Tasks

Tasks in Welkin are action items assigned to care team members, linked to a specific patient. They keep clinical workflows on track by capturing things that need to happen — follow-up calls, form completions, approvals, referrals, or any ad-hoc action that doesn't happen inside an encounter.

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Task structure

Each task includes:

• Title / Description — what needs to be done

• Patient — the patient the task is related to

• Assigned to — which care team member is responsible

• Due date — when the task should be completed

• Priority — urgency level (e.g., High, Normal, Low)

• Status — current state of the task

• Created by — the user or automation that created it

• Notes — optional additional context

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Task statuses

Status	Description
To Do	Task created, not yet started
In Progress	Task is being worked on
Completed	Task is done
Cancelled	Task is no longer needed

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Creating a task

From a patient record

1. Open the patient record

2. Navigate to the Tasks tab

3. Click + Add Task

4. Fill in the title, assignee, due date, and priority

5. Click Save

The task is now visible both on the patient record and in the assignee's task list.

From the global Tasks view

1. In the left sidebar, navigate to Tasks

2. Click + New Task

3. Search for and select the patient to link the task to

4. Fill in the remaining fields and click Save

Via automation

Tasks can be created automatically by Welkin's automation engine when specific conditions are met — for example, when a patient completes an assessment, enters a new program phase, or misses a scheduled encounter. Automation-created tasks follow the same structure and appear in the same views. For configuration details, see Automation.

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Viewing and managing tasks

Patient-level task list

All tasks for a specific patient are visible in the Tasks tab of their patient profile. You can filter by status, assignee, or due date.

My Tasks / All Tasks view

The global Tasks view (accessible from the left sidebar) provides a list of:

• My Tasks — tasks assigned to the currently logged-in user

• All Tasks — all tasks across the organization (for roles with access)

Both views support filtering by patient, assignee, due date range, priority, and status.

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Completing a task

1. Open the task (from the patient record or the task list)

2. Update the status to Completed

3. Add a completion note if needed

4. Save

Completed tasks remain visible in the patient's task history for audit purposes.

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Reassigning a task

1. Open the task

2. Change the Assigned to field to a different care team member

3. Save — the new assignee will receive a notification

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Task reminders

When a task is approaching its due date or becomes overdue, Welkin sends a notification to the assignee. Notification settings can be adjusted in User Profile and configured system-wide by administrators in Designer.

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Related articles

• Care Portal Overview

• Notifications & Alerts

• Patient Profile Overview

• Automation