Tasks: Creating a Task

  Permissions! Clinic Staff must have Administrator, Billing Manager, Clinical Director, Front Office, Operations Manager, or Staff Therapist assigned in order to manage Tasks for other users.

A2C understands that managing all of your cases is a critical function of any practice. We have ensured that you can run all of your practices front office needs through A2C and make it as easy as we can. This series of introductory articles will cover the essential aspects of managing Tasks & Alerts with A2C.

Task & Alerts: Creating A Task

Creating a Task for Yourself

To create a task for yourself, right-click the task grid and select Add Task, and you will be presented with the following dialog:

Add Task

Target	Who the task is for. If your login does not allow you to create tasks for other users, then you will only be able to select yourself in this list.
Remind Me	How do you wish to be reminded of this task. Options are never, next login, or a specific date.
Category	Categories can be created in the General Information module and can be set here. This helps you organize your tasks.
Transferable	This check box is used when sending a task to another person. If checked, the user you are creating the task for could transfer the task to another user.
Required Response	If you are creating a task for another user and check this box the user will be required to respond to the task before they can delete it or transfer it.
Task Description	This is the actual task itself.

Once you have filled in the task information, the task will appear in your task list.

Task List Grid

Creator	The user that created the task.
Created	Date and time the task was completed.
Category	The category of the task.
Response	Indicates if a response is required.
Transferable	Indicates if the task can be transferred to another user.
Complete	Indicates if the task has been completed.
Reminder	Indicates when you are to be reminded of the task.
Updated	Indicates if the task has been changed or updated.

The Response, Transferable and Complete columns do not typically apply to a task that you have created for yourself.

Right-clicking on the grid provides the following menu:

Task List Grid Menu

Add Task	Adds a new task.
Add Response	Adds a response to the currently selected task.
Transfer	Transfer the task to a different user.  Only available when the task is created as Transferable.
Set Reminder	Allows you to edit the reminder on the selected task.
Toggle Complete	Sets the task to complete.
Delete Task	Removes the task from your task list.
Kill Task	Removes the task from your task list and if the task was assigned to someone else also deletes it from their task list.

Example:

Assume you wanted to create a task to follow up with an insurance company on July 1st regarding Mr. Smythe’s account. You would enter the Task module and select Add Task from the menu. The task would look like the following screenshot:

This task would then show in your task list. If you are logged-on on 7/1/2005 at 8:00AM, or whenever you do first log-on after that time, you would have a reminder pop-up on the screen.

This would remind you to look at your task list, as there are items there that need your attention. Now let’s say you call the insurance company, and they tell you that they have received your information and are processing a check for you. At this point, you are not ready to take their word for it and want to follow up with them in two more weeks. You have two options here, create a new task or add a response to the current task and set the reminder out to July 14th.

If you want to go with the latter option then select the task in the grid, right-click and select Add Response.

The response will now be added to the task. When we view the task in the task list we will see the response linked to the task as shown below.

A task may have as many responses as you desire. You would then select Set Reminder and set it for July 14th.

When the task is complete, you can either delete the task from the list or set the completed flag where you will then have a permanent record of the task.

Creating a Task for Someone Else

 Creating a task for someone else works much the same way as creating one for yourself, except you change the target to the user for whom you are creating the task. The task will show on both the creator’s and receiver’s tasks lists.

You also have the option of requiring a response from the user. When the user enters a response, you will see it on your task list under that task as we saw with the response in the example above.

NOTE: If a response is required, the user must enter a response before they can delete the task from their task list.

If you send a task to someone that you wish to retract, killing the task will remove it from both your task list and theirs.

Responses to the task can flow both directions, so that both the creator and receiver may enter responses. The reminders are also independent for each user, meaning that the person who received the task may set a reminder to do the task, and the person who sent the task may set a reminder for themselves to check up on the task.