Organize your Workflow with Worklists

Use Worklists to organize work by assigning Tasks with due dates and follow-up dates.

Administrators control the information that is required when assigning Tasks by using the Keys (mandatory fields), such as Priority, Status, or Assignee.

Access Worklists (Driven by User Permissions)

• In the Actions panel on the Home Dashboard, select the Worklist button;
• Navigation Lookup Field (Go Box)

• Enter t or task in the Navigation Bar to display a complete list of Tasks; or 
• Enter wk to display a list of the Worklists.

• Tasks panel on the Left Side Menu.

Worklist Types

The Types available depends on where you are in the System or what Type Worklist you choose on the Worklists screen.

Example:

• If you are creating a Task from the Patient Appointment screen, the only Worklists available are Appointment Worklists.
• You will not see Encounter, Remit, Receipt Tasks, or Patient Tasks.

Types

• Appointment: Worklist for Tasks created on the Patient's Appointment screen or added from the Task screen of an Appointment Worklist Type.
• Encounter: Encounters that are sent to the Worklist from the Encounter Dashboard, from an ERA or added from the Task screen of an Encounter Worklist Type.
• Remit: Remits can be added to a Custom Worklist from the Manage Electronic Remittance Item screen in ERAs.

• This Worklist Includes the Remit number and the Note.
• Modifications to the Note field will update the Worklist notes and can be saved as a Billing Note.
• The Note will also appear in the Subject field on the Task.

• Receipt: Tasks sent to the Worklist from the Receipt Dashboard or added from the Task screen of a Receipt Worklist Type.
• Miscellaneous: Not linked to any record and is only available on the Worklist screen.

• This is a PHI free method to communicate with your Users in your group. Miscellaneous Tasks can only be added from the Worklist screen.

• Patient: Patients that are sent to the Worklist from the Patient Dashboard or added from the Task screen of a Patient Worklist Type.

Add/Modify a Task

Home Dashboard > Worklist button

1. Select a Task number on the Worklist to open the Tasks screen.

2. Create a new Task by selecting the Add button.

• Modify a Task by selecting the Task Number.

3. If there is a Tag linked to the Worklist, a banner will display at the top of the screen.

• When the Tag is resolved, the Task will auto-complete.

Manage Panel

4. Subject: If the Subject is blank, enter a relevant description of the Task. (Mandatory)

• If the Task was auto-created or created from another screen other than the Worklist screen, the Subject will auto-create; however, it can be manually changed.

5. Select the Worklist where this Task will reside. (Mandatory)

• The fields that are highlighted in yellow are required fields.
• Other fields can be changed to Mandatory or Not Mandatory using the Keys beside the Save button.

6. Priority: Urgent, High, Medium, and Low (Optional).
7. Status: Assigned, In Progress, and Complete.

• Other Statuses can be added.

8. Assignee: The Task can be Assigned to a specific User.

• Note: When a task is assigned to a User who has since become Inactive, the User will be automatically removed from the task.

9. Use the Clear link to remove existing Dates and Times.
10. Follow-Up Date and Time: Entering a Date and Time determines when this Task will show on the Task list and serves as a reminder (Optional)

• Example: Once you contact the Payer and are informed that a new adjudication will be issued in 10 days, schedule the Follow-Up Date for 11 days.

• The Follow-Up Tasks will show in your Task List on the Follow-Up Date.

• Use the Filter Criteria to view the Follow-Up Tasks before the Follow-up Date is reached by selecting the checkbox for All Follow-Ups.

11. Due Date and Time: This Date and Time supersedes the Follow-Up Date.
12. Watchers: Add one or more Users to observe the Task as it is worked.

13. Encounter or Appointment: If the Encounter or Appointment is pre-populated or if you select an Encounter or Appointment, the applicable fields will auto populate in the window below.

• If the Task was created from a screen other than the Worklist Add/Modify Task screen, the Encounter or Appointment field will be pre-populated.

14. Select the Open icon to open the applicable screen (Encounter, Appointment, Remit, etc)
15. Use the Refresh icon to update the screen.
16. Select the Patient ID to navigate to the Patient Dashboard.
17. Auto-populated fields from the Encounter or Appointment.
18. Hover over the blue abbreviation to view the Status of a Claim.

Other Worklists

This panel displays how many other Worklists are linked to this Encounter.

1. Use the Plus icon to view the Worklists where the Encounter already exists.
2. Use the Modify icon to open the other Worklist.

• Make changes if needed and Save.
• If the Modify icon is not visible, you do not have permissions to edit the Worklist.

Tags

Task Tags

If there are any existing Task Tags, they will display.

***This panel is only visible if there are existing Task Tags.***

1. Hover over the Tag to view the Tag Description.
2. Select the Tag to access the Resolve option.
3. Select Resolve if you want to  complete the Task.

Other Tags

Displays Active Tags that exist on the Encounter.

1. Hover over the Tag to view the description.

2. Select the dropdown to Modify or Resolve the Task (controlled by User Permissions)
3. Select Resolve or Modify.
4. Use the Lookup icon to Add, Resolve, or Delete a Tag.
5. Resolved Tags can be viewed by selecting the R with the slash through it.

Notes

Enter a Task Note

• Enter a Note to follow the progression of the Task.
• Select the Add Note button to save the Note.

• If the Add Note button is not utilized, the Note will not be saved.

Type of Notes

Select the Type of Notes you want to view.

1. All Notes (Default): Displays Billing and Task Notes.
2. Billing Notes: Displays only Billing Notes that have been added to the Encounter.

• Designated with a B.

3. Task Notes: Only displays Notes added to the Task.

• Designated with a T.

Note History

Use the History link to view all Task History and Notes.

Select the View link to see changes that have been made to the Task.

Action Note Icons

These icons are only visible on Task Notes, not Billing Notes.

1. Modify: Select the Modify icon to make changes to aTask Note.

• You can only modify your Task Notes.

• The Modify icon will only be visible if the Task Note was added by you.

• Billing Notes cannot be modified here.

2. Push Pin: Select the icon to keep the Note visible.

• The Push Pin will change from gray to black when pinned.
• If there are too many Notes for the window, the one(s) where the Push Pin is active will display along with the most recent Notes.

3. Flag: Select this icon to mark the Note as Important.

4. Folder: Select the Folder icon to mark the Message as Read.

Validations

Charge Management Rule Validations

• If there is a Worklist linked to a Charge Management Rule, it will be listed here.
• Select the Rule number to open the Charge Management Rule.

Save

To save your changes, select Save [F2].

Learn More

Create a Worklist

Auto-Close Tasks on Worklists

Appointment Worklist

Remit Worklist

Add a Manual Insurance Denial to a Worklist