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Overview

The Task Module is a comprehensive system for creating, assigning, tracking, and billing for services delivered to patients. It enables structured service delivery with full audit trails and reporting capabilities.
Key Concept: Services are reusable task templates that can be assigned to patients, completed by providers, and tracked for billing and compliance.

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Quick Start

Get started with the Task Module in 15 minutes:
1

Create Service Category

Organize your tasks into logical categories (e.g., “Medication Administration”)
2

Create Service

Define reusable service templates (e.g., “Administer Oral Medication”)
3

Assign to Patient

Add services to patient care plans with frequency and duration
4

Track Completion

Providers complete tasks during visits, system tracks for billing

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Core Concepts

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Service Categories

Service Categories group related services together for organization and reporting. Common Categories:
  • Medication Administration
  • Wound Care
  • Physical Therapy
  • Patient Education
  • Care Coordination
  • Vital Signs Monitoring

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Services

Services are reusable task templates that define:
  • What task is being performed
  • Where it’s performed (facility, telehealth, etc.)
  • Which category it belongs to
  • Billing/documentation requirements

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Patient Tasks

When a service is assigned to a patient, it becomes a task with:
  • Specific patient assignment
  • Frequency (daily, weekly, as-needed)
  • Start and end dates
  • Completion tracking
  • Provider assignments

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Creating Service Categories

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Via UI

1

Navigate to Configuration

Go to Configuration → Service Categories
2

Add Category

Click Add Service Category
3

Fill Details

  • Name: Descriptive category name
  • Description: Purpose and scope of category
4

Save

Click Save to create the category

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Creating Services

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Via UI

1

Navigate to Services

Go to Configuration → Services
2

Add Service

Click Add Service
3

Configure Service

  • Service Category: Select from dropdown
  • Name: Clear, specific service name
  • Description: Detailed description of task
  • Location: Where service is performed
    • At Home Facility (0)
    • Patient Home (1)
    • Telehealth (2)
    • Other (3)
4

Save

Click Save to create the service template

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Service Locations

LocationCodeDescription
At Home Facility0Service performed at the facility
Patient Home1Service performed at patient’s home
Telehealth2Virtual/remote service delivery
Other3Other location

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Example Services

Medication Administration

Category: Medication AdministrationLocation: At Home FacilityExamples:
  • Administer Medication - Oral
  • Administer Medication - Injectable
  • Medication Review - Monthly

Vital Signs

Category: Patient MonitoringLocation: At Home FacilityExamples:
  • Blood Pressure Check
  • Temperature/Pulse Check
  • Weight Monitoring

Wound Care

Category: Clinical ServicesLocation: At Home FacilityExamples:
  • Wound Dressing Change
  • Wound Assessment
  • Wound Photography/Documentation

Patient Education

Category: EducationLocation: Telehealth or FacilityExamples:
  • Diabetes Education
  • Medication Counseling
  • Fall Prevention Training

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Assigning Tasks to Patients

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Via UI

1

Navigate to Task Management

Go to Task Management in the main navigation
2

Select Patient (Optional)

  • Choose facility from dropdown
  • Search for and select patient
  • Or leave empty to create a task without a patient
3

Add Task

Click Add Task or Assign Service
4

Configure Task

  • Service: Select from service templates
  • Patient: Select patient or leave empty (optional)
  • Frequency:
    • Once
    • Daily
    • Weekly
    • Monthly
    • As Needed
  • Start Date: When task begins
  • End Date: When task ends (if applicable)
  • Assigned Provider: Which provider completes task
  • Notes: Special instructions
5

Save Assignment

Click Save to create the patient task

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Creating Tasks Without a Patient

New Feature: Tasks can now be created without assigning a patient, enabling general facility tasks, administrative work, or placeholder tasks.

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When to Use Patient-Optional Tasks

General Facility Tasks

Equipment checks, inventory management, facility maintenance tasks

Administrative Work

Documentation reviews, compliance tasks, staff coordination

Placeholder Tasks

Prep work for incoming patients, pending assignments

Team Coordination

Meeting prep, shift handoffs, team communications

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Creating a Task Without a Patient

1

Open Add Task Modal

Navigate to Task Management and click Add Task
2

Fill Required Fields

  • Select Service from dropdown
  • Set Schedule (date and time)
  • Configure other details as needed
3

Leave Patient Field Empty

The patient field is optional—simply leave it empty for general tasks
4

Save Task

Click Save to create the task without a patient

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How Tasks Without Patients Display

Tasks without an assigned patient appear in the task grid with:
  • Patient column: Displays ”-” (dash) to indicate no patient assigned
  • All other columns: Display normally with service, schedule, status, etc.

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Assigning a Patient Later

You can assign a patient to an existing task that has no patient: Method 1: Inline Grid Assignment
1

Find the Task

Locate the task in the grid (patient column shows ”-”)
2

Click Patient Cell

Click directly on the patient cell showing ”-”
3

Select Patient

Choose a patient from the dropdown (shows patients from the task’s facility)
4

Automatic Save

Patient is assigned and saved immediately
Method 2: Task Details Slider
1

Open Task Details

Click on the task row to open the details slider
2

Click Patient Area

Click on the empty patient area in the slider
3

Select Patient

Choose a patient from the dropdown
4

Confirm Assignment

Patient is assigned to the task
Method 3: Edit Task Modal
1

Open Edit Modal

Click the edit button on the task
2

Select Patient

Use the patient dropdown to select a patient
3

Save Changes

Click Save to assign the patient

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Patient Assignment Rules

Important: Once a patient is assigned to a task, it cannot be changed. The patient field becomes read-only after assignment. This ensures data integrity and accurate patient records.
ScenarioPatient Field Status
Task created without patientEditable (can assign patient)
Task with patient assignedRead-only (cannot change)
Partner request without patientEditable by receiving facility

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Facility-Scoped Patient Selection

When assigning a patient to a task, the patient dropdown is scoped to the task’s facility:
  • Your facility’s task: Shows patients from your facility
  • Partner request (you created): Shows patients from your facility
  • Partner request (received): Shows patients from the requesting facility
This ensures patients are always correctly matched to the facility context of the task.

