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Task Automations

Some work in a clinic has to happen after the visit — the note gets written, the codes get added, the claim goes out. When it doesn't, nobody notices until billing stalls weeks later. Task automations watch for that missed work and turn it into an assigned task automatically, so the follow-through runs itself instead of living in someone's memory.

An automation is a small rule you configure once in Settings → Task Automation: "for these services, each visit needs a note / billing codes / a submitted claim — and if it's still missing after a grace period, create a task for the provider." From then on the platform does the chasing.

The lifecycle: assign → remind → close itself​

Every task an automation creates manages its own lifecycle — the three behaviors are configurable on the rule's task step:

  • Assign — the task goes to the visit's own provider (or a staff group you pick), with a due date and an optional email notification. It names the client, the service, and exactly what's missing.
  • Remind until done — turn on Remind on the due date and the assignee gets an email the day the task is due and still open. Set Escalate after N days overdue and, once it's that overdue, everyone is emailed again — optionally including a staff group you choose (for example the office manager), so an ignored task stops being ignorable.
  • Close itself — the moment the requirement is met, the task completes on its own. Sign and code the note, and the task disappears within moments — no one has to go back and tick a box. If the appointment is cancelled, the task closes too, since there's nothing left to document. (You can switch Close automatically off on a rule if you prefer manual closure.)
The prebuilt template works out of the box

Settings → Task Automation includes a Documentation compliance template preconfigured with the full lifecycle: it emails the provider, reminds on the due date, escalates at 3 days overdue, and closes each task automatically. Pick the services it should watch, preview how many visits it would flag, and enable it.

Sending a claim back to its provider​

The same task machinery powers a one-click handoff from billing: in Billing → Review & submit, a claim the scrubber flags gets a Send back to provider action. It creates a task for the note's provider with the scrubber's exact findings ("missing modifier on 98941"), due today — so the biller hands the clinical fix to the clinician instead of chasing them in chat. Once the note is corrected, the claim re-checks itself.

Safety by design

A rule with no services selected does nothing (it will never flag every appointment in the clinic), a grace period gives providers time to document before anything is flagged, and each visit only ever produces one task — re-running never duplicates.

Next steps​