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Tasks -A Care Team Application User Guide

User Guide for CTA Administrators, Counselors, Medical Staff, Peer Support Specialists, and Care Concierge team members.

CTA Tasks User Guide 

Overview, User Roles and Permissions 

The Care Team Application is a web-based platform for healthcare professionals to manage prospects, clients, coordinate care teams, handle scheduling, and track tasks within the Anonymous Health Enterprise Class AI system for Behavioral Health.

CTA supports multiple care team roles, each with specific access levels. Each role has specific permissions and access to features based on their responsibilities:

Available Roles 

  • Admin: Full system access including team management, settings, and all client features
  • Counselor: Client care, scheduling, clinical documentation, and treatment planning
  • Medical: Medical provider access for prescribing and clinical oversight
  • Peer Support: Client interaction and support services
  • Care Concierge: Administrative support, task coordination, and scheduling assistance
  • Clinical Supervisor: Oversight, approval workflows, and quality assurance

Additional specialized roles include Developer, Billing, On Call, Crisis Counselor, and AI Session Supervisor. 

Task Management 

Dashboard Tasks 

Team members can view and manage tasks from the Dashboard.  Administrators and Clinical Supervisors have access to team-wide task views.

Task Features 

Tasks include:

  • Title and detailed description
  • Due dates and priority levels (Routine, Urgent, ASAP, STAT)
  • Status tracking (Draft, Created, In Progress, Completed)
  • Assignee management
  • Client/referral associations
  • Categorization and tags

Care Concierge Communication 

Team members can send messages to the care concierge team for support with:

  • Technical support requests
  • Scheduling assistance
  • Client escalations
  • General troubleshooting

Messages are sent via email to the care concierge team with client context and details. 

Treatment Planning 

Care teams can manage intervention cadence and visit schedules for clients. 

The treatment plan interface displays:

  • Assigned counselors and their roles
  • Visit frequency for each team member
  • Treatment goals and objectives
  • Problem statements and diagnoses

Creating Tasks 

Manual Task Creation 

Team members with Admin or Counselor roles can create tasks manually

  1. Navigate to the Tasks page
  2. Click "Create New Task" button
  3. Fill in task details:
    • Title (required): Brief description of the task
    • Description: Detailed information about what needs to be done
    • Due Date & Time: When the task should be completed
    • Priority: Select from Routine, Urgent, ASAP, or STAT 
    • Status: Initial status (typically Draft or Created)
    • Tags: Categorization labels for organization
    • Location: Specific location if using multi-site filtering
  4. Assign the task to team members or groups
  5. Link the task to related clients, prospects or referrals
  6. Save the task

AI-Generated Tasks 

Tasks can be automatically created during AI conversations with clients.  The AI assistant determines task details based on conversation context, including:

  • Title and description derived from conversation
  • Priority level based on urgency expressed by caller
  • Category assignment for proper routing
  • Automatic assignment to appropriate team groups.

Task Properties 

Priority Levels 

Tasks support four priority levels to indicate urgency: 

  • Routine: Standard priority for regular tasks
  • Urgent: Requires prompt attention
  • ASAP: As soon as possible, high priority
  • STAT: Immediate attention required, highest priority

Status Workflow 

Tasks progress through various statuses: 

  • Draft: Initial creation, not yet active
  • Created: Active task ready for work
  • In Progress: Currently being worked on
  • Completed: Successfully finished
  • Cancelled: No longer needed
  • Rejected: Declined or not applicable
  • Stopped: Halted before completion
  • Archive: Completed and archived
  • Failed: Requires clinical supervisor's  review

Special Status Permissions 

Certain statuses have restricted access: 

  • Failed Status: Only Clinical Supervisors can set or update tasks with failed status

Prospect/ Lead Priority 

For tasks related to Prospects and Self-Referrals, an additional lead priority can be set: 

  • P1: Ready to sign up immediately
  • P2: Comparing options
  • P3: Contemplating treatment
  • P4: Browsing information

Viewing and Searching Tasks 

Tasks Page 

The main Tasks page provides comprehensive task management: 

Search and Filter Options:

  • Text search across titles and descriptions
  • Filter by status (Draft, Created, In Progress, etc.)
  • Filter by priority level
  • Filter by tags
  • Filter by assignees (users or groups)
  • Filter by related clients or referrals
  • Filter by location (if enabled)
  • Filter by date range (created after/before)
  • Show only favorite tasks
  • Sort by various fields

Display Features:

  • Total count of matching tasks
  • Paginated results
  • Task ID numbers for reference 

Dashboard View 

Team members see their assigned tasks on the dashboard. This provides a quick overview of:

  • Tasks assigned to you
  • Tasks assigned to your groups
  • Upcoming due dates
  • Priority tasks requiring attention

Location-Based Filtering 

Organizations with multiple locations can enable location-based filtering.

