Help Center Clinic Manager Tasks
Tasks
What it is
Tasks is everything your team has to do: patient tasks (call a patient, a lab follow-up), and office tasks (order supplies, check the fridge log). Every task can carry a running log, so anyone can see who called, when, and what happened. Tasks are not membership follow-ups or refills: those stay on their own screens (the patient page and the Follow-ups and Reorders queues) and never appear in the task lists.
Tasks come with Clinic Manager. Clinics on Membership Management can add Tasks as an extra (an add-on, $29 a month, chosen at checkout or from the billing page of your Prescripta account). If you do not see Tasks in the top menu, it is not on for your clinic, or your role cannot see tasks (see "Who can use it").
Who can use it
Four permissions, under Admin → Roles (the group Tasks):
| Permission | Who has it at first |
|---|---|
| See tasks | everyone |
| Create, update and complete tasks | everyone |
| Give tasks to other people or the whole team | owner, admin, provider, nurse (not staff) |
| Remove tasks | owner, admin, provider, nurse (not staff) |
Staff without the third one can still make tasks, but only for themselves. If your clinic changed what roles can do before Tasks arrived, the owner may need to tick these for each role.
The Tasks page (top menu → Tasks)
At the top right: List / Board and New task (green). Under it, the views:
| View | Shows |
|---|---|
| Next 7 days (the default) | open tasks due in the next 7 days or overdue |
| Due now | open tasks due today or overdue |
| All open | every open task |
| Mine | open tasks whose owner is you |
| Under my watch | open tasks you are a watcher on |
| Done | finished tasks, until they are archived (see Settings → Tasks) |
Find narrows the list by patient name, task title or category. The filters row narrows further: category, priority, status, owner, patient or office, and due (overdue, due today, due soon, later). The portal remembers your filters in this browser; Clear filters resets them.
The List columns: ⚑ (flagged), Due, Patient (or Office for a task with no patient), Task (with "every …" when it repeats and "N log" when it has log entries), Category (a colored tag), Owner (a person, or Team), Priority, Status (Overdue, Due today, Due soon, To do, In progress, Review, Done). Click any heading to sort; click again to reverse. Done on a row finishes it.
The Board shows one column per step (To do, In progress, Review when your clinic uses it, Done). Drag a card to another column to change its status; click a card to open it. The card's left edge is the category color.
Doing several at once
In the list, tick the boxes (or the box in the heading for every task shown). A bar appears: Mark done, Give to… → Reassign, pick a date → Change due date, Priority… → Set priority, Category… → Set category, Remove (if you may), Clear.
The side panel (click a task)
The task opens on the right; the list stays behind it.
- Change the title, instructions, owner, priority, category, status, due date and time,
repeat, flag and watchers, then Save. Mark done finishes it.
- Task log: type what happened ("called, left voicemail, sent lab reminder") and press Add. Each entry keeps the
date, time and who wrote it.
- Contact history (patient tasks): everything logged for this patient, newest first: task log entries, follow-up
calls and notes. Open patient page goes to the chart.
Making a task
New task (Tasks page, or the patient page's Tasks card, which fills in the patient). Pick a Template and the title, instructions, owner, category, priority, repeat and due date fill in. For example Hormone Follow Up is due 3 months from today. Change anything you like. Leave the template empty for a custom task. Leave the patient empty for an office task. Your clinic's defaults (priority, category, due in N days) and required fields come from Settings → Tasks.
Repeating tasks
Choose Repeat (every week, 2 weeks, 4 weeks, month, 3 months, 6 months). When the task is marked done, the next one is made right away, due that long after the day it was finished, with the same owner and details.
On the patient page
A Tasks card lists the patient's open tasks, the same tasks the Tasks page shows for them; click one to open it, or New task. The patient's membership follow-ups are in their own card, not here.
Dashboard and daily summary
The Tasks due card counts open tasks due today or overdue and opens Tasks → Due now. It hides itself at zero. The daily summary e-mail has a line Tasks due today or overdue (a number only, never names).
Settings → Tasks
Everything here is per clinic. Press Save tasks when done.
- Categories: two lists, Patient tasks (Refill follow-up, Lab follow-up, Appointment, Prior auth, Patient
outreach, Consent, Care coordination, General) and Office tasks (Admin, Office, Compliance, Ordering / supplies, Marketing, IT / systems). Change a name or color, untick in use to hide one from pickers (tasks that have it keep it), reorder with the arrows, Add your own, Delete, or Restore standard list.
- Priorities: Urgent, High, Medium, Low. Type a different name under Shown as, or untick
In use to hide one (at least one stays on).
- Steps: tick Use a Review step for To do → In progress → Review → Done. Off by default.
- "Due soon" means due within N days (3 by default): the Due soon status and filter.
- Done tasks leave the list after 30 / 60 / 90 / 180 / 365 days, a number you type, or Never (90 by default).
They are never deleted: Tasks → Done → Show archived lists them.
- New task defaults: owner when nobody is picked (whoever creates it, the team, or one person), priority, patient
task category, office task category, and due in N days (0 = today). A template overrides these.
- Required on a new task: owner, patient (no office tasks), category, instructions. Title and due date are always
required.
- Templates: name, For (patient or office), Category, Due in, Owner, Priority, Repeats,
Instructions. Add template adds one; Add suggested templates adds Hormone Follow Up (3 months), Hormone Labs (6 months), Weight Loss Follow Up (4 weeks) and Aesthetic Follow Up (1 month). Delete removes a template; tasks already made from it keep their details.
Notifications for tasks
Admin → Settings → Notifications → Alerts has three task rows: Task coming up (N days before), Task due today and Task overdue (once, or every day until done). Each is on or off, instant e-mail or in the daily summary, and goes to the task's owner, its watchers, roles, named staff and any number of extra e-mail addresses. E-mails carry counts and a link only. Details: Settings → Notifications in this help center.
Automatic tasks (Settings → Tasks → Automatic tasks)
Four rules, all off unless you turn them on: Membership follow-ups (a task for each scheduled check-in or other step), Refills coming due (a task when a reorder comes within the notice window), Lab draws (a task for each scheduled lab step), and No-shows (Appointments) (a task the morning after a booked appointment that nobody checked out, cancelled or confirmed; marking the appointment attended closes it; "days before" does not apply to this rule; only when the Appointments module is on). The follow-up and reorder screens already track these, so a rule on means the same item shows in two places; that is your choice. For each rule: days before the item is due (3 by default), owner (the default owner, the team, or a person), priority and category.
An automatic task is made once per item, never twice, carries an Auto · follow-up / refill / lab draw / no-show chip, and closes by itself (done, with a log line) when the item is handled on its own screen: the step marked done or removed, the order placed, the membership no longer active; or when the rule is turned off. Rules run with the morning run, Sync now and every hourly check; Run now runs them at once (saved settings). Archive all automatic tasks removes every open one (they stay in the audit log); rules that are still on make new ones for items still due. The Tasks page filter Automatic only / Not automatic separates them.