Purpose
This article explains how to configure automatic task assignment rules in Medicus. Automatic task assignment ensures that incoming tasks are always routed to a responsible staff member or team, which is essential for clinical safety and prevents tasks from being left unassigned. This article covers:
Inbound document assignee: the fallback staff member tasks are assigned to when no specific rule exists for a task type.
Assigning assignees to task types: how to configure default assignees for each task type so that new tasks are automatically allocated to the right person or team.
Navigating to the workflow setup
All task assignment configuration is managed within the Workflow module. Go to Modules > Workflow, then select Workflow Setup > Task Assignment.
Inbound Document assignee
The inbound document assignee is a fallback: if a new task type arrives and no assignee rule has been configured for it, those tasks are automatically routed to this person. The inbound document assignee must be a single staff member, not a team.
To update the inbound document assignee, select the pencil icon in the Inbound Documents section.
A form will appear where you can select a staff member from the dropdown and select Save changes.
Assigning assignees to tasks types
The All Other Tasks section shows the current default assignee for each task type. To update these, select the pencil icon in that section. You will be taken to the Configure All Other Tasks screen, which lists every available task type in its own configuration block.
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For each task type you want to configure, tick the checkbox to enable an automatic assignment rule. A dropdown will appear allowing you to select either an individual staff member or a team.
Configure as many task types as needed. The All Other Tasks rule at the bottom must always have an assignee selected, as this is mandatory. Once done, select Save changes.
Assigning teams as assignees
Where possible, it is recommended to assign a team as the default assignee rather than an individual staff member. This reduces the risk of tasks going unactioned if a single staff member is 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.