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Tasks

Create, assign and find Tasks, so every piece of clinic work has one owner and a due date.

7 min6 min

Tasks come first in Tabflows 101 because everything else plugs into them. A Task keeps work visible after it comes up: tied to a patient when it is patient work, owned by one person or group, and due on a date.

A good Task makes four things easy to see later: what needs to happen, who owns it, when it matters, and what still needs to happen before it is done.

Topics

  1. Create a Task where the work starts A Task records what needs to happen, who owns it and when it matters. Where you create it decides whether the patient is attached for you.
    1. From a patient page: select the Tabflows task button near the patient's name. The patient is linked by default.
    2. From the sidebar: hover over Tasks and select Add Task. The open patient may be attached, so check it.
    3. From the Tasks panel: select + and choose the Patient yourself.
    4. Fill in Description, Assigned to and Due on, check Patient, and select Save task.

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  2. Hand a task to a teammate Change Assigned to when someone else now owns the whole Task. They get an email if their Task email notifications are on.
    1. Open the Task and change Assigned to to the teammate or group.
    2. Add a handoff comment if the reason or current state isn't obvious.
    3. Check the patient, timing and description, then save.

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  3. Ask a question without changing the owner Comments keep updates and questions with the Task. An @ mention notifies someone but doesn't make them the owner.
    1. Open the Task and go to Comments.
    2. Type @, pick the teammate or group, and write your update.
    3. Select the blue ↑ arrow or press Enter.

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  4. Keep the status honest Every Task is To do, In progress, Waiting or Done. Waiting is still open work; use Done only when no follow-up remains.
    1. Set Waiting when the next move depends on a person, a result or a sign-in.
    2. Complete the Task only after its required checklist items are finished.
    3. To reopen one, set the Status filter to Done, open the Task, and uncheck its checkbox.

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  5. Find your work with My Tasks and filters My Tasks shows your unfinished work that's due today or overdue. Filters, and filters you save, show everything else.
    1. Open Tasks and select Show filters.
    2. Pick fields such as Assigned to, Status, Due on or Tag.
    3. With filters active, click Save filter, enter a Filter name, and click Save filter.

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  6. Set up groups, tags and titles for your clinic Admins set up the shared Task structure: groups for team queues, clinic tags for categories, and how Task titles appear. Team members use what you create.
    1. Open Task Settings at app.tabflows.com/tasks-settings.
    2. Under Groups, select Add group, give it a unique name such as Front Desk or Billing, and add its members.
    3. Under Tags, create a small set your team will filter by, such as Labs, Refills and Referrals.
    4. Under Smart Triage, choose Use first line of task description as title or Generate AI titles for tasks.

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  7. Make templates for repeat work A template pre-fills the description, assignee, tag and due-date offset for work that starts the same way each time. Anyone on the team can make one, and a shared template changes for the whole clinic. Keep patient details out of it.
    1. Open Task Settings, click Templates, then click New Template.
    2. Fill in the fields you want pre-set, such as description, assigned to, tag and due date offset.
    3. Click Save template.

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  8. Use your clinic's groups and tags Admins set up groups and tags. You pick them when you create or edit a Task.
    1. To give work to a group, open Assigned to, switch to Groups, and choose the group.
    2. To categorize a Task, open the Tag field and choose a tag.

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Do it in Tabflows

Pick one piece of follow-up that is waiting on someone today, a callback or a lab to review, and give it a Task.

  1. Open Tasks from the sidebar and select +, or select the Tabflows logo beside the patient's name in your EHR, then Add a task.
  2. Write the next action in Description.
  3. Confirm Patient if the work is about a patient.
  4. Choose the teammate who owns it in Assigned to, and set Due on.
  5. Select Save task. Its owner sees it in My Tasks from its due date; before then, filter Tasks to find it.
All articles in this module
  1. Manage Tasks together in one shared workspace
  2. Creating your first Task
  3. Find the right tasks with views and filters
  4. How to assign a task to a teammate