Working a task: outcomes, hand over and quick actions
How to assign, start, complete and hand over a task, choose an outcome, fill a journey form, edit details, add notes and use the follow-up actions.
Every task moves from Open to Done through a few simple actions: someone is assigned, they start it, and they complete it, choosing an outcome when the task asks for one. Along the way you can hand it to a colleague, add notes and jump straight to the next step for the patient, such as booking a test or collecting dues. This page is for all staff who work tasks and for supervisors.
Task statuses
Task statuses
| From → To | Trigger | Actor | Condition | Side effects |
|---|---|---|---|---|
| OpenAssigned | Assign… | Team member or supervisor | The person's role covers the task's role | Task appears on their My day |
| AssignedIn progress | Start | The assigned person | Done from My day | |
| OpenIn progress | Patient checks in | Automatic | Tasks from a booking | History shows Started when the patient checked in |
| AssignedIn progress | Patient checks in | Automatic | Tasks from a booking | History shows Started when the patient checked in |
| AssignedAssigned | Hand to… | Assigned person or supervisor | Reason of at least 3 characters | New person sees it as Assigned |
| In progressAssigned | Hand to… | Assigned person or supervisor | Reason of at least 3 characters | New person must start it again |
| In progressDone | Complete | The assigned person | Outcome chosen if the task has outcomes | Journey moves on, booking may complete |
| In progressDone | Appointment completed elsewhere | Automatic | Tasks from a booking | History shows Completed by the system |
| OpenCancelled | Appointment cancelled or no-show | Automatic | Tasks from a booking | |
| AssignedCancelled | Appointment cancelled or no-show | Automatic | Tasks from a booking |
- Openinitial
- Waiting for someone. Shown on the Board as Unassigned.
- Assigned
- Assigned to a person, who has not started it yet.
- In progress
- Being worked on.
- Doneterminal
- Finished, with the outcome and notes recorded.
- Cancelledterminal
- No longer needed, for example because the appointment was cancelled.
When you hand a task over, it stays open and appears as Assigned on the new person's My day.
Actions in the row menu
Open the row menu in the Actions column. Only the actions that make sense for the task and tab are shown.
Action | Shown when | What it does |
|---|---|---|
Fill form | The task asks for a form and is not finished | Opens Fill in this form |
Start | On My day, for an Assigned task | Opens Start this task? and moves it to In progress |
Complete | On My day, for an In progress task | Opens Mark this task done? |
Assign… | The task is Open | Opens Assign this task |
Hand to… | The task is Assigned or In progress | Opens Hand this task to someone else |
Details | Always | Opens the task details and history |
Assigning a task
Open the Board
Any staff or supervisorTasks
Go to Board and find an Unassigned task.
Assign it
Choose Assign… from the row menu. In To, pick yourself or a colleague. Only active staff whose role covers the task's role are listed.
Confirm
Click Assign.
Expected result: The task shows as Assigned and appears on that person's My day.
Starting and completing
Start the task
The assigned personTasks
On My day, choose Start from the row menu and click Start in the dialog.
Expected result: The task shows In progress.
Complete the task
When you have finished, choose Complete. If the task has outcomes, pick one in Outcome. The hint What happened decides where the journey goes next reminds you that, for journey tasks, the outcome decides the patient's next step. Add Notes if useful.
Confirm
Click Done.
Expected result: The task shows Done and moves to Past tasks.
Only the person a task is assigned to can start or complete it. To work a task assigned to someone else, ask that person or a supervisor to hand it to you. You are not listed when you hand over a task yourself.
If your login is not linked to a staff record, you see Your login has no staff record, so you cannot start or finish a task yourself. Assign the task or hand it to a staff member.
Tasks from a booking follow the appointment:
- They can only be completed once the patient is checked in or the appointment is in progress.
- When all the tasks for a booking are done, the appointment is completed for you.
- If the appointment is cancelled or marked no-show, its unstarted tasks are cancelled. Rescheduling cancels the task for the old time.
