Diary Administration to Communication (Web App)

Creating Tasks allows users to delegate or communicate important duties to each other. Specific Tasks or Task types can be set up and decided how the Task functionality will be used in Practice.

• The contents of this user manual will consist of the following information:
• Request 
• Feedback 
• Workflow Event Options 
• Save and Close
  

• This user manual will start on the Tasks screen.

• For an extensive explanation of how to navigate to and how the Tasks screen works, please refer to the user manual: Task Lists Screen Overview.

• Click on the +New Task button to create a new task that will be added to the Task List.

• The Task Item screen will open.
  

• An explanation will be given for all the options and actions that are available on the Task Item screen.

Request 

A Request enables a user to give more details about a task and what the Task is about a user is able to fill in details such as priority, deadlines and description of what to do when undergoing the task. 

The user who will be creating a task will add details and information regarding the requested task.

• An explanation will be given for each option in the Request panel: 

• Title: A brief description or name for the task that is being created.
• Click on the Title free text field to add a name for the task.

• Due Date and Time: The date (yyyy/mm/dd) and time (hh:mm) by which the new task needs to be completed. 
• Click on Due Date and Times' first blank field to open the Date Picker to add a date for when the task needs to be completed.

• Click on the desired date to make a selection.

• Click on the Due Date and Times' second blank field to open the Time Picker to select a time from the time drop-down menu that will open. 

• Click on the desired time to make a selection.

• Priority: The task's urgency, which is determined by how quickly the task must be performed.
• Grey: Unknown - No priority has been allocated to the task.
• Blue: Low - The task is not urgent or of great importance.
• Green: Normal - The task should be attended to as soon as the more critical tasks have been attended to.
• Yellow: High - The task is of great importance and should be attended to as soon as possible.
• Red: Very Urgent - The task should be looked at immediately and will take preference over all other tasks.

• Hide GoodX Users: Allows the user to exclude support users when allocating tasks. Support users assist when users are having trouble with their system. Support users will log in with their own credentials to ensure POPI Act compliance and to keep an audit trail. Hiding GoodX users will ensure that tasks are not allocated to support users.
• Tick/Untick the Hide GoodX Users checkbox to hide/show GoodX users.

• Assign User: Allows the creator of the task to allocate the task to a specific user.
• Click on the Assign User drop-down menu to select the name of the user.

• Click on the desired user that the task will be assigned to.

• The user that has been selected will be added to the task. 

Please Note: The creator of the task is able to assign more than one user to the same task by following the same steps to Assign User.

• Click on the - button to remove a user from the task.
  

• The user will be removed from the assigned users' list.

• No Suggested Event: Allows the user to select a Workflow Event that needs to be completed with the task, for example, a Script, Sick Note, Custom Form, Examination form, email, SMS, etc.  
• Click on the No Suggested Event drop-down menu.

• Click on the desired Workflow Event that the user would like to add to the task.

• No Diary: Allows the user to choose the diary to which the task must be linked.
• Click on the No Diary drop-down menu to select a diary.

Please Note: The options that are available will be dependent on the setup of the Practice.

Add a Debtor/Patient

• Click on the Debtor drop-down menu to select whether the user would like to allocate a specific Debtor/Patient to the task. 

• Click on the desired option to make a selection:
• Debtor: The person who is responsible for the payment of the account.
• Patient: The person who will be consulting with or being treated by a Practitioner within the Practice. 

• Click on the Search debtor by name, Surname or ID field to enter the desired search criteria of the Debtor for whom the user would like to create a task relating to that specific Debtor/Patient.

• As the user types the list will shorten. Only 1 character is required for the list to appear.  

• Select the desired Debtor from the list that has become available.

• Request: Allows the creator to give a full explanation of what is expected of the assigned user/s in order to complete the task. 
• Click on the Request free text field to add the details of the task.

• Click on the Complete button when satisfied with the content that has been entered for the task.

• The Complete button will change to a Completed status.

• The Request panel will collapse with an indication that the Request section of the task has been Completed and information has been added to the task.

Feedback 

A response that is received relating directly to the requested Task. Users are able to add notes, results and general information.

• An explanation will be given for each option in the Feedback panel: 

• Feedback: Allows the user to give a full explanation of what is expected of them in order to complete the task. 
• Click on the Feedback free text field to enter a response regarding the requested task.

• Click on the Complete button when satisfied with the content that has been entered, regarding any feedback on the task.

• The Complete button will change to Completed status.

• The Feedback panel will collapse with an indication that the Feedback section of the task has been completed and that feedback has been added relating to the task.
  

Workflow Event Options 

Extra options that are available on all Workflow Events, for example, Lock, Email, Send, Print, etc.

• For an extensive explanation for each option that is available on a Workflow event form, please refer to the user manual: Workflow Event Options.

Save and Close

• Click on the Close button to return to the Tasks screen without saving.

• Click on the Save button, to save the task that has been created and to return to the Tasks screen.

• The newly created task will appear on the Tasks screen, under the stage: New.

• For a complete explanation of all the additional options that are available on the Task after the task has been created, please refer to the user manual: Task Item Options.