Activities - Tasks, Clinical Actions, and Work Lists

The Activities module in MediRecords helps you keep track of all clinical actions and administrative tasks across your practice. Whether you are monitoring patient-specific activities or reviewing the global view of outstanding items, this tool ensures nothing is overlooked. Activities can be created, updated, completed, or cancelled, and can also be grouped into Work Lists for easier management of ongoing tasks.

In this article, you will learn how to navigate both the global and patient-specific activities views, create and manage clinical actions and tasks, build work lists, and update statuses as work progresses. You will also find out how to print and export activities for record-keeping or reporting purposes.

Contents:

1. Accessing a New Activity

2. Global Activities View

3. Patient Specific Activities View

4. Creating a New Activity

   • Tasks

   • Clinical Action

   • Work List

   • Adding Tasks & Clinical Actions to a Work List

5. Editing an Activity

6. Deleting an Activity

7. Updating the Status of an Activity

8. SMS on Demand

9. Exporting an Activity

10. Creating an Appointment

11. Printing an Activity

12. Filtering Activities

Accessing a New Activity

A new Task, Clinical Action or Work List can be accessed via the Global Activities View Icon on the top menu ribbon that takes you to the Activities Page or via the Patient Record.

Global Activities View

The Global Activities View is accessible from the top toolbar of MediRecords at any time. Click this to view all Activities. The Activities homepage lands on the Clinical Actions section by default. This page displays an overview of all outstanding clinical actions, which patient they relate to, the priority, status and due date. 

Patient Specific Activities View

Patient Activities are located in the Activities tab of the patient record. 

1. To navigate to the Patients record, search and select patient from patient grid or the search field on the top menu ribbon.
   
    

2. Open the patient record, and click the Activities tab.

3. Tasks and Clinical Actions can also be added/viewed via the activity box in the clinical section of patient header.

   

    

   

Creating a New Activity 

Tasks

New Tasks can be created from the Global View, Patient Record and a Work List.

1. Go to the Activities page either from the Global View or Patient Record. 

2. Click Tasks then click New Task. A New Task form will be opened.
   
    

3. Fill in all the mandatory and required fields and select Save. 

   

   
    

4. You can select a User or a User Group in the Assignee field by clicking on the dropdown arrow, and then search and select the name. The User/s selected in the Assignee field will be assigned this Task. 

   

   
    

5. Select a Work List that you wish to link this Task to.

   

    

   Note: The Tasks screen will reflect all this information at a glance.

   

   
   
    

Clinical Action

New Clinical Actions can be created from the Global View, Patient Record as well as from a Work List.

1. Go to the Activities page either from the Global View or Patient Record.

   

   

2. Click Clinical Action then click New Clinical Action.

   

3. A New Clinical Action form will open.
   

4. Fill in all the mandatory fields, and click Save.

5. The Assignee can be selected as a User or a User group by clicking on dropdown arrow. The User/s selected under the Assignee Field will be assigned this activity, and it will reflect on their Clinical Actions.

   

6. Select a Work List if you wish to link this activity to that worklist.

   

7. If you wish to publish this to patient's Engage portal, click the check box next to Publish to Engage. For more information on assigning Clinical Actions to patients, please see Engage: Publishing a Clinical Action for Patient Completion.

   

   
    

8. This will create another field - Prompt patient to book an appointment. Selecting this would prompt the patient on their Engage account to create a new appointment for this Clinical Action.

   

9. The Activity will also be recorded in patient record.

   

   
    

Work List

A Work List itself does not have to be assigned to a user. The Tasks and Clinical Actions within the list can be allocated to different patients, and different assignees.

1. Go to the Activities page either from the Global View or Patient Record. 

   

   
   
   
    

2. Click Work List then click New Work List. 
   
   
    

3. A New Work List form will be opened.

   

    

4. Fill in all the required details and Save.

   

   
    

5. Assignee can be a User or a User Group and can be selected by clicking on the dropdown arrow.

6. Under Type, choose Work List. Then choose the desired Reason, e.g Administration Work List.

7. If this Work List is regarding a particular patient, type their name next to Regarding. If the list is regarding multiple patients, leave this section blank.

