[Accordion] Overview
A workflow requires each task to have a clear owner to ensure accountability and timely completion. The Assign Responsibility step (Step 4 while creating a workflow) allows you to:
Select the staff member or role responsible for a task
Set reminders to keep tasks on track
Determine whether completing the task impacts the overall workflow
This helps streamline operations by routing tasks to the appropriate personnel, such as clinicians, case managers, billing staff, or specialized teams.
[Accordion] Getting Started
Before assigning a task, make sure you have the following in place:
- Task details: Ensure all tasks in the workflow are defined and sequenced correctly.
- Due dates and timelines: Confirm when each task is expected to be completed.
- Forms and documentation: Make sure all forms required for completion are created, enabled, and accessible.
- Conditional logic or rules: Identify any branching, triggers, or approvals that could affect task flow.
Once these elements are prepared, proceed to Assign Responsibility (Step 4) to designate the staff or roles responsible for completing the task.
1. Who is responsible for this task?: You can assign responsibility for a task to ensure it reaches the right person at the right time. Tasks can be assigned to:
- A specific user (e.g., Jane Doe)
- A role or workgroup (e.g., Billing Team, Case Management, Nursing Staff)
- Dynamic roles (e.g., Clinician assigned at admission)
Use the dropdown to search by:
- Staff name
- Role
- Team/department
[Tip] Assign tasks to a user role or group when multiple staff members can complete the task. The task is automatically closed once the first person completes it.
2. How many days ahead of due date to remind responsible person?: Use this field to specify when a reminder notification should be sent before the task’s due date.
Examples:
- Remind 2 days before a progress note is due
- Remind 0 days (same-day reminder)
- Remind 7 days before a long-term follow-up task
Setting reminders helps ensure tasks are completed on time and reduces the risk of delays in the workflow.
3. Will completing this task complete the entire workflow?
Enable this option when:
- Only this task is required to complete the entire workflow (even when multiple tasks may have been assigned)
- The task marks a key milestone event (for example, patient discharge)
When enabled, completing this task will automatically mark all tasks in the workflow as complete
4. Is the task no longer applicable after discharge?
Enable this option when:
- The task only applies while the patient is actively receiving care at the clinic
- The task shouldn’t create overdue items after the patient is discharged
Examples:
- Daily vitals
- Weekly therapy reviews
- Medication reconciliation
When enabled, the system suppresses the task after the patient is discharged.
[Accordion] Best Practices
- Use group assignments for tasks handled by multiple team members (e.g., Billing, Scheduling).
- Set reminders strategically, avoid over-alerting, but notify early enough to remain compliant.
- Assign dynamic roles (such as Clinician Assigned at Admission) to automatically route the tasks to the correct staff for each patient.
- Mark tasks as workflow-completing only when all tasks in the workflow should be marked complete after that action.
- Use discharge logic to prevent irrelevant tasks from remaining open or becoming overdue.
[Accordion] FAQs
[Q] Can I change who is assigned after the task is created?
[A] Yes. Tasks can be reassigned manually by authorized staff in the Task List.
[Q] What happens if a task is assigned to a group?
[A] All group members will see the task. Once any member completes it, the task is marked complete for the entire group.
[Q] Will staff get notified automatically?
[A] Yes. Notifications are sent based on:
- Reminder settings
- Approaching due dates
- Workflow alert rules
[Q] What if I don't set a reminder?
[A] The system still sends standard due-date notifications. Reminders simply add an additional early alert.
[Q] What happens if a task is overdue?
[A] The system highlights overdue tasks on the Staff Task Dashboard and sends notifications if configured. Supervisors can track and follow up as needed.
[Q] Can reminders be customized for each task?
[A] Yes. You can configure custom reminder intervals for each task, ensuring staff receive timely notifications.
[Q] How can supervisors monitor task completion?
[A] Supervisors can review task status, due dates, and completion history via the Staff Task Dashboard to ensure accountability and workflow compliance.