The Task Manager is designed to streamline task management within medical practices. It enables practices to efficiently assign, track, and oversee tasks related to patient care, administrative responsibilities, and practice management.
Let's get started!
Watch this video for a detailed walkthrough.
Let's explore the Task Manager feature.
Topics Covered
Create and Assign a New Task
To create and assign a new task in the task manager, perform the steps below.
Navigate to the Task Manager icon on the top.
The Task Manager slide-out opens up.
Click the + New Task button to either create a new one or reuse an existing template.
To create a new task:
- Enter the Task Name and Task Details.
- Select the Due Date.
- You can also use quick links such as Today and Tomorrow for a faster entry.
You also have the option to customise tasks over time by setting them to repeat for a specified number of days, weeks, months, or years. To do that,
- Click Set to Repeat.
- Specify the number of instances it repeats and select the recurrence frequency, such as Day, Week, Month, or Year.
- The Starts field requires a date range, while Ends offers options: 'Never', 'On' to choose a custom date, or 'After' to set the number of occurrences.
- Click Save.
To add a flag for categorising the task:
- Click + Add Flag.
- Select the required flag from the Flags pop-up.
- Click Save.
- Select individual User(s) or Group(s) to whom you would like to assign the task.
- You can assign a combination of User Groups and individual Users together, as needed.
- Click Apply.
- To assign the task to oneself, click Assign to me.
- By using the Assign to function, you can assign tasks to other team members, and you can view if they have completed the task or not along with setting a due date.
- To Link to Patient, select the patient(s) from the dropdown.
- To mark the task as a high priority, checkmark the High Priority Task option.
Tip: Once a patient is linked, you can click on the hyperlink to view the Patient Snapshot. |
If you want to create a Checklist for the task:
Click + Add Checklist.
- Enter the items for the checklist.
- Click Add or press Enter to add a new item. To cancel an item, click Cancel.
- Click the bin icon to delete an entire checklist.
- To remove individual items, hover over the far right of the item and click on the bin icon.
To rearrange the checklist items, click to drag and drop them in the desired order.
To reuse an existing template:
- Click Fill using Template drop-down.
- Select the required saved template.
Tip: Utilise the Search functionality to quickly find your preferred template. |
- The details will be auto-populated according to the saved template.
- Make sure to select the Due date and other needed information for this template.
- Click Create Task once you have entered the necessary details.
Track and Manage Tasks
Let's see how to track and manage assigned tasks to oneself and others.
You will have two tabs: Assigned to Me and All Tasks.
- Select the Assigned to Me tab to view all tasks assigned to the user accessing the account.
- Select the All Tasks tab to view tasks for the account user as well as tasks assigned to other members.
- Additional Sorting includes options to view All tasks, tasks Due Today, and tasks that are Overdue.
-
Refine your search by using filters for Assigned To, Created by, Due Date, Priority, and Linked Patient.
- Once you have selected the filters, click Show Results to see the updated list of tasks.
- You can also use the Search bar for a quick search.
- Refine your search by using filters for Assigned To, Created by, Due Date, Priority, and Linked Patient.
- Once you have selected the filters, click Show Results to see the updated list of tasks.
- You can also use the Search bar for a quick search.
- The task card gives a concise overview, including the Task Name, Due Date, and Assigned User, with high-priority tasks marked by an icon.
-
To mark an action as complete, click on the Tick Mark.
- To undo it, click the Tick mark again.
Once clicked, the action will be stricken through and will be moved to the Completed Tasks section.
For a detailed view of Due or Overdue tasks, click on the task card.
The task card will display the Description, Due Date, Flags, Assigned To, Linked Patient (highlighted in blue), and Priority Status.
Under the Activity section:
- You can view the task’s activity history, such as who created the task and further updates.
- Click + Add Comment to add a comment.
Checkmark the 'Show Comments Only' box to hide the activity information and view only the comments.
- You can Mark the task as Complete.
- To delete the task, click Delete.
- Click Save as Template if you want to reuse the exact information of this task.
Viewing Completed Tasks
To view and access completed tasks:
Click Completed Tasks at the bottom to view a list of tasks that have been marked as complete.
When the Completed Tasks section is expanded:
You can use the Search Bar or Filters to refine your results even further.
-
Click on a Completed Task Card to view its additional details on the right.
- You can Add a Comment, if needed.
Configure Task Settings
Users can configure task templates, flags, and user groups under Task Settings.
Click Task Settings.
Manage Templates
- Select the Templates tab.
- Click on the required Saved Template from the left.
- Make the necessary changes.
- Click Update Changes once done.
- To revert the edits, click Discard Changes.
Create and Manage Flags
Users can create and assign custom flags with varied priority levels and colours to categorise tasks such as TLC, Outstanding Balance Follow-up, etc. To achieve this, perform the steps below.
| Tip: You can add up to 5 flags for a single task. |
- Select the Flags tab.
- To create a new flag, click + New Flag.
- Enter a three-character Flag Label for quicker identification.
- Enter a Description for the flag.
- Choose a flag Colour.
- You can see the flag Preview.
- Click Save.
To update an existing flag, click Edit for the intended flag.
To activate or deactivate a flag:
- Select the required flag from the grid.
- Click Activate or Deactivate as needed.
Create and Manage User Groups
Practices can create a user group with existing users, useful in assigning a task to multiple users as preferred.
To create a new user group,
- Select the User Groups tab.
- Click + New Group.
- Enter the Group Name.
- Select Users from the drop-down menu.
- The selected users will be listed below.
- To remove a selected user, click on the bin icon.
- Once done, click Save.
To manage existing user groups,
- Select the existing user group from the left.
- You can utilise the Search bar to quickly locate the intended group.
Once selected,
- Click Deactivate to make the user group inactive.
- To make changes to the selected user group, click Edit.
Manage Permissions
Let’s see how to set permissions for the Task Manager.
Navigate to the System Menu > select Practice Settings > Administration > Profiles.
Click Manage Permissions on the required profile.
- Select the Tasks option.
- Select the permissions according to your preferences. It is recommended to enable all the task permissions using the checkbox, including:
- Add/Edit tasks for myself: Allows users to create and assign tasks to themselves.
- Add/Edit tasks for others: Grants the ability to create, assign, and manage tasks for other users within the account.
- Delete tasks: Permits users to delete tasks they have created.
- View tasks by all users: Enables users to view tasks created by others in the 'All Tasks' tab.
- Update tasks by all users: Allows users to modify tasks created by others in the 'All Tasks' tab.
- Add/Edit Task Settings: The ability to add and edit the settings of user groups, Task Categories and Task Templates.
- Delete Task Settings: Ability to delete Task Settings.
- Once done, click Save.
Practices can use this elaborate guide to learn all aspects of the Task Manager in CareStack.