Automatic Task Assignment

Purpose

Automatic Task Assignment in Medicus ensures that incoming tasks are always routed to a responsible staff member or team. This is essential for clinical safety and prevents tasks from being left unassigned.

You can configure default assignees for different task types, including inbound document tasks, so that each new task is automatically allocated to the appropriate team or user.

This guide explains how to view and update Automatic Assignment Rules within the Workflow module.

Navigating to the workflow setup

All task assignment configuration is managed within the Workflow module. To navigate there from the homepage, select 'Workflow' from the modules menu in the left hand side navigation bar.

Once in the Workflow module, scroll down the items list in the left hand side navigation menu and select 'Workflow setup'.

This will take you to the 'Workflow set up' page which lands on the 'Task assignment' tab.

Inbound Document assignee

The Inbound document assignee in Medicus is used in instances where there is no assignee specified for a particular task type. For example, if theres a new task type introduced and no assignee has been assigned yet, those tasks will be assigned to the Inbound document assignee.

The Inbound document assignee must be a single staff member, not a team.

You can view the Inbound document assignee from the workflow setup page. If you'd like to change the Inbound document assignee, simply Select the pencil icon.

This will open up a pop-out form to edit the Inbound document assignee. Select a staff member from the dropdown list and select the 'Save changes' button.

Assigning assignees to tasks types

Under the next section 'All Other Tasks', you can view and edit assignees for each task type.

To update the assignee for a task type, simply select the Select the pencil icon. You will be taken to a configuration screen showing all available task types, each in its own configuration block.

For each task type tick Assign all “{task type}” to enable an automatic rule. A dropdown will appear, allowing you to select either an individual staff member, or a team. Configure as many task types as needed.Ensure the All Other Tasks rule has an assignee selected (this is mandatory). Select Save changes.

Assigning teams as assignees

When assigning assignees to task types, it's recommended to assign a team as the default assignee rather than an individual staff member. This is to mitigate any risk of tasks not being picked up if they are assigned a single staff member who may be absent.

Reassigning assignees prompts

You may be prompted to reassign default assignees of task types when completing certain actions in Medicus, for example:

• When archiving a staff member who is an assignee of a task type.
• When archiving a staff member who is the last member of a team who is an assignee of a task type. 
• When archiving a team who is an assignee of a task type.