Tasks are a great way to keep track of what's going on at your clinic and provide quality care to your patients. Let's take a look at how to make the most out of Arya's Tasks module.
General
To create a task in Arya, navigate to the Tasks tab on the top navigation bar. There, you'll see a panel titled Assigned To on the left-hand side of the screen. This is a list of all the colleagues at your clinic in addition to any custom task categories you have created. Select from this list to see which tasks have been assigned to a specific colleague or category.
You can easily sort tasks by clicking the green headers of each column (i.e. "Patient", "Due Date", "Urgency"). If you wish to set a task to Urgent, you can do so by selecting the Triangle icon within the Urgency column.
Adding a task
To create a new task you can input the patient the task relates to, a description, a due date, and whether the task is urgent or not. Once you have inputted the required fields, you can select Add.
If you would like to assign the task to someone else, you can select the field under Assigned To and input the user.
Please note that entering a time-frame into the task description field makes the system automatically calculate and assign the Due Date for such a task, without you manually choosing it in the calendar. For example, if the task description reads 'Call back - 2 months' and is created on September 10th, the Due Date will automatically be set as November 10th, even without you indicating it manually:
You can indicate periods like '2 weeks', '6 months', etc. in the task description to have the due date automatically calculated by the system.
Deleting a task
To delete a task you may have created by accident or that may no longer be relevant, click the green Edit button. When you do this, the speech bubble icon will be replaced with a delete icon. When you have finished deleting tasks, click Done.
Creating a task category
You can create a category for specific tasks you want to group together, for example "Follow Ups". To create a custom task category, click New in the Assigned To panel. Simply add a title for your task category and click Save. Once you have finished, your new category will appear in the Assigned To panel, at the bottom.
Organizing task categories
To reorder your task categories, click on the green stack icon to the right the task category. This will allow you to drag and drop your category to the desired location in the category list.
Marking tasks as Favourites
To streamline you workflows, you can mark frequently used tasks as favourites and assign them to users in a few clicks, instead of typing the same message over again.
This can be done in any of the Task creation sections: Global Tasks tab, patient-level Tasks tab, the 'Add Task' option in Global Referrals, Global Results, and Global eFax tabs.
Enter the Task description you would like to be saved. After that, click the star icon next to the Task description. Once you have filled the rest of the fields and created a task, it becomes saved in your favourite ones:
From now on, once you open the Tasks section and click into the Task field, your favourite tasks will automatically be suggested to you in a drop-down:
You can also search for the task you need by starting to type the first couple letters of it:
Please find some tips and frequently asked questions below:
After selecting the task from the drop-down, you can edit it if you need to include more details. This will not change the original task marked as your favourite.
Marking tasks as favourites is user-specific, so other users in your clinic will need to mark their own tasks as favourites in order to quickly auto-fill them.
You can create a task with the time-frame specified, for example 'follow up in 3 months'. The system will automatically calculate and assign the Due Date for such a task, without you manually choosing it in the calendar.
If you wish to remove the task from favourites, you can locate it in the drop-down and deselect the star icon. This will remove the task from the list completely and to save it again you will need to manually re-add it. This will not impact the tasks previously created with this specific favourite.
Unfavouriting a task does not impact previously created tasks with that favourite
Commenting on a task
If you would like to provide additional information about a task, you can add a comment. To expand the comment panel, click on the speech bubble icon on the right-hand side of the task. Enter your comment and press the indigo button to send.
Who will be notified about my task comments?
If you comment on a task, the person who created the task and the person who is assigned to the task will be notified. A green speech bubble will appear beside the name of whichever task category the task is assigned to. When they click on the task category, they'll also see a red badge on the comment icon of whichever task has been commented on.
Anyone who subsequently joins the comment thread by adding their comments - including you - will also be notified.