Reception
What to chase today, in order, with the patient attached.
Tasks
Task management for clinics
Most of what goes wrong in a clinic is not a decision, it is a follow-up nobody owned. The course that stopped at session four, the approval expiring on Thursday, the payment that bounced. Those are events the system already knows about, so they should raise their own tasks.
To do 3
Call lab about #26Due today · Reception
Order face masksLow stock · Store
In progress 2
Insurance pre-approvalMedGulf · Nourah
Done 9
Send Wed remindersAutomatic · 09:00
Raised by the event, not by a manager
A task list somebody has to fill in is a task list that reflects what they remembered. These are raised by rules on things that actually happened.
- A course with no next appointment booked
- An approval or policy expiring inside the window you set
- A payment that failed, or a balance past its terms
- A lab or imaging result that has not come back
- A low feedback score, with the session attached
Owned by a person, not by a group
A task assigned to "reception" is a task assigned to nobody. Rules route to a named person or a role at a branch, and the clock starts when it is raised.
- Routed to a named owner, or to a role at one branch
- A due time, and an escalation when it passes
- Reassignment that keeps the history rather than resetting it
- The patient, the visit or the invoice attached to the task
- Nothing closed without a note saying what happened
Visible while it still matters
A task that only exists in a list nobody opens is a task that does not exist. They appear where the work already is: on the record, on the calendar and in the app.
- On the patient record, so the next person sees it
- In the mobile app, with a notification that respects quiet hours
- A board per branch and per role
- What is overdue, and how long it has been
- Closed tasks kept, so a recurring problem is visible
Who tasks are for
Every role in a clinic is somebody else’s follow-up. Tasks are how that stops being a conversation.
Clinicians
Results to review and courses that stalled.
Managers
What is overdue, in which branch, and with whom.
A shared list versus tasks raised by events
Both produce a list. One of them produces it without anyone remembering to.
The way it is done now
- Typed in by whoever noticed
- Assigned to a department
- No due time
- Context looked up separately
- Closed silently
With Medicolize
- Raised by the event that caused it
- Assigned to a named person
- A due time and an escalation
- The record attached to the task
- Closed with a note, and kept
Questions
Tasks — what clinics ask
What raises a task automatically?
Rules on things the system already knows: a course with no next appointment, an approval about to expire, a failed payment, a result that has not returned, a low feedback score. The clinic writes the rules; we do not choose them.
Can tasks be assigned to a role rather than a person?
Yes, to a role at a particular branch. What is not possible is assigning one to everybody, which is the usual way a task ends up owned by nobody.
Do tasks show up on the phone?
Yes, in the mobile app, with notifications that respect the quiet hours the clinic sets.
What happens when a task is overdue?
It escalates on the rule you set, and it stays visible with how long it has been overdue rather than dropping down a list.
Are closed tasks kept?
Yes, with the note that closed them. That is what makes a recurring problem visible instead of looking like five unrelated incidents.
Keep going
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