Task Workflow

Tasks are StrataEMR’s built-in action system. They surface on your dashboard and on the dedicated Tasks page to alert staff when something needs attention — collecting a copay, completing a document, following up on a fax, or verifying benefits. Most tasks are created and cleared automatically as work is completed; others require a manual action to dismiss. Tasks are only generated for patients with an Active status on their Demographics page. If a patient is set to Inactive, new tasks will not be created for them, though any tasks created before the status change will remain until resolved. If your practice has multiple facilities, the dashboard only displays tasks for the currently selected facility.

Access: All staff can view and act on tasks. The Tasks & Notifications page within each patient’s case shows the full task history for that patient, including when each task was completed and by which staff member.

How Tasks Work

Each task represents a specific pending action. Tasks are grouped into categories: Administrative, Billing, Clinical, Patient Engagement, and Referral Management. Within each category, tasks are further grouped by type. Tasks clear in two ways:

Automatically — when the required action is completed in StrataEMR. For example, an Uncollected Payments task clears when the matching payment is entered on the Payments page.
Manually — by clicking the X on the dashboard or clicking Open on the Tasks page and selecting the Task Mark Complete checkbox.

Task Management Page

The Tasks link in the top navigation bar provides a dedicated workspace for triaging tasks across the entire facility. This view is often more efficient than the dashboard for staff handling high volumes of documentation or billing.

Dynamic Filters: The filters for Task Type, Category, Payer, and Staff Member only display options that currently have active tasks.
Direct Navigation: Clicking Open on any task allows you to see the “How to Resolve” instructions and provides direct links to the patient’s Policies, Payments, or Clinical Documents.
The “Snooze” Feature: If a task cannot be resolved immediately (e.g., waiting for a call back), use the Defer Task dropdown to hide the task for a set period (1 day to 2 weeks). It will automatically reappear on your list when the time expires.

Pro Tip: Every filtered view on the Task Management page has a unique URL. Managers can filter for specific staff members or departments and bookmark that URL to quickly access a “custom” work list every day.

Administrative Tasks

Task	What Triggers It	How It Clears
Refund Request	A patient overpayment is identified and a refund is owed	Manually, after the refund is processed
Unscheduled Patient	A scheduled job runs periodically and finds active patients with no visit scheduled in the upcoming month	Manually, or when a visit is scheduled; setting the patient to Inactive prevents new instances
Intake Complete	A patient has submitted their digital intake forms through the portal	Manually, after staff reviews the submitted data
Days Since Discharge	A Patient Engagement action set on the patient’s case for set number of days after the patient’s discharge date	Manually, after a follow-up is performed

Unscheduled Patient tasks are a backstop, not a primary scheduling management tool. For a more complete view of scheduling gaps, use the Schedule Analytics Report — it includes weekly visit targets, appointment reminder status, and more detail than the task alone provides.

Billing Tasks

Task	What Triggers It	How It Clears
Authorization Required Documents	A claim cannot be submitted because authorization documentation is missing	Automatically, when the authorization is uploaded
Authorization Expiring	An active authorization is approaching its expiration date or visit limit	Automatically, when a new authorization is entered
Authorization Limit	A patient is approaching or has reached their authorized visit count	Manually reviewed and resolved
Claim Submission Hold	A claim is being held from submission due to a billing issue	Automatically, when the underlying issue is resolved
Uncollected Payments	A patient has a balance due at their visit that has not yet been collected	Automatically, when the matching payment is entered on the Payments page
Benefit Verification Required	Staff opted to create a verification task when adding a new policy	Manually, after benefit verification is completed and entered
Benefit Verification Complete	StrataPT has completed benefit verification for a patient	Manually, after reviewing the verified benefits on the patient’s Policies page

Clinical Tasks

Task	What Triggers It	How It Clears
Draft Documents	A clinical document was started but not completed	Automatically, when the document is completed; manually if the date doesn’t match a treated date
Faxing Required	A clinician completes an initial evaluation or Plan of Care	Automatically, when the document is faxed — converts to a Pending Signature task
Pending Signature	A fax has been sent and the practice is awaiting the physician’s signed return	Manually, after the signed document is received and attached to the patient’s chart
Failed Fax	StrataEMR was unable to deliver a fax after multiple retry attempts	Manually, after the fax is successfully resent from the Clinical Documents page
Review Documents	A Therapy Director has flagged a document for review by another staff member	Manually, after the review is completed
MIPS	Generated weekly for patients who need a second MIPS Patient Survey Form	Manually dismissed at any time; does not auto-clear

Draft Document task dates are based on when the document was started, not when the patient was treated. If a document was started on a different date than the visit, the task will reflect the start date.

Patient-Level Task View

In addition to the dashboard and Task Management page, tasks are visible within each individual patient’s case under patient menu bar > Tasks & Contact. This view shows:

All currently pending tasks for that patient
The full task history — when each task was completed and by which staff member

This is useful when working directly in a patient’s chart, so you can see outstanding items without returning to the main task lists.

Patients

Schedule

Tasks

Reporting

Settings

How Tasks Work

Task Management Page

Administrative Tasks

Billing Tasks

Clinical Tasks

Patient-Level Task View

​How Tasks Work

​Task Management Page

​Administrative Tasks

​Billing Tasks

​Clinical Tasks

​Patient-Level Task View

How Tasks Work

Task Management Page

Administrative Tasks

Billing Tasks

Clinical Tasks

Patient-Level Task View