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.Documentation Index
Fetch the complete documentation index at: https://docs.stratapt.com/llms.txt
Use this file to discover all available pages before exploring further.
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