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Task Orchestration Module Walkthrough

Complete step-by-step guide to using MedFeed's Task Orchestration Module for intelligent task creation, assignment, tracking, and completion with automated workflows and accountability.

Overview​

The Task Orchestration Module transforms verbal requests, observations, and alerts into structured, trackable tasks with complete audit trails. This walkthrough demonstrates the full task lifecycle from creation through completion and analysis.

[Screenshot placeholder: Task Orchestration Module overview dashboard]

Part 1: Understanding Task Orchestration​

Task Orchestration Concepts​

Core Components:

  • Intelligent Task Creation - AI-powered task generation from voice inputs
  • Smart Routing - Automatic assignment based on department and expertise
  • Priority Management - Dynamic priority adjustment based on urgency
  • Escalation Workflows - Automated escalation for overdue or critical tasks
  • Audit Trails - Complete accountability and tracking system

[Screenshot placeholder: Task orchestration workflow diagram]

Task Types and Categories​

Hospital Task Categories:

  • Patient Care Tasks - Direct patient care activities
  • Administrative Tasks - Operational and management activities
  • Maintenance Tasks - Equipment and facility maintenance
  • Quality Improvement - Process improvement and compliance tasks
  • Emergency Response - Urgent and critical response tasks
  • Training Tasks - Staff education and development activities

User Roles and Permissions​

Role-Based Task Access:

  • Task Creators - Staff who can create and assign tasks
  • Task Assignees - Staff responsible for completing tasks
  • Supervisors - Department heads who oversee task completion
  • Administrators - System administrators with full task management access
  • Viewers - Staff with read-only access to relevant tasks

[Screenshot placeholder: Role-based permissions matrix]

Part 2: Creating Tasks​

Voice-to-Task Creation​

Intelligent Voice Task Generation:

  1. Access Task Creation - Click "Tasks" in main navigation
  2. Click "Voice Task" - Select voice-powered task creation
  3. Start Recording - Click microphone to begin voice input
  4. Speak Naturally - Describe the task in conversational language
  5. AI Processing - System automatically extracts task details

[Screenshot placeholder: Voice task creation interface with microphone]

Sample Voice Task Creation:

"I need someone from maintenance to check the air conditioning in room 302. The patient is complaining it's too warm and the thermostat doesn't seem to be working. This should be done today before evening rounds."

AI Extraction Results:

  • Task Title: "Check air conditioning in room 302"
  • Department: Maintenance
  • Priority: Medium
  • Due Date: Today before 6 PM
  • Location: Room 302
  • Description: Patient complaint about temperature control

[Screenshot placeholder: AI-extracted task details for review]

Manual Task Creation​

Structured Task Entry:

  1. Click "New Task" - Access manual task creation form
  2. Enter Task Details:
    • Title - Clear, descriptive task name
    • Description - Detailed task requirements and context
    • Priority Level - High, Medium, or Low priority
    • Department - Target department for task completion
    • Assignee - Specific person responsible (optional)
    • Due Date/Time - Completion deadline
    • Location - Specific hospital location if applicable

[Screenshot placeholder: Manual task creation form]

Bulk Task Creation​

Multiple Task Management:

  1. Select "Bulk Create" - Access bulk task creation tool
  2. Choose Input Method:
    • CSV Upload - Import tasks from spreadsheet
    • Template Form - Use structured bulk entry form
    • Copy from Previous - Duplicate similar task sets
  3. Map Fields - Assign data columns to task properties
  4. Validate Data - Review tasks before creation
  5. Create Tasks - Generate all tasks simultaneously

[Screenshot placeholder: Bulk task creation interface]

Part 3: Task Assignment and Routing​

Intelligent Assignment​

AI-Powered Task Routing:

  • Department Expertise - Match tasks to appropriate departments
  • Workload Balancing - Distribute tasks based on current workload
  • Skill Matching - Assign based on staff skills and certifications
  • Availability Checking - Consider staff schedules and availability
  • Historical Performance - Factor in past task completion rates

[Screenshot placeholder: Intelligent assignment algorithm visualization]

Manual Assignment Process​

Step-by-Step Assignment:

