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.
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
Task statuses
To Do
Task created, not yet started
In Progress
Task is being worked on
Completed
Task is done
Cancelled
Task is no longer needed
Creating a task
From a patient record
Open the patient record
Navigate to the Tasks tab
Click + Add Task
Fill in the title, assignee, due date, and priority
Click Save
The task is now visible both on the patient record and in the assignee's task list.
From the global Tasks view
In the left sidebar, navigate to Tasks
Click + New Task
Search for and select the patient to link the task to
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.
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.
Completing a task
Open the task (from the patient record or the task list)
Update the status to Completed
Add a completion note if needed
Save
Completed tasks remain visible in the patient's task history for audit purposes.
Reassigning a task
Open the task
Change the Assigned to field to a different care team member
Save — the new assignee will receive a notification
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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