Patient Tasks & Episodes

Overview

Patient tasks represent the clinical work that needs to be completed for each patient. Tasks are organized by episodes of care and include required forms that must be completed. Understanding tasks and episodes is essential for efficient patient documentation.

Understanding Episodes

What is an Episode?

An episode of care is a distinct period of patient care:

• Represents a continuous period of service
• Has a defined start date
• May have an end date (for completed episodes)
• Contains multiple tasks related to that period

Episode Lifecycle

1. Episode Start: Episode begins when care starts
2. Active Episode: Current episode where ongoing care occurs
3. Episode End: Episode closes when care period ends
4. New Episode: New episode starts for subsequent care period

Multiple Episodes

Patients can have multiple episodes:

• Recertification: New episode for continued care
• Readmission: New episode after discharge
• Service Changes: New episode when services change significantly
• Historical Episodes: Past episodes remain accessible

Task Structure

Task Components

Each task consists of:

• Task Type: Defines what type of clinical work (SOC, recertification, routine visit, etc.)
• Required Forms: List of forms that must be completed
• Visit Association: Link to scheduled visit (if applicable)
• Due Date: Target completion date (optional)
• Status: Current completion status

Task Types

Common task types include:

• SOC (Start of Care): Initial visit documentation
• Recertification: Periodic recertification visits
• Discharge: Final visit documentation
• Routine Visit: Standard patient visits
• OASIS Assessment: Required assessments
• Custom Types: Organization-specific task types

Creating Tasks

Creating a New Task

1. Navigate to Patient Chart: Select patient from patient list
2. Access Create Menu:
   • Click "+" button in tasks section
   • Or use "Create Task" option from menu
3. Select Task Type: Choose appropriate task type from list
4. Link to Visit (optional): Select associated visit if applicable
5. Set Due Date (optional): Assign target completion date
6. Create Task: Task created with required forms based on task type

Task Type Selection

• Browse Types: Scroll through available task types
• Search Types: Type to filter task types
• Type Information: Each type shows description and required forms
• Organization Types: Custom types configured by your organization

Visit Association

Linking tasks to visits:

• Scheduled Visits: Select from list of upcoming visits
• Visit Information: Shows visit date, clinician, location
• Automatic Forms: Some forms auto-populate from visit data
• Visit Date: Visit date becomes default date for forms

Managing Tasks

Viewing Tasks

Tasks appear in the center panel:

• Task List: All tasks for current episode
• Task Cards: Each task displayed as card or row
• Task Information: Type, date, status visible
• Quick Actions: Access forms, edit, or delete from list

Task Status

Tasks have different statuses:

• Not Started: Task created but not begun
• In Progress: At least one form started
• Completed: All required forms completed
• Overdue: Past due date (if due date set)
• Cancelled: Task cancelled or deleted

Switching Between Tasks

1. From Task List: Click on task to open
2. Task Navigation: Use previous/next buttons in task view
3. Back Button: Return to task list from task detail
4. Task Menu: Access task menu for additional options

Working with Forms

Required Forms

Each task type requires specific forms:

• Form List: Shown when task opened
• Form Order: Forms appear in required sequence
• Form Status: Visual indicators for completion
• Required vs Optional: Clearly marked required forms

Form Completion

1. Access Form: Click form name in task table of contents
2. Complete Sections: Fill in all required fields
3. Save Progress: Forms auto-save as you work
4. Navigate Forms: Use arrows to move between forms
5. Mark Complete: Form marked complete when finished

Form Navigation

• Table of Contents: View all forms for task
• Next Form: Arrow button to next form
• Previous Form: Arrow button to previous form
• Form List: Click any form name to jump to it
• Keyboard: Arrow keys for navigation (where supported)

Episode Management

Viewing Episodes

1. Episode Selector: Access via task menu (three dots)
2. Episode List: Shows all episodes with dates
3. Current Episode: Marked with "Current" badge
4. Episode Info: Shows start date and task count

Switching Episodes

1. Open Episode Menu: Click three dots on task list
2. Select "Switch Episode": Opens episode selection
3. Choose Episode: Click episode to switch view
4. View Updates: Task list updates for selected episode

Creating New Episodes

1. Episode Menu: Access via task menu
2. Create Episode: Select "Create New Episode" option
3. Set Start Date: Enter episode start date
4. Confirm: Episode created and becomes current

Task Actions

Editing Tasks

• Task Menu: Click three dots (⋯) on task
• Edit Details: Modify task information
• Change Visit: Link to different visit
• Update Due Date: Modify completion target
• Change Status: Update task status manually

Deleting Tasks

1. Task Menu: Access via three dots
2. Delete Option: Select delete (requires confirmation)
3. Warning: System warns about data loss
4. Confirm: Confirm deletion (cannot be undone)
5. Cleanup: Associated forms removed appropriately

Task Notes

• Add Notes: Attach notes to tasks (where available)
• Document Decisions: Record decision rationale
• Collaboration: Notes visible to care team
• Timestamps: Notes show creation date and author

Best Practices

Task Organization

• Complete in Sequence: Follow task order when possible
• Episode Consistency: Keep related tasks in same episode
• Clear Naming: Use descriptive task types
• Proper Dates: Set accurate visit and due dates

Form Completion

• Start to Finish: Complete forms fully before moving on
• Required Fields: Ensure all required fields completed
• Review Before Submit: Review forms before marking complete
• Save Frequently: Forms auto-save, but save manually for important changes

Episode Management

• Episode Boundaries: Understand when new episode needed
• Episode Continuity: Maintain continuity within episodes
• Historical Access: Access past episodes for reference
• Episode Documentation: Document episode transitions

Efficiency

• Batch Similar Tasks: Group similar documentation tasks
• Template Usage: Use form templates for consistency
• Keyboard Shortcuts: Learn navigation shortcuts
• Task Prioritization: Focus on urgent tasks first

Troubleshooting

Common Issues

Task Not Appearing

• Check episode selection (may be in different episode)
• Verify patient selection
• Refresh page if needed
• Check filters if applicable

Cannot Create Task

• Verify permissions
• Check task type availability
• Ensure episode selected
• Contact admin if issues persist

Forms Not Loading

• Check network connection
• Refresh page
• Verify form configuration
• Contact support if problem persists

Episode Not Switching

• Verify episode exists
• Check permissions
• Refresh page
• Try alternative navigation method

Related Topics

• Patient Charts & Navigation - Navigating patient charts
• Clinical Documentation - Completing forms
• Form Builder - Understanding form structure (for admins)
• Chart Creator - Task type configuration (for admins)