  1. Select Assignee - Choose from department staff list
  2. Add Watchers - Include stakeholders who need updates
  3. Set Escalation Rules - Define automatic escalation conditions
  4. Add Dependencies - Link to prerequisite or related tasks
  5. Configure Notifications - Set up alert preferences
  6. Confirm Assignment - Send task to assignee with notifications

[Screenshot placeholder: Task assignment interface with options]

Department-Based Routing​

Automatic Department Assignment:

  • Emergency Department - Patient safety and urgent care tasks
  • Nursing - Patient care and medication-related tasks
  • Maintenance - Equipment and facility repair tasks
  • IT Department - Technology and system-related tasks
  • Quality Management - Compliance and improvement tasks
  • Administration - Policy and management tasks

Escalation Configuration​

Automated Escalation Rules:

  • Time-Based Escalation - Escalate after specified time periods
  • Priority-Based Rules - Different escalation for high-priority tasks
  • Department Hierarchies - Escalate through organizational structure
  • Custom Escalation Paths - Define specific escalation workflows
  • Multi-Level Escalation - Progressive escalation through multiple levels

[Screenshot placeholder: Escalation rule configuration interface]

Part 4: Task Tracking and Management​

Kanban Board View​

Visual Task Management:

  1. Access Task Board - Click "Task Board" in tasks menu
  2. View Task Columns:
    • Backlog - Newly created, unassigned tasks
    • To Do - Assigned tasks ready to start
    • In Progress - Active tasks being worked on
    • Review - Completed tasks pending approval
    • Done - Fully completed and verified tasks

[Screenshot placeholder: Kanban board with tasks in different columns]

Drag-and-Drop Operations:

  • Move Tasks - Drag tasks between status columns
  • Reorder Priority - Arrange tasks within columns by priority
  • Bulk Operations - Select multiple tasks for mass actions
  • Quick Edit - Double-click tasks for rapid editing
  • Filter Views - Show only relevant tasks based on criteria

List View Management​

Detailed Task Lists:

  1. Access List View - Switch to tabular task display
  2. Apply Filters:
    • Status Filter - Show tasks by completion status
    • Priority Filter - Display by urgency level
    • Department Filter - Show department-specific tasks
    • Assignee Filter - View tasks by responsible person
    • Date Range - Filter by creation or due dates

[Screenshot placeholder: Task list view with filtering options]

Sorting and Organization:

  • Sort by Priority - Arrange by urgency level
  • Sort by Due Date - Order by completion deadlines
  • Sort by Status - Group by completion status
  • Sort by Department - Organize by responsible department
  • Custom Sorting - Create personalized sort orders

Real-Time Updates​

Live Task Monitoring:

  • Status Changes - Immediate updates when tasks change status
  • Assignment Notifications - Real-time alerts for new assignments
  • Progress Updates - Live progress tracking and reporting
  • Comment Notifications - Instant alerts for task comments
  • Escalation Alerts - Immediate notification of escalated tasks

[Screenshot placeholder: Real-time notification panel]

Part 5: Task Execution and Progress Tracking​

Task Status Management​

Status Workflow:

  1. Created - Task logged in system, awaiting assignment
  2. Assigned - Task assigned to specific person or department
  3. In Progress - Work actively being performed
  4. Pending Review - Task completed, awaiting verification
  5. Completed - Task fully finished and approved
  6. On Hold - Task temporarily paused (with reason)
  7. Cancelled - Task no longer needed (with justification)

[Screenshot placeholder: Task status workflow diagram]

Progress Reporting​

Task Progress Updates:

  1. Access Assigned Tasks - View your personal task list
  2. Select Task - Click on task to open details
  3. Update Progress:
    • Percentage Complete - Set completion percentage (0-100%)
    • Time Spent - Log hours worked on task
    • Progress Notes - Add detailed progress comments
    • Obstacles - Report any blocking issues
    • Estimated Completion - Update expected finish time

[Screenshot placeholder: Task progress update interface]

Documentation and Evidence​

Task Documentation:

  • Photo Attachments - Add visual evidence of completed work
  • Document Uploads - Attach relevant files and reports
  • Voice Notes - Record audio updates and explanations
  • Checklist Completion - Mark off completed sub-tasks
  • Quality Verification - Document quality checks and approvals

