Tasks Management

Overview

This guide explains Tasks Management in the Team, rotas & tasks area of ClinicSoftware. It provides a clear operational explanation of how the capability works, then outlines the practical benefits for saving staff time, converting clients and leads, and protecting clinic revenue.

How it works

To access the tasks feature select the "Tasks" button from the menu at the top.

As you can see below, here you have all the open tasks. For each task you can see: the ID of the task, the type, the title of the task including any notes and the different reminder notifications, the client's name for which the task has been created, the member of staff that has the task assigned as well as the due date of the task.

You can also navigate through different task type such as Open, Due today, Due this week, Overdue, Completed, Deleted by clicking on the different options from this toolbar:

From there select the button labelled "Add New Task" to add a new task.

Fill in those fields accordingly:

• Title: Enter the name of the task.
• Due Date: Select the due date of the task.
• Due Time: Select the due time of the task.
• Task Type: Select the type of task from the drop-down menu.
• Assigned to: Tasks can be assigned to different members of staff or they can have no assignment. By default, tasks are no assigned to members of staff, however to assign a task to a member of staff, select the field and from there you have a drop-down menu as well as a search bar where you can search for the person that you want to assign the task to.
• Client: Tasks can be created for clients. Select the client for which the task needs to be completed by clicking on the field and searching for the client.
• Notes (Optional): In here you can add any additional notes that you have regarding the task.

Once you have completed the fields, at the bottom you have 3 different check-boxes. Ticking the first check box will make the task visible only to the member of staff that the task has been assigned to. You can tick the other 2 check boxes if you'd like for the member of staff to receive SMS/Email reminder about their task. Please note that if you tick either "Email reminder" or "SMS reminder", a new field will appear where you can set the time when you would like to receive the reminder.

Departments

To access the "Tasks" feature select the following icon from the menu at the top:

Once you have clicked on the tasks button, this menu should open up:

As you can see, here you have all the open tasks. For each task you can see: the ID of the task, the type, the title of the task including any notes and the different reminder notifications, the client's name for which the task has been created, the member of staff that has the task assigned as well as the due date of the task.

You can also navigate through different task type such as Open, Due today, Due this week, Overdue, Completed, Deleted by clicking on the different options from this toolbar:

Completing, deleting or editing tasks

Whenever a task has been completed, you can mark it as complete and that task will not longer show under "Open" tasks, instead it will be moved under "Completed" tasks to indicate that the task has been completed.

To mark a task as complete, the first thing that you need to do is to access the "Tasks" feature by clicking on this button:

After clicking on the "Tasks" button you should see a menu with all the open tasks such as this one:

To mark a task as completed, you simply select the checkbox that can be found under the completed column:

Once you mark the tasks as complete, then it will automatically be moved to tasks that have been completed.

You can also delete tasks by simply pressing the "Delete" button that can be found here:

Finally, you can also edit existing tasks by pressing the"Edit" button that can be found here:

By clicking on that button you can edit existing tasks.

Start Tasks

Start Task Function:

This new feature, available on the Task page, allows you to seamlessly manage tasks. After adding a task and assigning it to a client, selecting the Start Task Button will redirect you directly to the client’s account.

If you select the Start Tasks button, it will redirect you to that client account.

From there, you can easily complete the task since you are already within the client’s account. Once finished, simply select Complete to finalize the task, or you have the option to Reschedule it or Skip to another task.

Benefits for your clinic

• Save time: Coordinates staff availability, permissions and internal tasks so managers spend less time chasing updates and resolving clashes.
• Win clients and leads: A well-organised team responds to client needs faster, which improves first impressions and conversion at the front desk.
• Generate revenue: Clear rotas and accountability protect service capacity and reduce cancelled or delayed appointments caused by staffing gaps.