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Managing Patient Notes and Scheduling Tasks in Scrypt

Access streamlined management of patient care with our guide on efficient note recording and task scheduling in Scrypt.

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Written by Scrypt Support
Updated over a year ago

Overview - What are Patient Notes and Tasks in Scrypt?

Patient notes are supplementary records of patient interactions, medical histories, diagnoses, treatments, and progress. These records assist you in maintaining a comprehensive and holistic history of a patient's health outside of their dispensing records. Scrypt allows pharmacists to efficiently record, access, and manage these notes, ensuring effective communication and continuity of care between patient interactions.

Tasks are reminders to complete certain activities either today or at a scheduled point in time in the future. In combination with patient notes Tasks can be set to re-engage with patients over multiple days ensuring continuity of care between appointments and staff. Examples of Tasks can include scheduling patient appointments, service follow-ups, medication reminders, administrative duties, and more.

Benefits

Using Notes and Tasks offers several advantages:

  1. Organisation: Effectively manage tasks, appointments, and follow-ups. Maintain an organised schedule for your expanded healthcare services, improving coordination and patient engagement.

  2. Collaboration: Promote teamwork and communication between teams within your pharmacy through shared patient notes and task assignments. Enhance the continuity of care and facilitate collaboration.

  3. Patient Satisfaction: Deliver timely and personalised care by using tasks to ensure follow-ups and reminders. Enhance the patient experience, leading to improved satisfaction and loyalty.

  4. Health Service Scalability: Easily adapt to changing patient volumes and service growth by ensuring the accurate continuation of each individual's progress through the health services your pharmacy offers.

  5. Efficiency: Streamline patient care and practice management by efficiently recording patient notes and scheduling tasks within the system. Reduce administrative burdens and pick up exactly where you left off with each patient.

Getting Started

Getting Started with Patient Notes and Tasks in Scrypt

  1. Search for a Patient: Using the top navigation bar in ScryptHQ search for a patient's name.

  2. Access Patient Profile: Click on the patient's name in the search results. This will take you to the patient's profile page.

  3. Create a New Note: On the patient's profile page, locate the dark blue 'Add Note' tab on the right-hand side of the screen, positioned just above 'New Service.' Click on this tab to initiate the process.

  4. Select Note Type: In the subsequent window, you'll need to select the appropriate Note Type from the drop-down menu. For example, let's say you're scheduling a reminder to order a high-cost item you would choose "$High cost item."

  5. Add Informative Note: To provide context for the reminder or task, write an informative note detailing the task's purpose. For instance, you might write "Order Jack's Zoladex"

  6. Set Task Start Date: Choose today as the start date for the task.

  7. Configure Task Schedule: Toggle on the "I want this to repeat" option if the task is recurring. Configure the schedule according to your needs. In our example, we will select "3" and "months" in the corresponding fields.

  8. Create Task: Finally, click the "Create Task" button to save the scheduled task. A reminder to complete this task will be created on the Tasks page as per the schedule you have set.

Usage Instructions

  1. Task Editing and Management:

    • To manage and edit tasks, return to the patient's profile and access the "Notes" tab.

    • Edit tasks as needed, change task details, update schedules, or mark tasks as completed.

    • For example, if a patient requires high-touch services like baby weight monitoring, blood pressure/BGL checks, sleep apnea correspondence, or wound care management, you can schedule these tasks with specific instructions and timelines.

  2. Managing Daily Tasks:

    • To locate tasks scheduled for today, access the Tasks page in ScryptHQ

    • This is particularly useful for ensuring timely follow-ups, daily patient care routines, and administrative duties.

  3. Leveraging Recurring Tasks:

    • Take full advantage of the ability to schedule recurring tasks for both routine and high-touch services.

    • Set up tasks to repeat at specific intervals, ensuring that essential actions, like monitoring patient health or fulfilling administrative duties, occur consistently.