[Screenshot placeholder: Task documentation interface with attachments]

Collaboration Features​

Team Collaboration:

  • Task Comments - Add comments and updates for team visibility
  • @Mentions - Tag specific team members in comments
  • File Sharing - Share documents and resources within tasks
  • Real-Time Chat - Instant messaging within task context
  • Video Calls - Integrated video conferencing for complex tasks

Part 6: Advanced Task Features​

Recurring Tasks​

Automated Task Scheduling:

  1. Create Recurring Task - Set up repeating task template
  2. Define Schedule:
    • Daily Tasks - Equipment checks, patient rounds
    • Weekly Tasks - Department meetings, reports
    • Monthly Tasks - Quality audits, training sessions
    • Quarterly Tasks - Performance reviews, assessments
    • Custom Schedules - Define specific recurrence patterns

[Screenshot placeholder: Recurring task configuration interface]

Task Templates​

Standardized Task Creation:

  • Standard Operating Procedures - Pre-defined task sequences
  • Emergency Protocols - Critical response task templates
  • Quality Checklists - Compliance and audit task templates
  • Training Modules - Educational task sequences
  • Maintenance Schedules - Equipment maintenance task templates

[Screenshot placeholder: Task template library]

Task Dependencies​

Complex Task Relationships:

  • Prerequisite Tasks - Tasks that must be completed first
  • Parallel Tasks - Tasks that can be done simultaneously
  • Sequential Tasks - Tasks that must follow specific order
  • Conditional Tasks - Tasks triggered by specific conditions
  • Milestone Tasks - Key checkpoints in larger projects

[Screenshot placeholder: Task dependency visualization]

Automated Workflows​

Intelligent Task Automation:

  • Trigger-Based Creation - Automatic task creation based on events
  • Conditional Routing - Smart assignment based on conditions
  • Auto-Escalation - Automatic escalation for overdue tasks
  • Status Automation - Automatic status updates based on actions
  • Notification Automation - Smart notification delivery

Part 7: Analytics and Reporting​

Task Performance Metrics​

Key Performance Indicators:

  • Task Completion Rate - Percentage of tasks completed on time
  • Average Resolution Time - Mean time from creation to completion
  • Escalation Rate - Percentage of tasks requiring escalation
  • Department Performance - Comparative analysis across departments
  • Individual Productivity - Staff-specific performance metrics

[Screenshot placeholder: Task performance dashboard]

Real-Time Analytics​

Live Performance Monitoring:

  • Active Task Count - Current number of active tasks
  • Overdue Task Alerts - Tasks past their due dates
  • Department Workload - Current task distribution
  • Priority Distribution - Breakdown of task priorities
  • Completion Trends - Real-time completion rate tracking

Historical Analysis​

Trend Analysis and Reporting:

  1. Access Analytics - Navigate to task analytics section
  2. Select Time Period - Choose analysis timeframe
  3. Apply Filters - Department, priority, or task type
  4. Generate Reports:
    • Performance Trends - Historical completion rates
    • Bottleneck Analysis - Identify process delays
    • Resource Utilization - Staff and department efficiency
    • Quality Metrics - Task quality and accuracy measures

[Screenshot placeholder: Historical analytics dashboard]

Custom Reports​

Tailored Reporting:

  • Executive Summaries - High-level performance overviews
  • Department Reports - Detailed departmental analysis
  • Staff Performance - Individual productivity reports
  • Quality Reports - Task quality and compliance metrics
  • Operational Reports - Process efficiency and optimization

Part 8: Integration and Automation​

System Integrations​

Connected Hospital Systems:

  • EMR/EHR Integration - Link tasks to patient records
  • PACS Integration - Connect imaging-related tasks
  • Laboratory Systems - Integrate lab result tasks
  • Pharmacy Systems - Medication-related task integration
  • Facility Management - Maintenance and repair task systems

[Screenshot placeholder: System integration overview]

API Connectivity​

External System Integration:

// Example API call for task creation
const newTask = await fetch('/api/tasks', {
  method: 'POST',
  headers: {
    'Authorization': 'Bearer ' + token,
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    title: 'Equipment Maintenance',
    description: 'Check ventilator in ICU room 5',
    department: 'maintenance',
    priority: 'high',
    due_date: '2024-01-15T16:00:00Z'
  })
});