8. Complete the Due Date, Priority, Subject, and Description fields, then click Save. 

9. This will enable the New button to create New tasks or Clinical Actions in here.

10. If you do not wish to create an activity, you can Save and Close.

    

Adding Tasks & Clinical Actions to a Work List

Tasks and Clinical Actions can be either created within a Work List or an existing Work List can be attached to a Task or Clinical Action by selecting it in the Work list field, to link them. The Work List itself does not have to be assigned to a user, so the Tasks and Clinical Actions within the list can be allocated to different patients, and different assignees. 

1. Create a New Work List or open an existing one and click Edit.
   

2. This will open the Work List window.

3. Click the New button at the bottom.
   

3. Select either New Task or New Clinical Action. This will open a New Task or New Clinical Action window.

4. Fill in all required fields as you would normally when creating New Tasks/ Clinical Action and Save.

   

5. This will save the Task/ Clinical Action within the Worklist, as well as on the Task/ Clinical Action screen.

   

6. To Edit an existing Task/Clinical Action inside a Work List, click on the pencil sign. This will open the Task/ Clinical Action window to be edited and Save.

   

    

7. To Delete a Task/Clinical Action from a Work List, tick the check box to the left of the task item and click on the Delete button that appears above.

   

   
    

8. You will receive a prompt requesting to confirm.
   
9. Select Yes to delete.
    

Editing an Activity

1. To Edit an Activity, Task, Clinical Action or Work List, go to the respective screen

2. Click the Tick-box next to the name to reveal a list of options. 

3. Click Edit to open the activity form.
   
   
    

4. Update the form with all the required details, and click Save to apply the changes.

   

   
    

5. If a Task or Clinical Action is set for a series, a pop up will appear prompting you to confirm if you want to edit just this occurrence or the whole series. You can select your preference.

   

    

6. This will open a window to edit the activity and Save.

7. The changes made here will apply to all the activities in the series.

8. To edit multiple activities at once, go to the respective screen and select the check box of all the required activities and select Bulk Edit.

   

    

9. This will open a task window that can be edited and saved. The changes made here will be applied to all the activities selected.

   

Deleting an Activity

1. To Delete an activity, go to the respective screen.

2. Click the Tick-box next to the activity to reveal a list of options. 

3. Click Delete to permanently delete the activity. This will also delete this activity from the patient's record.

   

4. Click Yes to acknowledge the activity will be deleted permanently.

   

    

5. To Delete Multiple Tasks at Once, click the Tick-boxes next to the names of the activities to reveal a list options. 

6. Click Delete to permanently delete the activities from the patient's record.

7. Click Yes to acknowledge the activities will be deleted.
   
   
    

8. If you are deleting a Task that has been set as a series, you will receive the below pop up prompting you to confirm if you want to delete the current occurrence or the whole series. You can choose your preference.

   

Updating the Status of an Activity

All Activities that are available on the respective Tasks/Clinical Actions/ Work Lists screen are still Open and yet to be actioned. Ensure to use the filters to view the relevant activities.

1. To update the status of an activity, click on the Tick-box next to the Task/ Clinical Action/ Work List to reveal a list of options. 

2. Click Status to reveal the drop-down list.

3. Select the preferred status to be updated.

   

   
    

4. Select the appropriate filters to view this activity here and in patient record.
   
   
    

5. You can update the status of multiple activities at the same time by selecting all the required activities and selecting the desired status.

   

    

   Tasks/ Clinical Actions and Work Lists can be updated to the following statuses:
   
   Patient Actioned - indicates the activity has been actioned by the patient. An activity with this Status can be updated to any other status.
   
   Completed- indicates that activity is complete. A completed activity can be updated only to Open or Incomplete.

