How to Process Recall Tasks
A. Decide on the steps you would like to follow when processing each type of Task
e.g. for Cervical Smears (Code CX)
1. Send a recall letter inviting patient to attend for a cervical smear, wait one month for patient to respond.
2. If no response, send another recall letter, wait another month for patient to respond.
3. If still no response, send a final recall letter, wait another month for patient to respond.
4. If still no response, mark this recall task with “No Response”, no further attempt is made to contact the patient but remind the doctor/nurse about this overdue Task if the patient attends for any reason.
5. If contacted by the patient who declines the invitation, mark this recall task with “Declined” ”, no further attempt is made to contact the patient.
6. If contacted by the patient who advises alternate arrangements , mark this recall task with “Referred”, no further attempt is made to contact the patient”.
7. If the patient attends and has the Cervical smear, Complete the Task and reset the next due date.
B. Create a Task batch for Cervical Smears
1. Open the Document Template Editor from the Tools Menu (à Clinical Setupà Task Batches)
2. Ensure you have a Task for Cervical Smears with the code “CX”.
3. Set up a default recurrence of 3 Years and a Remind offset of 0 days.
C. Create /review your Recall Letters
1. Open the Document Template Editor from the Tools Menu (à Clinical Setupà Document Templates)
2. Create a letter inviting patients for a smear with the code “CX”
3. Create a final letter with the code “CXFinal”
D. Enter your workflow steps
1. Enter a Name for each step (this will appear in the Task Details)
2. The Task Code to which this step applies (e.g. CX, n.b. this step will also be applied to ZCX)
If a code of “DEFAULT” is used here, these steps will be applied to all tasks without their own steps.
3. A consecutive step number
4. The Action that will be performed when you double click on a task in the Task Manager (or click on Process)
· Document – Prints a document template with the code in the actions details column
· Record Action – Enter text to describe your action such as a phone call.
· Form – Open a form with the name in the actions details column
· Change Status – Change the Task Status to the status in the actions details column
· Reassign – Assign the Task to
i. The Staff member whose code appears in the details column.
ii. Unassigned if the details column is blank
· Next Step – Move to the next step
· Complete – Complete the Task, Reset the Due date/Remind Dates according to the Recurrence set.
5. Set how long you wish to wait after this step is processed, before being reminded about the Next Step for this Task. Use 0 Days to immediately see Next Step. Leave blank if there are no further steps.
Processing Tasks
· Open the Task Manager
Processing a task
1. Highlight a task (click on the row)
2. Review the task details below with particular attention to the Current step and history
3. If necessary review the clinical notes or lab results to confirm the task is still required
4. If you wish to process the Current Step, double click on the highlighted task or click on Process
If you decide to perform a different action , select from the Actions Menu
Example:
A CX task is due on 15th September and currently on the First Letter Step.
When was processed on the 1st of October a Document with a code of CX is printed, the remind date for the task will be reset by 1 month to the 1st November . The Next Step will advance to Second Letter.
The Task will reappear in the Task Manager on the 1st November for the Second Letter.
The Due date remains unchanged until the Smear is Completed, then it is reset according to the recurrence set for that task e.g. 3 years. The Step is reset to First Letter.
You may also process multiple tasks at once
1. Hold down the Ctrl Key and select any rows or the Shift Key and a range of rows
2. Click on Process
· Each selected task will be processed according to its own current Step
Processing a task
1. Highlight a task (click on the row)
2. Review the task details below with particular attention to the Current step and history
3. If necessary review the clinical notes or lab results to confirm the task is still required
4. If you wish to process the Current Step, double click on the highlighted task or click on Process
If you decide to perform a different action , select from the Actions Menu
Example:
A CX task is due on 15th September and currently on the First Letter Step.
When was processed on the 1st of October a Document with a code of CX is printed, the remind date for the task will be reset by 1 month to the 1st November . The Next Step will advance to Second Letter.
The Task will reappear in the Task Manager on the 1st November for the Second Letter.
The Due date remains unchanged until the Smear is Completed, then it is reset according to the recurrence set for that task e.g. 3 years. The Step is reset to First Letter.
You may also process multiple tasks at once
1. Hold down the Ctrl Key and select any rows or the Shift Key and a range of rows
2. Click on Process
· Each selected task will be processed according to its own current Step