Workflow Automation​

Automated Process Flows:

  • Patient Admission Tasks - Automatic task creation for new admissions
  • Discharge Workflows - Automated discharge preparation tasks
  • Quality Alerts - Automatic task creation from quality incidents
  • Maintenance Schedules - Preventive maintenance task automation
  • Compliance Tasks - Regulatory compliance task automation

[Screenshot placeholder: Workflow automation configuration]

Part 9: Mobile Task Management​

Mobile App Features​

On-the-Go Task Management:

  • Task Creation - Create tasks using mobile device
  • Voice Input - Speak tasks while walking rounds
  • Photo Documentation - Capture visual evidence with camera
  • Barcode Scanning - Scan equipment for maintenance tasks
  • Offline Capability - Work without internet, sync when connected

[Screenshot placeholder: Mobile task management interface]

Location-Based Tasks​

Geolocation Features:

  • Location Tagging - Automatic location assignment for tasks
  • Proximity Alerts - Notifications when near task locations
  • Route Optimization - Efficient task completion routing
  • Check-In/Check-Out - Location verification for task completion
  • Asset Tracking - Equipment location tracking for maintenance

Push Notifications​

Mobile Alert System:

  • Task Assignments - Immediate notification of new tasks
  • Due Date Reminders - Alerts before task deadlines
  • Escalation Notifications - Urgent task escalation alerts
  • Status Updates - Real-time task status changes
  • Emergency Tasks - Critical priority task notifications

[Screenshot placeholder: Mobile notification settings]

Part 10: Best Practices and Optimization​

Task Creation Best Practices​

Effective Task Management:

  • Clear Titles - Use descriptive, action-oriented task names
  • Detailed Descriptions - Provide sufficient context and requirements
  • Appropriate Priority - Set realistic priority levels
  • Realistic Deadlines - Consider workload and complexity
  • Proper Assignment - Match tasks to appropriate skills and availability

Performance Optimization​

System Efficiency:

  • Regular Review - Weekly task review and cleanup
  • Template Usage - Leverage templates for common tasks
  • Bulk Operations - Use bulk actions for efficiency
  • Filter Utilization - Use filters to focus on relevant tasks
  • Mobile Integration - Utilize mobile app for field work

[Screenshot placeholder: Best practices checklist]

Quality Assurance​

Task Quality Management:

  • Completion Verification - Verify task completion quality
  • Documentation Standards - Maintain consistent documentation
  • Feedback Collection - Gather feedback on task processes
  • Continuous Improvement - Regular process optimization
  • Training Programs - Ongoing staff training on task management

Troubleshooting and Support​

Common Issues​

Task Management Problems:

  • Assignment Issues - Verify user permissions and department access
  • Notification Problems - Check notification settings and email delivery
  • Performance Issues - Clear browser cache and check internet connection
  • Mobile Sync Problems - Ensure proper mobile app configuration
  • Integration Errors - Verify system connections and API access

Getting Help​

Support Resources:

  • In-App Help - Contextual help within task management interface
  • Video Tutorials - Step-by-step video guides for task features
  • Live Support - Real-time chat support during business hours
  • Training Sessions - Scheduled group and individual training
  • User Community - Connect with other MedFeed users for tips

[Screenshot placeholder: Support and help resources]

Next Steps​

Advanced Task Management​

Explore Advanced Features:

  • Custom Workflows - Create department-specific task workflows
  • Advanced Analytics - Deep dive into task performance analysis
  • API Integration - Connect with additional hospital systems
  • Automation Rules - Set up complex automated task processes
  • Quality Metrics - Track and improve task completion quality

Continuous Improvement​

Ongoing Optimization:

  • Process Analysis - Regular review of task management processes
  • Staff Training - Ongoing education on new features and best practices
  • System Updates - Stay current with new task management capabilities
  • Feedback Integration - Incorporate user feedback for system improvements
  • Performance Monitoring - Continuous monitoring of task management efficiency

Congratulations! You've completed the comprehensive MedFeed Task Orchestration Module walkthrough. Continue exploring with our Advanced Features Guide or dive into Analytics and Reporting for deeper insights.