When enabled:

  • Team members only see tasks for their assigned locations
  • Tasks can be filtered by specific locations
  • Location assignment helps organize multi-site operations

Managing Tasks 

Updating Task Details 

Team members can update existing tasks: 

  1. Click on a Task to open the Edit modal
  2. Modify any field (Title, Description, Priority, Status, etc.)
  3. Update Assignees or related entities
  4. Change Due Date or Time
  5. Add or remove Tags
  6. Save changes

When a task is marked as completed or another closing status, the system automatically records the resolution timestamp. 

Task Comments 

Team members can add comments to tasks for collaboration: 

  1. Open the Task
  2. Navigate to the Comments section
  3. Add your Comment
  4. Comments are timestamped and attributed to the author

Comments can be deleted by their authors. 

File Attachments 

Tasks support file attachments for documentation: 

  • Upload relevant documents
  • Attach images or PDFs
  • Reference materials for task completion
  • Attachments are stored securely and linked to the task

Favorites 

Team members can mark Tasks as Favorites for quick access: 

Star important tasks

  • Filter to show only your favorites
  • Helps prioritize personal task lists

Task Assignment 

Assigning to Users and Groups 

Tasks can be assigned to: 

  • Individual Users: Specific team members (Therapists, Admins)
  • User Groups: Teams organized by role or function
  • Referral Sources: External referral partners (if enabled)

Category-Based Assignment 

Tasks are automatically assigned to appropriate groups based on category: 

  • Care Concierge: Administrative tasks, scheduling, pharmacy questions
  • Billing: Billing and payment inquiries
  • Crisis: Emergency situations requiring immediate response
  • Clinician: Clinical issues requiring provider attention

Task Relationships 

Linking to Clients and Referrals 

Tasks can be related to: 

  • Clients: Current patients in the system
  • Referral Sources: External referral organizations
  • Referral Contacts: Specific contacts at referral sources
  • Encounters: Clinical encounters or sessions
  • Encounter Addendums: Follow-up documentation

This linking enables:

  • Viewing all tasks related to a specific client
  • Tracking referral-related work
  • Organizing tasks by clinical encounters

AI Conversation Transcripts 

Tasks created from AI conversations include a link to the conversation transcript.  Team members can:

  1. Open the Task
  2. Switch to the "AI Transcript" tab
  3. Review the Full Conversation that generated the Task
  4. Understand context and caller intent

Task Notifications and Activity 

Activity Feed 

Task creation and updates generate activity feed entries: 

  • Task creation events
  • Status changes
  • Priority updates
  • Assignment changes
  • Tag modifications
  • Due date adjustments

The activity feed tracks who made changes and when, providing an audit trail.

Notifications 

When tasks are created or assigned, the system can notify assignees through configured channels. This helps ensure timely task completion and team awareness.

Best Practices 

For Task Creators 

  1. Clear Titles: Use action-oriented titles that describe what needs to be done
  2. Detailed Descriptions: Provide sufficient context for assignees to complete the task
  3. Appropriate Priority: Set priority based on actual urgency to avoid priority inflation
  4. Proper Assignment: Assign to the right person or group based on task category
  5. Relevant Tags: Use consistent tags for easier filtering and organization

For Task Assignees 

  1. Regular Review: Check your task list daily for new assignments
  2. Status Updates: Update task status as you progress through work
  3. Add Comments: Document progress, questions, or blockers in comments
  4. Complete Promptly: Address high-priority tasks first
  5. Mark Complete: Update status to completed when finished

For Administrators 

  1. Monitor Overdue: Track tasks past their due dates
  2. Balance Workload: Ensure tasks are distributed fairly across team
  3. Review Failed Tasks: Clinical Supervisors should review failed tasks promptly
  4. Archive Regularly: Archive completed tasks to keep active lists manageable
  5. Tag Consistency: Establish and enforce consistent tagging conventions

Notes 

The Task Management system integrates with the broader Care Team Application, supporting both manual workflows and automated task generation from AI conversations.

Tasks serve as the primary mechanism for coordinating work across care teams, ensuring accountability, and tracking completion of client-related and operational activities.

The system's flexible assignment, categorization, and filtering capabilities enable teams to organize work effectively across complex multi-site healthcare organizations.