Overview
Tasks are a valuable tool for internal communication and assignment within PIMSY. They offer a structured way to categorize tasks, track progress, and clearly define who is responsible for each item, making collaboration more efficient across your team.
Required Permissions and Prerequisites
- This article is in reference to our Desktop application
- Please assign the Create, Modify, View, and Delete permissions for the following rule(s):
- Task
- Task Type
- System Settings:
- -754 – Automatically creates a TASK and TASK Note for Daily Chart Notes
- -581 – REQUEST/COMMENT/Task/Task – Auto Create Note Category
- -646 – Auto Creates a Note when the last person leaves the task
- -733 – Place Auto Created Note Text in Which Tab on Assessment Note
- -650 – Require a Client to be added to every Task
- -732 – Task – Send Alerts when Task comments are uploaded
Step-by-Step Instructions
Step 1: Setting Up Tasks for Use in PIMSY
From the top navigation menu, go to:
Administration > Pick List Management
From here, you can search and filter for "Task" to see what is preloaded in the system. Select Task Type from the list.
To create a new one, simply enter what you'd like it called in the bottom row. In the pick list set up, you can assign specific user groups to specific tasks as well as setting them to be exposed on the client portal.
Lastly, review the settings listed in the Prerequisites section above to adjust the behavior to match the needs of your company.
Step 2: Understanding Tasks
From the top navigation menu, go to:
Utilities > Tasks
The left section displays a list of tasks that are assigned to you. It includes filtering options to help you manage and organize your tasks, as well as the ability to export the list for reporting or tracking purposes.
The middle section is where you can view existing tasks or create a new one. This area includes fields and options such as:
Assign Client - Assign a client to the task
Tags - Tags assigned to the client are displayed here
Task Type - Select the category in which the task falls under
Priority - Determine the task urgency
Status - Determine the task status
Your Comments - Input commentary related to the task
New Appointment - Create an appointment from the task
Additional Details - Select a Q&A to input additional information pertinent to the task, such as Daily Chart Notes
Messaging - View the Ad Hoc Messaging window to determine how messages are sent to the client or staff
Invoicing - Brings up the Invoicing screen
View Client - View the client chart
Hide - Hides this specific task
These fields help ensure that tasks are detailed, properly categorized, and assigned to the appropriate team member for follow-up.
The right section displays client-related information. This area also includes buttons that allow you to Create Notes and View Notes, making it easy to document or review relevant clinical information directly from the task window. Other items of note are:
Assign Staff - Determine who is assigned to the task
eRx Prescribe - Prescribe medication to the client via PIMSY's DrFirst integration
Step 3: Creating a New Task
To create a new task, click the New button. Next, assign a client to the task by clicking the Assign Client button. You may also assign staff to the task by clicking the Assign Staff button. Only users assigned to the task will be able to view and edit the task.
Next, you’ll need to enter a Subject for the task, as this is a required field. The subject serves as a brief summary or title, helping users quickly identify the purpose of the task at a glance.
Next, select a task type by clicking on the Type dropdown, which will help identify what kind of action or follow-up is required. The same can be done for Priority and Status.
Any comments entered in the Your Comments section will appear in the Running Notes after clicking Send. This creates a running record of communication and updates related to the task, allowing all involved users to track its progress over time.
**Admins can change System Setting -650 (Task - Require a Client be added to every Task) to False if the users are not required to assign a client to every task.
Step 4: Different Ways to Utilize Tasks
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Client Communication Task Type - Selecting the Client Communication Type will give you the option to send messages to the client via the Client Portal.
After clicking Send to send your message, a popup will appear that asks, “Would you like this message sent to the client via the portal?” When Yes, the message will be sent directly to the client via the Client Portal. All communications via this method and client portal will be logged in the Running Notes until the Task is completed and the status is set to closed.
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Generating Notes from Tasks - If there is a need to retain a task in the system, users can create a note directly from the task. To do this, click Create Note within the task. A prompt will appear stating, “You are about to Create a Note based off of this Task. Do you want to continue?” Selecting Yes will generate the note.
The system references Setting -733, which will tell the system which tab to place the note text into when the note is created.
To enable this functionality, a billing code for tasks must first be added and authorized in the system. Once the note is created, it will automatically include the appropriate billing code, the user who created the note from the task, and the note will be automatically marked as released. This feature helps streamline documentation while preserving important task details as part of the clinical record. - Daily Chart Notes - Tasks can also be used to manage Daily Chart Notes for individual users or user groups. This is a convenient way for multiple users to collaborate and stay updated within a single, shared task. To do this, simply select the Daily Chart Notes task type and assign it to the relevant user(s) or user group. This ensures that everyone involved can contribute to and monitor the task as needed.
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