Department > Department settings > Enable automatic tasks for emails with sending reasons
When this setting is selected, a task is created automatically for a user who sends a patient history email using a (referral) sending reason defined in the Sending reasons for automatic task creation field.
When Client Communication Fails
Settings > General > Department > Client interactions > Create task on failed communication
When this setting is selected, a task is created automatically for the user when communication with a client fails (for example, the client's email address is invalid). A notification about the failed communication is also sent to the email address added in the Failed communication report recipient field.
When Appointment is Booked for a Client With Unpaid Invoices
Settings > General > Department > Calendar & scheduling options > Create task when client with unpaid invoices is booked an appointment
When this setting is selected, a task is created automatically for the users added in the For selected users field.
When a Referred Patient Arrives
Settings > General > Department > Task settings > Create task when referred patient has arrived
When this setting is selected, a task is created automatically for the main veterinarian when a referred patient is marked as arrived. In the Referred patient task due date field, you can define how many days after the consultation the task is due.
When a Consultation is Finalised With Draft Clinical Notes
Settings > General > Department > Task settings > Create tasks of draft notes upon invoice finalization
This setting can be used when the hospital mode is used and the Allow finalizing consultations with draft clinical notes setting is selected.
When the Create tasks of draft notes upon invoice finalization setting is selected, a task is created automatically when the invoice is finalised for a consultation that includes draft clinical notes. The task is assigned to the user selected in the Default assigned user for tasks about draft clinical notes field:
- Created user: the user who created the draft notes,
- Active user: the user who finalised the invoice, or
- Supervising veterinarian: the veterinarian responsible for the consultation
In the Deadline (in days) for draft note tasks field, you can define how many days after invoice finalisation the task is due. Note that if you select 0, the task is created when the draft notes are saved even if the invoice is not yet finalised.
When Laboratory Results Are Ready
When this setting is selected, a task is created automatically for the selected users when laboratory results are ready. To have a task created for the referring veterinarian, select the For referring veterinarian checkbox. You can also select additional users in the For selected users field. In the Task due date field, you can define how many days after the laboratory results the task is due.
Require Creating Tasks With Laboratory Referrals
Settings > General > Department > Laboratory settings > Require "create tasks" when creating a laboratory referral and Require "create tasks" for external laboratories only
In addition to the previous setting, these settings can be used to have a task created automatically for additional users for a specific laboratory referral. When these settings are selected, additional users must be selected when adding a laboratory item to a consultation.
When Diagnostic Imaging Results Are Ready
Settings > General > Department > Diagnostic imaging settings > Create task when results are ready
When this setting is selected, a task is created automatically for the selected users when diagnostic imaging results are ready. Using the checkboxes, you select the consultation supervising veterinarian, consultation resident, and request supervising veterinarian. You can also select additional users in the For selected users field. In the Task due date field, you can define how many days after the imaging results the task is due.
Viewing Tasks
To view your tasks, select the checkmark icon in the top menu bar. You can open tasks assigned to you directly from the drop-down menu or select All tasks to view and search your clinic's whole task list.
On the tasks page, you can use the Filter field to search for tasks using a text search (1). You can also use the filters to view tasks by department, deadline, assigned user and ward (2), as well as by task type and status (3). To view only tasks that are past the deadline, select the Show only expired tasks checkbox (4).
From Column visibility (5), you can select the columns you want to include in the list.
To save your search, selected filters and column visibility settings so that the same options are applied the next time you view the task list, select the wrench tool button > Save filters (6).
To edit or delete a task, select the pen or trash can button on the task row (7).
Marking a Task as Done
When you have completed a task assigned to you, select the green checkmark button at the end of the task row to mark it as done.
You can also open the task (either from the checkmark icon in the top menu bar or by clicking the task in the list) and select Mark done in the View task dialogue box.
Related Settings
In addition to the settings related to automatically generated tasks, the following settings are related to tasks.
Task SMS reminders
Settings > General > Department > Task settings > SMS reminders available
When this setting is selected, SMS (text message) reminders are sent to users about their expired tasks daily. Select the time for sending the reminder from the Send reminders of expired tasks daily at drop-down list.
User Permissions
By default, all users can view and create tasks. The permission group setting 'Can access/edit tasks' can be used to restrict task permissions for specific user groups.
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