Team Tasks work alongside TouchPoints™ to create tasks for staff members at your practice, ensuring essential patient follow-ups are never missed. Streamline office workflows by prioritizing tasks based on urgency and patient needs. With Team Tasks, your team can stay organized and provide consistent, high-quality patient care.
Configure Task Settings
Task types
You can choose from the following task types in Engagement:
Appointment confirmation
Hygiene recall
Broken appointment
Outstanding treatment
Past due account
Other
Post-op
Conversation
Form signature
Task Settings
Task Settings allow you to choose how tasks are created, completed, and deleted in Engagement. To get started:
Click on Follow Ups in the left side menu of Engagement, then click Team Tasks
Click on the Settings section
Click on the task type you would like to modify to expand it
Depending on the task type you have selected, you may choose to enable auto-create, auto-complete, and auto-delete settings as well as configure additional rules that determine who the task is assigned to and/or when the action is triggered
When you are finished, be sure to click the blue Save button at the bottom of the page
Auto-create, auto-complete, and auto-delete settings for each task type are outlined below:
Task Type |
Auto-Create Enabled |
Auto-Complete Enabled |
Auto-Delete Enabled |
Appointment confirmation | Appointment confirmation tasks will be auto-created a specific number of days before an unconfirmed appointment. | Appointment confirmation tasks will be auto-completed as soon as the appointment is confirmed or in the past. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Hygiene recall | Hygiene recall tasks will be auto-created once the patient receives the last Recall TouchPoint message and doesn’t have the hygiene appointment scheduled. | Hygiene recall tasks will be auto-completed as soon as the patient schedules a hygiene appointment. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Broken appointment | Broken appointment tasks we be auto-created once a broken appointment is detected. | Broken appointment tasks will be auto-completed as soon as the broken appointment is re-scheduled or an appointment with the same procedure(s) is scheduled in the future. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Outstanding treatment | Outstanding treatment tasks will be auto-created as soon as the treatment is diagnosed for the patient and not scheduled for the future. | Outstanding treatment tasks will be auto-completed as soon as the outstanding treatment procedures are scheduled for the future. If partial treatment is scheduled, the task will be updated to reflect the remaining procedures. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Past due account | Past due account tasks will be auto-created as soon as the balance meeting the criteria below is detected. | Past due account tasks will be auto-completed if the balance is paid fully. If the balance is paid partially, the task will be updated to reflect the remaining balance. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Other | Other tasks are manual creation only. | Other tasks are manual completion only. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Post-op | Post-op tasks are manual creation only. | Post-op tasks are manual completion only. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Conversation | Conversation tasks will be auto-created once the Patient Chat conversation is assigned to a team member. | Conversation tasks will be auto-completed as soon as the assignment is removed. | The system will automatically delete the task as soon as the assignment is completed. |
Form signature | Form signature tasks will be auto-created once the form that requires a signature is submitted by the patient. | Form signature tasks will be auto-completed as soon as the form is signed by the assigned team member. | Set the number of days, weeks, or months that the task should be deleted once past the due date. |
Create Tasks
Auto-create tasks
If you have enabled auto-creation in your Task Settings, tasks will be created automatically each time an event is triggered. You'll know that a task was automatically created if you see an 'A' icon next to the task type in the Tasks List.
Create a manual task
In addition to creating tasks automatically, you can also create tasks manually. To create a task manually:
Click on Follow Ups in the left side menu of Engagement, then click Team Tasks
Click on the blue Create task button in the upper right corner
Make the following selections:
Select a patient
Select the Task Type
Select the team member that will be assigned to complete the task
Choose to auto-delete the task once it has past its due date. Set the number of days past the due date that the task should be auto-deleted
Select the task due date
If desired, add an internal note. Then click Create
What does the "Expire In" column mean?
The Expire In column on the Tasks dashboard will show 1) the number of days that a task is past due if auto-delete settings are not enabled for that task type (ie, -6 days), or 2) the number of days until the task auto-deletes if auto-delete settings are enabled for that task type.
Task Actions
Click on the 3-dot menu of any existing task to take the following actions:
Assign a task to another team member
From the task 3-dot menu, click Assign Task
Search for or select a team member by clicking on their name
Click Assign
The task will now be assigned to that team member on your Team Tasks dashboard.
Log an attempt
Depending on the task type, you will be able to choose from the a variety of attempt options so that your tasks stay up to date as team members contact patients on their to-do list.
From the task 3-dot menu, click Log Attempt
Depending on the task type, select the attempt option that is most relevant
Reassign (if needed) and reschedule the task by selecting a new date, then click Log attempt
If you do not have auto-complete settings enabled, or auto-complete is not available (Other and Post-op tasks), you must manually marks tasks as complete to remove them from your Team Tasks List.
Complete
Conversation and form signature tasks can only be marked as 'Complete.' You cannot log attempts on conversation or form signature tasks.
Reschedule a task
From the task 3-dot menu, click Reschedule
Reassign (if needed) and reschedule the task by selecting a new date, then click Reschedule
Delete a task
To delete a task, click on the task 3-dot menu and then click Delete. In the confirmation window that appears, click Confirm to delete the task.
Important: Deleted tasks cannot be restored.
How to Manage Tasks in Engagement
Tasks in the Patient Card
You can also see outstanding tasks or create new tasks in the patient card. Just click on any patient name to open their patient card, then click on the Tasks section.
Click on the Team Task Type dropdown to filter tasks by type.
To quickly assign a task to a team member, click Assign Task. Select the team member you would like to assign the task to, then click Assign.
Or for even more actions, click on the 3-dot menu within each task to log an attempt, reschedule the task due date, or delete the task.
To create a new task in the patient card, click on the the Tasks section and then click the blue Create task button.
Team Tasks in Personal Assistant
If your office is currently enrolled in the Team Tasks Beta group, you'll also see Team Tasks assigned to you in the Personal Assistant dashboard, making it easy for you to stay on top of your assignments.
Use the 3-dot menu next to each task to reassign, log attempts, reschedule, or delete the task.
Or, use Bulk Actions to print/export your task list, assign tasks to another team member, reschedule task due dates, or delete tasks.
If you need to create a new task manually, just click the blue Create task button in the upper right corner.
Team Task Data in Team Member Scorecards
Team Members Scorecards in Analytics are a powerful tool you can use to keep an eye on metrics related to Team Tasks in Engagement. Use Team Members Scorecards to drilldown into specific datasets, track trends, explore graphic visualizations, and find even more areas for opportunity across one or multiple locations.
If you are not in the Engagement Team Tasks Beta group, Team Members metrics in Scorecards will not populate data.
Team Task data in Engagement syncs with Scorecards every few hours.
Create your own custom Team Member Scorecard or start with a Team Member Template. Learn more here.