Creating a Task

Tasks can be created from various In Practice Systems Ltd products:

Tasks automatically opens, the New Tasks screen displays:

1. Complete as required:

   

   • Select a template (optional) - If you want to base this task on an existing template, select it from the available list and the relevant sections of your new task complete automatically.

     Important - If you have created the task through Consultation Manager or Reminders and open a template, you will need to re-attach the patient. This is a known issue and will be fixed in a future release.

   • From - Update if you are creating this task on behalf of a group of staff you are a member of, select Edit and select the appropriate group.

   • Recipient(s) - Select the recipient of this task, this can be one or more individual members of staff, yourself to act as an aid memoir or a staff group, simply start typing and a smart list displays to select from.

     Note - You can select ALL USERS to send a task to every member of staff.

   • Subject - Enter a short description of the task, up to 30 characters, this appears in the MY TASKS list of the recipient.

   • Description - Enter a full description for the task, up to 1000 characters.

   • Attach patient (optional) - Select to attach a patient:

     The Search for patients screen displays, search for the patient using the following criteria:

     • Patient's name - Surname first, partial allowed.

     • NHS/CHI Number.

     • Date of Birth - Either in the format 01-Jan-2000 or partial, for example 01-Jan.

     Press return or select Search . A list of matching patients displays, select the patient required.

     Select More Patient Info  for demographic information:

     

   • Write back clinical code (only available if a patient is attached) (optional) - Select a clinical code from the list available to write back to the patient record when the task is completed, see Writing Back Clinical Codes for details.

   • Attachments (optional) - Select Attach   to add an attachment to this task, see Adding Attachments for details.
     Note - There is a 2MB file limit for attachments.

   • Category (optional) - Select from the pre-defined list, this allows the recipient to filter tasks allocated to them.

   • Due Date/Time - Defaults to today's date. If required, select a date that this task should be completed by, either selecting the Calendar  and then a date or enter an offset time frame using the usual d = days, w = weeks, m = months or y = years short hand, for example, 2d = 2 days.

   • This task is sensitive - Tick to mark a task as sensitive, if selected only the sender, recipients and system supervisors can see the full details of the task.

     Important - Ensure you do not include sensitive data in the Subject line as this may inadvertently be seen by unauthorised staff.
   • Urgent - Tick if this task should be marked as urgent. If Make this urgent when overdue is already selected, this option is not available.
   • Make this urgent when overdue - Tick if the priority of this task should increase when overdue. If Urgent is already selected, this option is not available.
   • All recipients must complete (optional) - If this task is going to a group of recipients, tick to request they all complete the task as opposed to just one of them.
   • Notify me when complete (optional) - Tick if you want to receive an announcement when this task is marked Complete.
     Note - Task Completed announcements expire after seven days.
   • Create another - Tick to automatically start another new task when you select Send.
2. Select Send to save and send the task.

A 'Task was sent successfully' message briefly displays at the bottom of your screen.