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Tasks: An Overview

Learn all about Aeon's comprehensive task management system

 

 

Description

Our Task management system is like having a trusty sidekick in your clinic, helping you keep track of tasks, assign them, and get everything done without a hitch. It's a perfect fit for staff, practitioners, and anyone else in the clinic, making it a breeze to handle patient care tasks, document processing, and appointment follow-ups. You can easily access Tasks through a user-friendly interface that links up with scheduling, lab results, and consult flows.

 

 

Location

You can create Tasks in many places in the Aeon interface, but the best spot to check them out is by clicking the Tasks icon on the left side of your screen.

 

 

Use

Below, we will cover Task features and how to use Tasks to their full advantage. 

 

 

View Task List

1. Click the Tasks icon on the left-hand side of the screen

By default, you are looking at the "Review" Tasks.  These are Tasks assigned to you to review Documents that have arrived at your clinic.

Let's review the other areas of the screen:

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A.  Filter by Type:  Choose how to view your Tasks:

  • All: All Tasks that have not been completed across your clinic (including unassigned, assigned to others, and assigned to you).
  • Review: Tasks are assigned to you through the Inbox to review Documents.
  • General: A type of Task used for general Tasks.
  • Booking: A type of Task used specifically for booking-related Tasks.
  • Chart Note: A type of Task created from a Patient record.
  • Completed:  All Tasks assigned to you or Tasks you're following, and marked as completed.

B. Search:  Search is based on the active tab.  The attributes that can be searched are Title and Description.

C. Default: Change how the information is sorted.  The default sort is by priority in descending order.

D. Filter: Only see specific Tasks.  For example, to only see high-priority Tasks assigned to you: Click Filter > choose your name > click High.

 

Best Practice 🚀: Filters are your friend.  If you are looking at ALL and want to only view your own, use the Filter button to choose your name.

 

 

View a Specific Task

1. Open your Task List

2. Click on the title of the Task

3. See the information and the timeline

4. Click Go Back if you haven't made changes and Save if you have

 

 

About Creating Tasks 

In Aeon, you can create Tasks in many places.  Each location allows you to create different types of Tasks.

  • via Tasks Icon (Create a General or Booking Task)
  • via Chart Note (Create a General or Booking Task)
  • via Patient Profile (Create a General or Booking Task)
  • via Inbox (Create a Document Review Task)
  • via Quick Add (Create a General Task)

The system will create Tasks for you based on certain circumstances:

  • Chart note reminders (for example if you have a draft chart note but don't complete it a Task will be created to remind you to finish)
  • Screening reminders
  • Immunization reminders
  • Document review tasks when a user is assigned to review a document
  • Booking task if an appointment was cancelled but did not have an existing booking task associated with it (otherwise it would be re-opened).

Additionally, the system will re-open Tasks for you based on certain circumstances:

  • Booking appointment if a patient or user cancels or the user marks the appointment as a no-show and there was a booking appointment task associated with the appointment

 

 

Create a Task (via Tasks icon)

1. Click the Tasks icon in the left-hand column

2. Click New Task

3. Choose either a General Task or a Booking Task

4. Enter a Title (*mandatory)

5. Enter additional details about the Task

6. Under "Assigned To" start to type in a user's name (must be an Aeon user) or enter the role "Staff" (*mandatory)

7. Under "Patient", start to type in a patient's name and choose it from the list (*mandatory)

8. Choose the due date.  You can either click on the numerals to manually enter the date or if you click on the calendar icon you can pick the date from the calendar selector 

9. If you'd like to follow the status of this Task, check the box "Follow this task"

10. Click Add Task

 

Best Practice 🚀: Assigning Tasks to "Staff"

When you assign a Task to the role of "Staff", then all Aeon users with this permission level will see the Task as something to complete.  We suggest your clinic adopt the workflow that the person who takes it on should re-assign the Task to themselves and that way it will be removed from the active Task list of all other Staff members.

