- Planned work — You create a task to track something that needs to get done: follow up on lab results, call a patient back, review a chart before tomorrow’s appointment. You decide the priority, the assignee, and the deadline.
- Things that need attention — The system creates a task automatically when something happens that your team should act on: a payment fails, a patient books their own appointment, a new patient registers. These are shared alerts that anyone on the assigned team can pick up and resolve.
Where to Find Your Tasks
Access your tasks by clicking Tasks from the main navigation menu or by opening the Tasks panel on the right sidebar.- Tasks Sidebar: A quick-access panel available from anywhere in the app.
- Tasks Page: A full dashboard for viewing, filtering, and organizing all tasks across your organization.
Default Filter
When you open the Tasks page, it automatically filters to show tasks relevant to you. Your clinic controls the default:- Subscribed to (default) — Shows tasks you are subscribed to. You are automatically subscribed when assigned a task, mentioned in a comment, or when you manually subscribe.
- Assigned to me — Shows only tasks directly assigned to you.
- Let each user choose — Each person picks their own preferred view. A switcher appears at the top of the Tasks page so you can change between “Subscribed” and “Assigned to me.”
Filtering the Sidebar
The Tasks panel has its own filter that follows the same default filter setting as the Tasks page. You can switch between Subscribed to me, Assigned to me, and All tasks using the filter menu at the top of the panel.- Tasks with a future start date are hidden by default. To see them, open the full Tasks Page and toggle Show scheduled in the filters.
Planned Work
When you know something needs to get done, create a task and assign it.Creating a Task
- Open the Tasks Sidebar or navigate to the Tasks page.
- Click Create Task (or the + icon).
- Fill in the details:
- Title & Description: What needs to be done?
- Priority: Low, Normal, High, or Urgent.
- Assignees: Who is responsible? Can be a person or a Team.
- Patient: (Optional) Link a specific patient chart so the task has full context.
- Start & Due Dates: When should work begin and when is it due?
- Click Save.
Assigning to Teams
Instead of assigning tasks to individuals one by one, you can assign them to a Team (e.g., “Front Desk”, “Billing Team”, or “Nurses”). When a task is assigned to a Team:- Everyone on the team is automatically subscribed and receives notifications.
- The system picks the best person on the team to be the assignee, so the task shows up on someone’s list right away.
- Patient history first (default) — If the task is linked to a patient, the system checks who on the team last spoke with or saw that patient (calls, messages, or appointments). That person gets the task because they already have context.
- Balanced workload — If there is no patient history (or you choose the Round Robin strategy in settings), the system assigns the task to whoever on the team currently has the fewest open tasks.
- Who is working right now — When the “Respect shifts” setting is on, the system prefers team members who are currently clocked in. If nobody is clocked in, it falls back to the balanced workload approach.
You cannot set both a team and a specific assignee on the same task. If you assign a team, the system picks the assignee automatically. If you want a specific person, assign them directly instead of using a team.
Tracking Deadlines
The system helps you stay on top of what is upcoming, due today, and overdue. Urgent tasks are highlighted so you can prioritize your day.Things That Need Attention
Not every task is planned ahead of time. Decoda can automatically create tasks when important events happen, so they show up on your team’s radar without anyone having to notice and manually create them.How It Works
When an event fires (like a failed payment), the system checks your alert rules. If a rule is enabled for that event, a task is created automatically with the priority and assignment you configured.Common Examples
- Payment fails: A task is created and assigned to the Billing Team to follow up with the patient.
- Patient self-schedules: A task appears for the Front Desk team to review and confirm the booking.
- New patient registers: An intake review task is created so someone can verify the patient’s information.
Setting Up Automated Tasks
Configure which events create tasks — and who they get assigned to — in Task Settings. For each alert type, you can:- Toggle auto-creation on or off.
- Set the priority (Urgent, High, Normal, or Low).
- Choose the assignment: a specific person, a Team, or everyone.
Working with Tasks
Once a task exists — whether you created it or the system did — the workflow is the same.Statuses
Tasks move through a simple lifecycle:- Open: Created but work has not started.
- In Progress: Someone is actively working on it.
- Completed: Done.
- Cancelled: No longer needed.
Subscribers
Every task has a list of Subscribers — people who are kept in the loop.- You are automatically subscribed when you are assigned a task (directly or via a Team).
- You can manually subscribe to any task you want to follow, even if you are not the assignee.
Comments and Mentions
Add comments to a task to ask questions, share updates, or log progress. @mention someone in a comment to get their attention — this automatically subscribes them to the task.Notifications
As a subscriber, you receive notifications when:- A task is assigned to you.
- Someone comments on the task.
- The task’s status changes.