The Task Handling module provides a complete overview of all automated tasks generated from call activity. These tasks help ensure timely follow-ups with patients, reduce missed opportunities, and maintain strong operational performance. This dashboard highlights both practice-level and user-level efficiency by showing task creation trends, completion performance, overdue backlogs, and breakdowns by task type and user.

With these insights, practices can proactively identify workflow issues, improve accountability, and enhance patient experience by responding to follow-up needs quickly and consistently.

Total Tasks

What it means
Total number of automated call-related tasks created during the selected date range.

Why it matters
Represents total follow-up workload generated from calls.

How practices use it

• Understand daily/monthly follow-up requirements

• Evaluate staffing workload

• Identify increases in call-related actions

Completed Tasks

What it means
Number of automated tasks that have been successfully completed.

Why it matters
Shows team responsiveness in following up with patients.

How practices use it

• Monitor performance

• Measure workflow effectiveness

• Track improvements after process changes

Task Completion

What it means
Percentage of tasks completed out of the total tasks created.

Formula
Completed Tasks ÷ Total Tasks × 100

Why it matters
Represents overall efficiency in closing follow-up tasks.

How practices use it

• Set benchmarks (ex: 75–90% completion)

• Quickly detect performance issues

• Monitor improvement over time

Total Open Tasks

What it means
Number of automated tasks still pending.

Why it matters
A high open-task count may indicate backlogs or weak follow-through.

How practices use it

• Identify follow-up delays

• Prioritize workload

• Improve time management

Total Overdue Tasks

What it means
Open tasks that have passed their due date.

Why it matters
Overdue tasks often represent missed opportunities or unhandled patient needs.

How practices use it

• Identify risk areas

• Reduce negative patient experience

• Hold teams accountable for timely follow-ups

Tasks by Task Status

What it means
Shows task activity over time, broken into Open, Completed, and Overdue tasks.

Why it matters
Helps identify trends, spikes, and days requiring attention.

How practices use it

• Track daily performance

• Adjust staffing on busy follow-up days

• Improve scheduling or workflow

Open Tasks by Created Date

What it means
Shows how many open tasks remain active from each creation date.

Why it matters
Identifies aging tasks and potential backlog accumulation.

How practices use it

• Prioritize old open tasks

• Identify workflow bottlenecks

• Improve responsiveness

Overall Task Completion

What it means
A visual representation of completed vs. total created tasks.

Why it matters
Quick indicator of follow-up health across the entire practice.

How practices use it

• Compare performance across time periods

• Identify sudden drops in completion

• Ensure predictable patient engagement

Task Completion by Task Type

What it means
Shows completion percentages for each type of automated task.

Why it matters
Highlights which follow-ups are handled well and which are ignored.

How practices use it

• Identify weak task categories

• Balance workload

• Improve processes related to low-performing categories

Total Tasks by User

What it means
Displays how many tasks each user is responsible for, segmented by status: Completed, Open, Overdue.

Why it matters
Helps identify workload distribution and user accountability.

How practices use it

• Ensure fairness in assignment

• Identify overworked or underutilized staff

• Improve overall team efficiency

Task Completion by User

What it means
Shows each user's task completion percentage based on tasks assigned.

Why it matters
Provides transparency into individual performance.

How practices use it

• Coach low performers

• Reward consistent task management

• Improve patient handling through better follow-up habits

🌟 Best Practices for Task Handling

1. Prioritize Overdue Tasks Daily

Overdue tasks represent potential missed opportunities. Review and clear them before handling new tasks.

2. Use Completion Percentage as a Coaching Metric

Monitor completion rates per user to identify training needs or workload imbalances.

3. Review Task Trends Weekly

Weekly analysis helps identify patterns like:

• Certain days having lower completion

• Users consistently falling behind

• Task types frequently left open

4. Balance Workload Across Your Team

Use “Total Tasks by User” to ensure no team member is overloaded, which can lead to overdue tasks.

5. Track Improvements Over Time

Monitor monthly trends in:

• Total tasks

• Completed tasks

• Completion rates
  A steady increase in completion percentage indicates improved practice efficiency.

6. Investigate Low Completion for Specific Task Types

If certain task types consistently underperform, review:

• Task workflows

• Staff clarity on expectations

• Whether scripts or SOPs need updates

7. Use Open Task Aging to Identify Bottlenecks

“Open Tasks by Created Date” highlights whether tasks stay open too long.
This helps you improve turnaround time and reduce overdue work.

8. Align Task Follow-Ups With Revenue Priorities

Follow up promptly on tasks that tie to:

• Missed scheduling opportunities

• Emergency calls

• High-value procedures

9. Conduct Monthly Staff Performance Reviews

Use:

• Task Completion by User

• Total Overdue Tasks

• Total Tasks per User
  These help create fair, data-backed evaluations.