[Accordion] Overview
When creating a workflow, the “Set When the Task Becomes Due” (Step 3) option defines how and when a task should be scheduled. This step allows you to set due dates with flexible, formula-based rules such as “3 days after form creation,” link deadlines to appointments or insurance requirements, and specify how due dates that fall on weekends should be handled.
You can also configure escalation options to keep tasks visible and ensure they are addressed before they become overdue. These settings are essential for maintaining clinical compliance, coordinating staff workflows, and preventing missed deadlines - especially important in mental health settings where documentation and follow-up timelines are critical.
[Accordion] Getting Started
Before configuring due dates, make sure "Step 2: Define the Task" is complete.
Use the Choose when task is due dropdown to select the appropriate option. This dropdown provides a variety of formula-based, time-based, and event-based scheduling choices.
- Within (X) Duration Based on (Y): Use this option to calculate a task's due date by adding a specified duration after a triggering action.
- Example:
- Within 2 days of the First Kept Appointment
- Within 7 days after Admission Summary Completion
- Within 1 hour after Crisis Assessment Completion
- Configuration fields:
- Enter (X) value (required): Enter the number of time units (e.g., 3).
- Choose Duration (required): Select the units of time: Minutes, Hours, Days, Weeks, Months.
- Choose (Y) value (required): Select the event or date the due date should be calculated from (e.g., admission date).
- Best for: Documentation deadlines, follow-up tasks, time-bound alerts
- Example:
- Insurance # of Days Based on (Y): Use this option to define payer-specific timelines that are driven by insurance rules or authorization requirements.
- Examples:
- Medicaid requires a treatment plan within 30 days of the Intake Date
- Authorization renewal due 10 days before expiration
- You select:
- The insurance-related timeframe (number of days required by the payer)
- The event or date (Y) is calculated from
- Best for: Authorization, Treatment Plan, or Documentation compliance tied to insurance rules.
- Examples:
- After X Appointments: Use this option to trigger a task's due date after a specified number of appointments completed.
- Examples:
- Mini assessment due after 5 therapy sessions
- A re-evaluation is triggered after the 10th psychiatry appointment
- Configuration:
- Enter the number of appointments (X): Specify how many completed appointments must occur before the task becomes due.
- Configure the filter (if required): Click+ Add Filter to select criteria such as:
- Form Info: Select the appointment type, service, payor name, etc.
- Criteria: Includes/Excludes
- Data: Select all items that apply
- Best for: Milestone-based Clinical Reviews, Reassessments, or Scheduled Evaluations
- Examples:
- Within X Days from Y Appointment: This option is used when due dates must follow a specific future appointment.
- Examples:
- Follow-up note is due 1 day after the next therapy appointment
- Drug Screen due 1 hour before the patient's next medication management appointment
- Best for: Post-visit Tasks
- Examples:
- Formula: This option provides the most customization. Users can build advanced due-date rules combining dates, durations, and conditional logic.
- Examples:
- max(Discharge Date + 2 days, First Appointment Date + 30 days)
- Assessment Date + 24 hours if patient is high risk
- Best for: Organizations with complex compliance rules or custom timelines requiring advanced logic
- Examples:
- Handling Weekends: Choose how the system should respond when a due date falls on a weekend.
- Leave as-is: The due date remains unchanged.
- Push up to previous Friday: The due date is moved to the Friday before the weekend.
- Push back to following Monday: The due date is moved to next Monday.
[Tip] Use “Push back to Monday” for clinical tasks to avoid weekend work. Use “Leave as-is” for time-sensitive tasks like authorizations.
[Accordion] Best Practices
- Use Within X Duration Based on Y for the majority of clinical workflows.
- Use Insurance # of Days for payer-driven events to stay compliant.
- For recurring or milestone tasks, use After X Appointments.
- Always set weekend handling to match your organization’s staffing pattern.
- Add escalation reminders for all critical or time-sensitive tasks.
[Accordion] FAQs
[Q] What if the reference value (Y) is missing?
[A] The system waits until Y becomes available before creating the task due date.
[Q] Can I change the due-date method after the task is created?
[A] Yes. Updating the rule will apply to any newly created tasks, but not retroactively to already-created tasks.
[Q] Do escalations notify supervisors?
[A] Supervisors receive alerts based on your organization’s global task notification rules.
[Q] What if I need tasks that recur or depend on visit milestones?
[A] Use “After X Appointments” to schedule tasks based on visit counts—ideal for recurring documentation, authorization reviews, or milestone-driven workflows.
[Q] How should I decide how weekends are handled?
[A] Set weekend handling based on your organization’s staffing and availability. Choose whether due dates should stay as-is, move to Friday, or shift to Monday.
[Q] Can I mix different due-date strategies within a single workflow?
[A] Yes. Each task can use a different due-date rule, allowing you to tailor scheduling logic to the needs of each step in the workflow.