JOSH:
Getting Started step 2. Define the task has nothing to do with how the task is triggered. It defines what, when triggered, needs to be done. I think this section needs to be rewritten.
Insurance # of days based on (Y), for example, “Due before insurance renewal date.” - This needs to be explained
Within (X) Days from (Y) Appointment, for example, “2 days after Discharge Appointment.” - Is this something you can define? Or is it more "2 days after the 5th appointment"?
Will completing this task complete the entire workflow?: Select this option if this is the final step for the workflow. - This is not exactly correct. It's more about if there are multiple tasks, if the rest are no longer relevant once this task is completed.
[Navigation] Global Search > Utilities > Workflow Builder
[Accordion] Overview
Tasks are the actionable steps that make up a workflow. Each task represents a specific action that needs to be completed by a clinician, case manager, billing staff, or other team member after a workflow is triggered.
Think of a workflow as the overall process (for example, the “Discharge Process"), and tasks as the individual to-dos that ensure the process is completed accurately and consistently.
Tasks are the building blocks of a workflow. Each task defines:
What needs to be done
Who is responsible
When it must be completed
Once the workflow is triggered, the system automatically creates these tasks, assigns them to the appropriate staff, and tracks their completion so nothing falls through the cracks.
[Tip] To view your pending/overdue/completed tasks, go to: Staff > Staff Task Dashboard
About Tasks
- Triggered Automatically: When a workflow starts, such as when a treatment plan is created or a patient is discharged, the system automatically generates the required tasks.
- Assigned to the Proper Staff: Each task is assigned to a specific user or role (such as a clinician, nurse, or billing staff), along with a clear due date and instructions.
- Due Dates: Tasks include defined due dates so staff know exactly when it needs to be completed. This helps keep the workflow on schedule and prevents delays.
- One-Time or Recurring: Tasks can occur just once in response to a specific event (such as intake or discharge steps), or recurring (such as weekly or monthly documentation).
- Drives the Workflow Forward: When a task is completed, the workflow automatically progresses to the next required action or completes itself, based on your workflow rules.
Examples:
- Admission Workflow:
- Collect intake paperwork > Front Desk
- Conduct initial evaluation > Therapist
- Verify insurance details > Billing Team
- Treatment Plan Review Workflow:
- Review current goals > Clinician
- Approve updated plan > Supervisor
- Obtain patient signature > Front Office
- Discharge Workflow:
- Complete discharge summary > Clinician
- Notify referral source > Care Coordinator
- Close billing and archive file > Billing Staff
To summarize, tasks turn your clinic’s processes into a structured, trackable checklist—helping your team deliver consistent, compliant care without missing a step.
[Accordion] Getting Started
After creating your workflow, the next step is to add tasks. Tasks define the specific actions staff must take once the workflow is triggered. Each task outlines the responsible role, the required action, the timing, and any conditions that must be met.
[Info] Remember, you can add one or more tasks to a Workflow.
Adding a Task to your Workflow
Open the Workflow from the Workflow Builder list, click to edit your workflow, then select Add Task to Complete.
Name the Task: Give the task a clear, descriptive name so users can easily identify it in their task list. The name should clearly communicate the task’s purpose and will appear in task lists, reminders, and reports.
Examples:
Complete Initial Evaluation
Verify Insurance Details
Define the Task: Clearly identify the action that will be completed by staff or automatically triggered using Smart Flow automation. This description should explain exactly what needs to be done and when the task should occur.
Examples:
Create a task to Complete a Treatment Plan 90 days after admission.
Automatically send a satisfaction survey via TXT 3 days after an appointment.
Action category (required): Choose the type of task you'll be creating. This selection defines the event that will complete the task.
- Form Action: Identify the action applied to the specified form that will satisfy and complete the task.
- Custom Action: A custom task that does not have a predefined Action Type or Smart Flow option.
- Smart Flow: Sends an automated message (e.g., SMS, Email, Portal Message, Patient Note), using a predefined message template.
Action type (required): Select the type of action that will complete this task. For example, Creation of a form, Signing of a form, updating the patient status from Active to Discharged, etc.
Action item (required): Select the form on which the action is performed.
- Set When the Task Becomes Due: Choose when the task should be completed by setting how its due date is calculated.