 

 

Create a Task (via Chart Note)

1. Click Patients in the left-hand column

2. Find the Patient and open their profile

3. Go to Charting

4. In the note area, type /task

5. Choose if you want to create a General Task or a Book Appointment Task

6. Fill in the details

7. While it is possible to leave a chart note in draft and return to it later, the Task will not be fully completed until you choose Sign and Save within the Chart Note

 

Best Practice 🚀: Assigning Tasks to "Staff"

When you assign a Task to the role of "Staff", then all Aeon users with this permission level will see the Task as something to complete.  We suggest your clinic adopt the workflow that the person who takes it on should re-assign the Task to themselves and that way it will be removed from the active Task list of all other Staff members.

 

 

Create a Task (via Patient Profile)

When you have a Patient Profile open, you can create a Task at any time using the link above the sub-tabs:

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1. Click Patients in the left-hand column

2. Find the Patient and open their profile

3. Click New Task at the right side above the sub-tabs

4. Choose if it is a General Task or a Booking Task

5. Complete the fields

6. Click Add Task

Best Practice 🚀: Assigning Tasks to "Staff"

When you assign a Task to the role of "Staff", then all Aeon users with this permission level will see the Task as something to complete.  We suggest your clinic adopt the workflow that the person who takes it on should re-assign the Task to themselves and that way it will be removed from the active Task list of all other Staff members.

 

 

Create a Task (via Inbox)

When an Inbox item is assigned to a Practitioner, a Task will be created for them to review the item.  For instructions and more on the Inbox, click here.  

 

 

Create a Task (via Quick Add)

At any time you can quickly add a new Task using the Quick Add icon at the top right of the screen:

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1. Click the + icon at the top right of the screen

2. Click Create a Task

3. Enter the details

4. Click Add Task

Best Practice 🚀: Assigning Tasks to "Staff"

When you assign a Task to the role of "Staff", then all Aeon users with this permission level will see the Task as something to complete.  We suggest your clinic adopt the workflow that the person who takes it on should re-assign the Task to themselves and that way it will be removed from the active Task list of all other Staff members.

 

 

Close a Task (Mark as Complete)

Once you have completed working on a Task you should mark it as complete so that it is removed from your active list and if any individuals are following Tasks, they will see this.

1. Click on close icon to the right of a Task:

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You will note the icon is now coloured in.  This means it is closed.

 

 

Reopen a Task

If a Task was previously closed and you'd like to re-open it, it's simple to do so. There are no rules or long-term impacts to re-opening a task or closing it again.

1. Click on Tasks in the left column

2. Click Completed

3. Find the Task

4. Click the checkmark icon to reopen the Task:

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Edit a Task

1. Find the Task

2. Click on the edit Task icon to the right

3. In the Appointment Details located at the far right of your screen (if you have minimized your screen, expand it to see this area), click the edit icon located at the bottom right of the Appointment Details.

4. Make the changes

5. If applicable, make a timeline comment about the change

6. Click Save

 

 

Delete a Task

Caution ⚠️:  Be aware that if you delete a Task any notes that have been manually added (including timeline notes) will also be deleted. 

1. Find the Task

2. Click on the title of the Task to open it

3. Click the delete icon

4. You'll see a pop-up asking you if you're sure.  Click Delete

 

 

Following Tasks 

In Aeon Early Access you have the ability to "follow" a Task that you assign to someone else.  To do so, you simply check the box to "Follow this task" when you are creating a Task:

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or click on the star when viewing a list of Tasks:

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Going forward, we hope to add more functionality in terms of managing the Tasks that you are following.  For the time being, you can find the Tasks you're following by looking for the star icon.

 

 

Permissions

Practitioners: Can assign tasks, and follow critical tasks.

Staff: Can create, assign, and follow patient care and clinic operations tasks.

 

 

Tasks Limitations

These are topics that we are aware of and working to address in the future:

  • Integration with external systems for inventory and billing tasks
  • Advanced automation for task dependencies, such as linking patient actions to task closures

 

 

Current Tasks Issues

These are current issues that we are aware of:

  • The initial release will not include advanced reporting for task metrics
  • Manual workarounds will be required for complex workflows like nested or dependent tasks