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Task Frequency Options

Task is performed one time onlyUse for: One-time assessments, initial evaluations
Task is performed every dayUse for: Daily medication administration, daily vitals
Task is performed weekly on specific daysUse for: Weekly wound care, weekly assessmentsConfigure: Select which days of week
Task is performed once per monthUse for: Monthly medication reviews, monthly check-ins
Task is performed when needed, not on scheduleUse for: PRN medications, urgent assessments

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Managing Tasks

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Task Management Dashboard

The Task Management page shows:

All Active Tasks

Complete list of tasks by facility and patient

Task Status

Pending, In Progress, Completed, Overdue

Provider Assignments

Which provider is responsible for each task

Completion Tracking

Track completion dates and times

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Task Statuses

StatusDescriptionAction Needed
PendingTask scheduled, not yet dueWait until due date
DueTask is due todayComplete task
In ProgressProvider started taskComplete and document
CompletedTask finishedReview if needed
OverdueTask not completed by due dateComplete ASAP
CancelledTask cancelledNone

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Completing Tasks

Providers complete tasks during patient visits:
1

View Patient Tasks

Open patient chart and view assigned tasks
2

Mark Task Started

Click task to begin
3

Complete Task

  • Perform the service
  • Document completion
  • Add clinical notes if required
4

Submit Completion

Mark task as completed with timestamp

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Bulk Task Management

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Bulk Assignment

Assign the same service to multiple patients:
  1. Navigate to Bulk Task Assignment
  2. Select service template
  3. Choose multiple patients
  4. Set frequency and dates
  5. Assign provider(s)
  6. Submit bulk assignment
Useful for facility-wide initiatives like flu vaccinations or annual assessments

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Bulk Updates

Update multiple tasks at once:
  • Change assigned provider
  • Modify frequency
  • Update end dates
  • Add notes to multiple tasks

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Reporting

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Task Completion Reports

Generate reports showing:
  • Tasks completed by date range
  • Completion rates by service type
  • Provider productivity
  • Patient service utilization
  • Overdue tasks summary

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Billing Reports

Export data for billing:
  • Services delivered per patient
  • Billable hours by provider
  • Service counts by category
  • Date ranges for billing periods

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Compliance Reports

Track compliance metrics:
  • Required services completion rates
  • Documentation compliance
  • Provider assignment coverage
  • Service delivery timeliness

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Best Practices

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Common Workflows

When enrolling a new patient:
  1. Review patient’s care plan
  2. Identify required services
  3. Assign standard services for patient type
  4. Add patient-specific tasks
  5. Set appropriate frequencies
  6. Assign to primary provider
  7. Review in 30 days
When a provider leaves or changes assignment:
  1. Filter tasks by departing provider
  2. Bulk select affected tasks
  3. Reassign to new provider
  4. Notify new provider of assignments
  5. Update patient records
  6. Document the change
End of month billing process:
  1. Run completion report for billing period
  2. Verify all tasks documented
  3. Review overdue/incomplete tasks
  4. Generate billing export
  5. Submit to billing team
  6. Archive reports

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Troubleshooting

Possible causes:
  • Provider not assigned to task
  • Task is not yet due
  • Date range filter excluding task
  • Task was cancelled
Solution: Check task details, verify provider assignment, adjust filters
Possible causes:
  • Insufficient permissions
  • Task already completed
  • Required fields missing
  • Network connectivity
Solution: Verify permissions, refresh page, complete required documentation
Possible causes:
  • Incorrect frequency setting
  • End date reached
  • Task template deactivated
  • System sync delay
Solution: Check task configuration, verify dates, contact support if persists
Possible causes:
  • Patient has already been assigned to the task
  • Patient field becomes read-only after assignment
Solution: Once a patient is assigned, it cannot be changed. This is by design to maintain data integrity. If a different patient needs the service, create a new task with the correct patient.
Possible causes:
  • Patient is not enrolled at the task’s facility
  • Patient may be inactive or discharged
  • Dropdown is scoped to the task’s originating facility
Solution: Verify the patient is active and enrolled at the correct facility. For partner requests, the dropdown shows patients from the requesting facility, not your facility.
Possible causes:
  • Task may already have a patient (display issue)
  • Insufficient permissions for editing
  • Browser needs refresh
Solution: Try refreshing the page. Open the task details slider to confirm patient status. If issues persist, use the Edit Task modal instead.

Email to Task Integration

Automatically convert incoming emails into tasks with AI processing

Fax to Task Integration

Automatically convert incoming faxes into tasks with AI processing

Partner Task Requests

Request tasks from partner facilities

AI Agent Observability

Monitor AI-assisted task processing

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Support & Resources

Contact Support

Get help with the Task Module

Developer & API Docs

Integrate tasks with your systems

Training Videos

Watch task module tutorials (coming soon)

FAQ

Common questions answered