- Choose when task is performed (required): Decide how long after a specific event the task should be due. This dropdown provides a variety of formula-based, time-based, and event-based scheduling choices.
- Enter (X) value (required): Enter the number of time units.
- Choose Duration (required): Select the units of time (e.g., Days, Hours).
Choose (Y) value (required): Select the event or date the due date should be calculated from (e.g., Admission date).
Examples
- On (X) Duration based on (Y): Program Assessment due within 2 days of the First Kept Appointment
- Insurance # of days based on (Y): Obtain authorization. Due 7 days before the primary insurance effective date
- If due date falls on a weekend: Choose how the system should handle tasks due on a weekend:
- Leave as-is
- Push up to the previous Friday
- Push back to following Monday
Assign Responsibility: Select who is responsible for completing the task and how they should be notified. This section answers: Who is responsible, and does this step control workflow completion?
Example: Assign “Insurance Verification” to the Billing staff; skip the task if the patient is discharged.
- Who is responsible for this task?: Search and assign a specific user or role (e.g., Clinician, Case Manager, Billing Staff).
How many days ahead of the due date to remind the responsible person?: Set the reminder lead time to help staff stay on track. The system will automatically send notifications or alerts to the assigned user.
Example, “Remind 2 days before due date.”
- Will completing this task complete the entire workflow?: Select this option if finishing this task should automatically mark all other tasks in the workflow as complete/unneeded.
- Is the task no longer applicable after discharge?: Check this if the task is no longer relevant once the patient is discharged.
Add Instructions: Provide clear, consistent guidance so staff completing the task know exactly what to do.
Example: Verify insurance authorization and update policy details before the patient’s next visit.
Advanced Settings (Optional): Add logic to control when this task appears or how often it repeats.
Example: Weekly progress note task for patients in the Residential Program only.
- Configure filters: Apply rules so the task only appears for specific forms, programs, or patient types.
- Configure recurrence: Create repeating tasks (e.g., Weekly Progress Notes or Monthly Review).
Finally, Save the Task!
[Accordion] FAQs
[Q] What is a task in a workflow?
[A] A task is an individual action step in a workflow that needs to be completed by a specific staff member at a specific time. Tasks help ensure processes are followed consistently.
[Q] How do tasks fit into a workflow?
[A] Workflows define the overall process (e.g., “Discharge Process”), while tasks are the individual steps assigned to staff that keep the workflow moving forward.
[Q] Who can be assigned a task?
[A] Tasks can be assigned to specific users, or based on role (such as clinicians, therapists, case managers, or billing staff).
[Q] How are tasks triggered?
[A] Tasks are triggered automatically when a workflow starts, a form is submitted or updated, a SmartFlow rule runs, or a staff member triggers a custom action.
[Q] Can tasks repeat regularly?
[A] Yes. Tasks can be one-time or recurring, such as weekly progress notes or monthly treatment plan reviews.
[Q] How are task due dates calculated?
[A] Due dates can be based on events like Admission Date, Form Submission, or Appointments. You can also control how due dates are handled when they fall on a weekend.
[Q] How will staff know they have tasks to complete?
[A] Assigned staff receive automatic reminders before tasks are due. All tasks can be viewed in the Staff Task Dashboard.
[Q] Can completing a task advance a workflow?
[A] Yes. Completing a task can automatically move to the next step or mark it as complete, depending on your configuration.
[Q] What if a task is no longer relevant?
[A] Tasks can be configured to stop automatically if they no longer apply, such as when a patient is discharged
[Q] How do I add a new task to a workflow?
[A] Open the workflow in Workflow Builder, click Add Task, then define the task name, trigger, due date, assignee, optional instructions, and save.
[Q] Can I assign tasks only for certain patients or programs?
[A] Yes. Advanced settings allow filtering by patient type, age, program, or many other factors.
[Q] Where can I see pending or overdue tasks?
[A] Select Staff > Staff Task Dashboard to view all pending, overdue, and completed tasks
[Q] Can I manually trigger a task?
[A] Yes. Custom Actions allow staff to trigger tasks outside automatic workflow triggers.
[Q] What instructions should I include for staff?
[A] Include clear, step-by-step guidance so the responsible staff know exactly what action to take, such as verifying insurance or obtaining patient signatures.
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