  4. Task Completion and Reporting:

    • Once a task is completed, mark it as such within the system.

    • Use the data from task completion and notes for reporting, analysis, and decision-making.

    • This helps in monitoring the progress and performance of your pharmacy's expanded health services and the efficiency of routine administrative tasks.

Interesting Example from Our Users

Creating business administration tasks

We have witnessed some of our users create a "store" profile within their dispense system and are utilising this profile for internal store communication.

They schedule repeating tasks for routine jobs such as submitting the PBS claim, sending last repeat reminders to Nursing Home prescribers, and publishing fortnightly rosters.

This ensures that crucial administrative tasks are never overlooked, and the communication between staff members is clear, concise, and reliable. To expand on this it is possible to create a "Pharmacy Staff" group to simplify workforce communication for team updates such as staff meetings and pharmacy performance updates.

Troubleshooting

Troubleshooting Patient Notes and Task Scheduling in Scrypt

Issue: Tasks For Customer Orders Not Appearing on the Tasks Page

Solution:

  • Check the Order exists in your Scrypt.HQ platform

    • Go to the Patient Profile

    • Click the Notes tab

    • Scroll down and click History

    • Identify the Task that is not showing on your Tasks Page

    • Here you should have the information to show when the task was:

      • Created Date - when the task was created

      • Task Type - ie: Customer Order, Order Cycle, Repeat Reminder, High-Cost Drug, General

      • Note - order from Scrypt.Mobile, order from Web Order, etc..

      • Schedule - identifies if this is an automated repeating task or not

      • Actioned - when the task was removed from your tasks page

    • This will tell you when the task was first displayed on the Tasks Page (Created Date) and when the task was removed from the tasks page (Actioned).

  • If the Task exists and you do not believe the task was actioned on the date listed under Actioned:

    • Go to the Order Tab

    • Find the Order associated with the Task

    • Send the following information to Scrypt for further investigation via the yellow support button on the bottom right corner of your screen:

      • Patient Name - ie John Smith

      • Order number - ie #131313

      • issue - "Customer Order not displayed on Tasks page"

Issue: Tasks Not Appearing on the Scheduled Date

Solution:

  • Ensure the task scheduled date is correctly set to today or the desired date.

  • Double-check the task's scheduling configuration, including intervals and frequency.

  • Verify that the task has not been accidentally marked as completed or deleted within the patient profile notes tab.

  • If the issue continues, please reach out to Scrypt support for more help.

Issue: Incomplete or Missing Task Details

Solution:

  • Review the task creation process and confirm that all relevant details, such as task descriptions and schedules, have been entered correctly.

  • Check for any system errors or interruptions during task creation.

  • If necessary, edit the task to include the missing or incomplete information.

Issue: Tasks Not Syncing Across Devices

Solution:

  • Verify that you are using the same Scrypt account and logged in on all devices.

  • Check for an internet connection on each device and ensure it is stable.

  • Refresh or log out and log in again on the devices that are not displaying the tasks correctly.

  • If tasks continue to not sync, reach out to Scrypt support for technical assistance.

Issue: Task Scheduled SMS Not Being Received

Solution:

  • Verify that the patient's contact information is accurate and up to date.

  • Check if the task reminders are being sent to the correct contact channels (e.g., SMS, email, APP).

  • Ensure that the patient has not opted out of receiving reminders.

  • If reminders are still not being received, review the system's notification settings and contact Scrypt support if needed.

Issue: Task Overdue Notifications Are Inaccurate

Solution:

  • Confirm that task due dates and schedules are correctly configured.

  • Ensure that tasks are not marked as completed before their due dates.

  • If overdue notifications remain inaccurate, contact Scrypt support for assistance.

Still need help?

  • Live Chat: Click the big yellow button at the bottom right of the screen for instant assistance.

  • Email: Reach out to us at support@scrypt.com.au.

  • Phone: Call our support hotline at 1800 SCRYPT.

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