   
   Cancelled - indicates the activity is cancelled.  A cancelled activity can be updated only to Open or Incomplete.

   
   Incomplete - indicates the activity was not completed. An incomplete activity can be updated to the following statuses.

   
   Escalated - indicates the activity has been escalated. Escalated tasks can be updated to Open, Patient Actioned or Incomplete. Escalated Clinical Actions can be Bulk edited. Escalated Tasks cannot be Bulk Edited. Escalated activities when selected with other activities can only be deleted and exported.

   If a Work List is marked as Complete while items within the Work List remain open, a warning will be provided to the user asking whether they want to continue with completing the work list, or return to the work list to action the outstanding items. 

   

    

6. Selecting Yes will mark the Work List as complete, and any activity that are outstanding will remain open in the Activities window.
   
    

SMS on Demand

You can send SMS on Demand to multiple patients from the activities screen. This option is only available within Tasks and Clinical Action. 

1. Select all the activities that need an SMS to be sent out. You can select multiple activities for different patients at once.

2. Select SMS on Demand to reveal two options - SMS and SMS and complete.
   SMS - will only send out an SMS to patients.
   SMS and complete will send the SMS and mark the activity as complete.

   

3. Select your preference.

4. You will receive a pop up window. 

   

5. Enter all details and click Send. 

Exporting an Activity

Tasks/ Clinical Activities and Work Lists can be exported into an excel file.

1. Select all activities you wish to export.

2. Click on More.

3. Select Export.

   

   
    

4. This will give you an excel file which can be downloaded from your browser.

5. Once exported, the list of fields in the export will match those seen in the list, with some additional contact information.
   

    

Creating an Appointment

Appointments can also be created from within the Activities section. To create an Appointment

1. Go to Task/ Clinical Action or Worklist.

2. Select the activity to reveal the options on top.

3. Select More.

4. Click on Create an Appointment.

   

   
    

5. This will open a new appointment window. Create the appointment and click Save.

   

    

Printing an Activity

Print option is available on all three activity screens of Tasks/ Clinical Actions and Work Lists with a Print Icon. To print out an activity,

1. Go to the Task/ Clinical Action or Worklist.

2. Selecting one or more of the activities.

3. Click the Print Icon.

   

   
    

4. This will give you a Print Preview as seen below.

   

   
    

5. Select Print to Print this out.

   NOTE: MediRecords does not offer support passed this point. Please refer to supporting resources for your chosen browser for assistance. 

    

Filtering Activities

Filters in the Activities section help to refine your search within the screen. 

Filters available under the activities are:

Status

This option helps to refine your search depending on the Status of the activity. The status of filters always defaults to Open and Escalated.
If you cannot find an activity on your screen, ensure the status of that activity is enabled within the filters.

Regarding

This option helps to refine your search depending on the User/ Contact or Patient selected in the Regarding field of the activity.

Assignee

The activity screen shows all activities of all Users and members of User Groups selected within these filters. The filter here always defaults to the current user. You can select other users if you wish to see their activities. Leaving this field empty will show activities of ALL users in the practice.
If you are a member of any user group, that group will also show on the User group filter by default.

If you cannot see the activity of a User, search and add the User to this field. Adding a User here is temporary, and you cannot add another user as a default in this field.

Published to Engage

This option is available under Clinical Actions only, and only for practices who have Engage enabled.
Leaving this filter empty will show all activities that have both Yes and No status on this filter.

Type

This option refines your search based on the Type selected in the Task or Clinical Action.
The filters in Tasks, Clinical Actions and Work List under Type will differ.
Selecting any filters here will show activities of that particular type only.
If you wish to see activities of ALL types, you can leave this section empty.

Tasks

Type filter under Tasks have the below options.

Clinical Actions

Type filter under Clinical Actions have the below options.

Work List

Type filter under Work Lists have the below options.

Due Date

This filter gives you the option to refine your search from the current date up to the last six months. Alternatively, you can also enter a custom date period, for any date, to search.