The Task Manager feature is specifically designed to streamline task management in dental practices. It allows practices to effectively assign, monitor, and manage tasks associated with patient care, administrative duties, and overall practice management. With the addition of the checklist feature, managing subtasks becomes more straightforward, boosting efficiency and ensuring greater clarity in daily task management.
Let's explore the Task Manager.
Topics Covered
Create and Assign a New Task
Watch this video for a quick overview.
To create and assign a new task in the task manager, perform the steps below.
- Click the Task Manager icon on the top.
On the Task Manager slide-out that appears,
- Click + New Task button to either create a new one or reuse an existing template.
To create a new task:
- Enter the Task Name and Task Details.
- Select the Due Date.
- You can also use quick links such as Today and Tomorrow for a faster entry.
- You also have the option to customize tasks over time by setting them to repeat for a specified number of days, weeks, months, or years. To do that,
- Click Set to Repeat.
- Specify the number of instances it repeats and select the recurrence frequency such as Day, Week, Month, or Year.
- The 'Starts' field requires a date range, while 'Ends' offers options: 'never', 'on' to choose a custom date, or 'after' to set the number of occurrences.
- Click Save.
To add a flag for categorizing the task:
- Click +Add Flag.
- Select the required flag from the Flags pop-up.
- Click Save.
- Select individual User(s) or Group(s) to whom you would like to assign the task.
- You can assign a combination of User Groups and individual Users together, as needed.
- Click Apply.
- To assign the task to oneself, click Assign to me.
- To Link to Patient, select the patient(s) from the dropdown.
- To mark the task as a high priority, checkmark the High Priority Task option.
| Tip: Once a patient is linked, you can click on the hyperlink to view the Patient Snapshot. |
If you want to create a Checklist for the task:
- Click +Add Checklist.
- Enter the items for the checklist.
- Click Add or press Enter to add a new item. To cancel an item, click Cancel.
- Click the trash icon to delete an entire checklist.
- To remove individual items, hover over the far right of the item and click on the trash icon.
- To rearrange the checklist items, click to drag and drop them in the desired order.
To reuse an existing template:
- Click Fill using Template drop-down.
- Select the required saved template.
| Tip: Utilize the Search functionality to quickly find your preferred template. |
- The details will be auto-populated according to the saved template.
- Make sure to select the Due date and other needed information for this template.
- Click Create Task once you have entered the necessary details.
Track and Manage Tasks
Watch this video for a quick walkthrough.
Let's see how to track and manage assigned tasks to oneself and others.
You will have two tabs: Assigned to Me and All Tasks.
- Select the Assigned to Me tab to view all tasks assigned to the user accessing the account.
- Select the All Tasks tab to view tasks for the account user as well as tasks assigned to other members.
- Additional Sorting includes options to view All tasks, tasks Due Today, and tasks that are Overdue.
- Refine your search by using filters for Assigned To, Created by, Due Date, Priority, and Linked Patient.
- Once you have selected the filters, click Show Results to see the updated list of tasks.
- You can also use the Search bar for a quick search.
- The task card gives a concise overview, including the Task Name, Due Date, and Assigned User, with high-priority tasks marked by an icon.
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To mark an action as complete, click on the Tick Mark.
- To undo it, click the Tick mark again.
- Once clicked, the action will be stricken through and will be moved to the Completed Tasks section.
- For a detailed view of Due or Overdue tasks, click on the task card.
- The task card will display the Description, Due Date, Flags, Assigned To, Linked Patient (highlighted in blue), and Priority Status.
Under the Activity section:
- You can view the task’s activity history such as who created the task and further updates.
- To add a comment, click +Add Comment.
- Checkmark the 'Show Comments Only' box to hide the activity information and view only the comments.
- You can Mark the task as Complete.
- To delete the task, click Delete.
- Click Save as Template if you want to reuse the exact information of this task.
Viewing Completed Tasks
To view and access completed tasks:
- Click Completed Tasks at the bottom to view a list of tasks that have been marked as complete.
When the Completed Tasks section is expanded:
- You can use the Search Bar or Filters to refine your results even further.
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Click on a Completed task card to view its additional details on the right.
- You can Add a Comment if needed.
Configure Task Settings
Watch this video for a quick overview.
Users can configure task templates, flags, and user groups under Task Settings.
- Click Task Settings.
Manage Templates
- Select the Templates tab.
- Click on a required Saved Template from the left.
- Make the necessary changes.
- Click Update Changes, once done.
- To revert the edits, click Discard Changes.
Create and Manage Flags
Users can create and assign custom flags with varied priority levels and color to categorise tasks such as TLC, Outstanding Balance Follow up, etc. To achieve this, perform the steps below.
| Tip: You can add up to 5 flags for a single task. |
- Select the Flags tab.
- To create a new flag, click +New Flag.
- Enter a three-character Flag Label for quicker identification.
- Enter a Description for the flag.
- Choose a flag Color.
- You can see the flag Preview.
- Click Save.
- To update an existing flag, click Edit for the intended flag.
To activate or deactivate a flag:
- Select the required flag from the grid.
- Click Activate or Deactivate as needed.
Create and Manage User Groups
Practices can create a user group with existing users, useful in assigning a task to multiple users as preferred.
To create a new user group,
- Select the User Groups tab.
- Click +New Group.
- Enter the Group Name.
- Select Users from the drop-down menu.
- The selected users will be listed below.
- To remove a selected user, click on the trash icon.
- Once done, click Save.
To manage existing user groups,
- Select the existing user group from the left.
- You can utilize the Search bar to quickly locate the intended group.
Once selected,
- To make the user group inactive, click Deactivate.
- To make changes to the selected user group, click Edit.
Manage Permissions
Watch this resourceful video for a detailed walkthrough.
To enable Permissions,
- Navigate to the System Menu > select Practice Settings > Administration > Profiles.
- Click Manage Permissions on the required profile.
- Select Tasks.
- Under Tasks, select the permissions as required.
- Add/Edit tasks for myself: Allows users to create and assign tasks to themselves.
- Add/Edit tasks for others: Grants the ability to create, assign, and manage tasks for other users within the account.
- Delete tasks: Permits users to delete tasks they have created.
- View tasks by all users: Enables users to view tasks created by others in the 'All Tasks' tab.
- Update tasks by all users: Allows users to modify tasks created by others in the 'All Tasks' tab.
- Add/Edit Task Settings: The ability to add and edit the settings of user groups, Task Categories and Task Templates.
- Delete Task Settings: Ability to delete Task Settings.
- Once done, click Save.
- On the Confirm Action modal that appears, click Yes to proceed.
- A toast notification appears on the top right stating, 'Profile updated successfully'.
Practices can refer to this elaborative guide to learn all aspects of task manager in CareStack.
Click here to explore the complete list of permissions and their descriptions.