How to manage the task list

Tasks document work related to patient care, quality management, and medico-legal records. Tasks are never permanently deleted - even a task that is removed keeps a permanent record, including the reason it was removed. Every HealthTrack user can create tasks and have tasks assigned to them. Tasks can be associated with a patient, booking, referral, company, or prescription, and can also serve as reminders or follow-ups between users.

Tasks are not patient reminders

Tasks are a to-do list for staff. They never send anything to the patient. Appointment reminders, recall notices and other SMS or email messages to patients are handled by a separate system and are not affected by creating or completing a task. If you want the patient to receive a message, send it through the usual SMS or reminder features, not by creating a task.

Tasks also do not repeat. There is no recurring-task option; anything that recurs (such as recalls) is generated by its own feature, which may create a fresh task each time.

Accessing your task list

  • The task list is accessible from three locations.
    • Practice Wide > Task List.
    • The Task tab on the left-hand side of the diary.
    • Practice Wide > My Dashboard and selecting the Tasks icon.

Viewing the task list

  • The Task List shows all tasks assigned to or created by you.

  • Use the Ownership options to filter the list:
    • My Tasks - default view. This includes tasks assigned to you directly and tasks assigned to any group you belong to.
    • Created by me - to monitor tasks you have delegated.
    • Managed by me - tasks you are responsible for.
  • Use the View options to sort by due date or to show all tasks.
  • Select the Show Complete checkbox to include completed tasks.
  • Double-click any task to open it.

Assigning tasks

A task can be assigned to an individual user or to a group:

  • A task assigned to a user appears only in that user's list.
  • A task assigned to a group appears in the task list of every member of that group. Any member can open, work on and complete it.

Group tasks are not claimed or locked when a member opens them, so agree within the team who is picking up a shared task.

When a task is reassigned, HealthTrack keeps track of who it was previously assigned to, so a task you delegated shows back in your view if it is returned to you.

Task statuses

Every task moves through three statuses:

  1. Not Started - the status of every new task.
  2. In Progress - set this when you begin working on the task. HealthTrack records who moved it to In Progress and when.
  3. Complete - set this when the work is finished. HealthTrack records who completed the task and when.

A task shows as overdue when its due date has passed and it has not been completed. There is no separate "overdue" status; it is worked out from the due date.

Creating a task

Tasks can be created from multiple locations:

Patient Demographic tab select Add Task
Patient Management tab select New from the Tasks section at the bottom of the screen
Clinical Summary tab select Add Task
Clinical Records tab select Create New Task after right-clicking a clinical record
Practice Wide > Incoming Approval select Accept and Add Task
Booking Form select Add Task
Diary > Task tab select New
  • Selecting any of the above options opens the Task window.

  • In the Task window, the Patient's basic information is displayed at the top.
  • Populate the fields as required and select Save & Close.

Tasks are never permanently deleted. Record enough detail in the Detail field that anyone reading the task at a later date can understand what was required and why.

HealthTrack can also create tasks automatically. For example, a patient's SMS reply that needs attention, accepting an incoming document with Accept and Add Task, or activity from online services (such as online bookings and the Doctor Portal) can each add a task to the relevant list. These tasks are worked and completed the same way as tasks created by staff.

Completing a task

To update or complete a task, open the Task List:

  1. Select Redefine Task to make it editable.
  2. Change Current Status to In Progress when you begin work on the task.
  3. Add an entry in the Comments section to record the actions completed.
  4. Click the Timestamp button to insert the current date and time into the Comments field.
  5. When complete, change Current Status to Complete and select Save & Close.

Printing tasks

  • On the Task List screen, click Print to print every task in the list.
  • On the Edit Task screen, click Print to print the single task you have open.

Print tasks for other users (manager)

There is a Task list export which can be generated for all tasks or for tasks belonging to a specific user. This requires the RedefineAnyTask manager security permission.

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