Collect a sample tasks
A Collect a sample task cannot be completed while any test on that booking is still in the Ordered status. In that case Complete shows Couldn't complete this task. Please try again. Make sure each test on the booking was booked with Book Appointment or Book test (so it is Scheduled). If the task still cannot be completed, contact your supervisor.
Handing a task over
Choose Hand to…
The assigned person or a supervisorTasks
On My day, Board or Handover, choose Hand to… from the row menu.
Pick the person and give a reason
Choose the colleague in To (you are not listed). Type a Reason of at least 3 characters. It goes on the task's record.
Confirm
Click Hand over.
Expected result: The task appears as Assigned on your colleague's My day. The history shows Handed over from you to them, with your reason.
Filling a journey form
For tasks that ask for a form (for example Collect a form), choose Fill form. Complete the form in Fill in this form and click Submit form. You see Form submitted — the journey moves on, and the patient's journey continues. If it fails you see Couldn't submit this form. Please try again.
Signing tasks
A Get a document signed task shows a Signing block with each signer and their state, for example This signer hasn't signed yet, This signer signs at the desk or The signing link couldn't be sent, and the message delivery status. Use Open signing link to open the signing page (for desk signing) or Copy link to share it. When you complete the task, the outcomes read Send again, Signer declined or Cancel signing. See Sign node.
Task details
Click a task's title, or choose Details, to open its details. You see the patient (with a link to their profile), who it is assigned to, Role · shift, Due, Created, Closed at, Source and Priority, the instructions, and the outcome once it is done.
Editing due time, priority and instructions
Click the pencil icon to change Due, Priority (Low, Normal, High or Urgent) or Instructions (up to 2000 characters), then click Save. You can only edit tasks that are not finished, and you need the Update permission on Tasks.
Adding a note
Type in Add a note and click Add note. Notes are kept in the task's history. You need the Work permission on Tasks.
Follow-up actions
For tasks linked to an appointment, the details show an Actions section with shortcuts to the patient's next steps:
Action | Shown when | Opens |
|---|---|---|
Book test | The doctor ordered a test that is not booked yet (one button per test, with its name) | The booking wizard with the test filled in, and a covering package if the patient has one |
Bill medicines | An issued prescription has medicines (shows the Rx number) | A new payment for that prescription |
Bill package | The doctor advised a package that is not billed yet (shows the package name) | A new payment for that package |
Book follow-up | The consultation note asks for a follow-up (shows in N days) | The booking wizard with the patient and doctor filled in |
Collect dues | The patient has unpaid bills (shows the total due) | A new payment to collect what is owed |
See Booking an appointment and Creating a payment and collecting money.
History
What happened to this task lists every event in time order, for example Task raised, Assigned to …, Started by …, Started when the patient checked in, Part of the samples collected, Handed over from … to …, Handed to operations by the journey, Reminder sent to …, Completed by … (with outcome and notes), Cancelled, Details changed and Note added. If nothing has happened yet you see Nothing has been recorded for this task yet.
Message | Meaning |
|---|---|
You don't have access to change this task. | Your role does not allow this change |
This task no longer exists. | The task was removed |
This task is closed, so it can no longer be changed. | The task is Done or Cancelled |
Creating and cancelling tasks
There is no screen to create a task by hand or to cancel a task. Tasks are raised by bookings and journeys, and cancelled automatically when their appointment is cancelled.
Who can do what
What you can do with tasks depends on your staff type's permissions on Tasks: the Read permission (see tasks), Update (edit details), Work (start, complete and add notes) and Assign (assign and hand over). Administrators set these in the Permissions section of SettingsPlatform ConfigurationSystem Settings, Organisation tab; see Roles and permissions.
Troubleshooting
Last updated on
Your task worklist: My day, Board, Handover, Past tasks
How to use the Tasks page - the summary cards, the My day, Board, Handover and Past tasks tabs, the columns, and the filters.
Where tasks come from and how they are assigned
How bookings and journeys raise tasks, how a task is matched to a role, centre and shift, and how assignment and escalation policies work.