Office Tasks in Practice by Numbers offers additional tools to help your team manage complex responsibilities and stay on schedule.
You can customize tasks with reminders, checklists, phases, dependencies, tags, and parent tasks to better organize your practice's workflows.
Before You Begin
Navigate to Office Tasks > Tasks and click + Create Task. Enter the basic task information, including its title, description, priority, and due date. You can then configure the advanced options below.
Linking Tasks with Parent Tasks
Parent Tasks allow you to group related responsibilities under a larger task or project.
How to Assign a Parent Task
Locate the Parent Task field.
Enter at least two characters to search for an existing task.
Review matching tasks, including their owner, due date, status, and related records.
Select the appropriate parent task.
This is useful when multiple tasks contribute to the same larger workflow.
Organizing Tasks with Tags
Tags provide another way to organize and identify related tasks.
To add tags:
Locate the Tags field.
Enter relevant keywords separated by commas.
Example: insurance, verification, front desk
Use consistent tags across your practice to keep related tasks organized.
Adding Task Checklists
Task Checklists break responsibilities into individual actions you can track as work progresses.
How to Add Checklist Items
Locate the Task Checklist section.
Click + Add Checklist Item.
Enter the action that needs to be completed.
Select Required if the item is mandatory.
Add dependencies if the item relies on another checklist item.
Example: Insurance Verification Checklist
Review patient insurance details.
Contact the insurance provider.
Confirm eligibility and coverage.
Update the patient record.
Follow up with the patient if necessary.
Checklist dependencies help establish the order in which actions should be completed.
Organizing Tasks with Phases
Task Phases are useful for larger responsibilities that involve multiple stages.
How to Add Task Phases
Scroll to Task Phases.
Click + Add Phase.
Enter the phase Name and Description.
Specify the Estimated Minutes.
Select Required Phase if the phase must be completed.
Add phase-specific checklist items if needed.
Setting Phase Dependencies
You can configure phases to depend on other phases.
For example:
Phase 1: Review Information: Confirm you've received all required details.
Phase 2: Complete Verification: Verify the information with the appropriate provider.
Phase 3: Update Records: Document the results and complete any necessary follow-up.
Setting dependencies helps organize work in the intended sequence.
Setting Up Task Reminders
Task Reminders help notify your team before important deadlines.
How to Add a Reminder
Scroll to Task Reminders.
Click + Add Reminder.
Select the reminder Timing, such as Before Due.
Enter the number of Minutes.
Select one or more notification methods.
Available notification options include:
In App
Email
Text Message
Push Notification
Example: Selecting Before Due and entering 60 minutes configures a reminder for one hour before the task's due time. You can add multiple reminders or remove an existing reminder using the trash icon.
Tips for Using Advanced Task Features
Reminders: Use for time-sensitive responsibilities.
Checklists: Use when a task requires several specific actions.
Task Phases: Use for larger workflows involving multiple stages.
Dependencies: Use when one action should follow another.
Parent Tasks: Use to group responsibilities under a larger project.
Tags: Use to categorize and identify related work.
Simplify Complex Workflows
Advanced Office Task features help your practice manage multi-step responsibilities with greater structure and visibility.
By combining reminders, checklists, phases, and dependencies, your team can stay organized, track progress, and complete important work more consistently.
For instructions on creating, assigning, and managing everyday tasks, see Managing Office Tasks in PbN.