Tasks and Needs Attention
How PracticeRunner creates, assigns, filters, and resolves tasks for inquiries, billing issues, supervision, missing notes, intake, and imported records.
Tasks and Needs Attention
Tasks help your practice track work that needs follow-up. Some tasks are created by staff. Others are created by PracticeRunner when something needs attention, such as an appointment request, an unsigned note, a past-due invoice, or a payment method problem.
Open Tasks from the main menu to see your current list.
Task types
The task page can be filtered by task type. Common task types include:
- New inquiries: A prospective client submitted a request or message.
- Scheduling requests: A client or requester asked for a consultation, appointment, reschedule, or cancellation.
- Intake incomplete: Intake has been sent but not completed.
- Intake response review: A submitted intake needs staff review.
- Payment method missing: Automatic payment is expected, but the client or billing contact does not have a usable saved payment method.
- Payment failed: A payment attempt failed or a saved payment method needs attention.
- Unpaid invoices: An invoice is past due and still has a balance.
- Supervisor note reviews: An associate signed a note and the supervising clinician needs to review and sign it.
- Missing progress notes: A completed appointment needs a progress note or signature.
- Imported record review: Imported client information should be reviewed before relying on it.
- No follow-up scheduled: An active client does not have a future appointment.
The exact task types you see depend on the features your practice uses.
Who sees tasks
Task visibility follows the role and assignment.
- Associates usually see tasks related to their own clients, appointments, and documentation.
- Supervisors see note-review tasks assigned to them.
- Owners and admins can review broader practice task lists and use clinician filters where available.
- The task count in the menu is scoped to work assigned to the signed-in provider. It is not meant to change when a page-level clinician filter changes.
This keeps the menu badge focused on work that person needs to address.
Opening note tasks
For Supervisor note reviews and Missing progress notes, the task can open the session notes editor directly from the task page. You do not need to open the calendar appointment first.
Use this when you want to stay in the task list and move through note-related follow-up quickly.
How system tasks are resolved
Some tasks close automatically when the underlying issue is handled.
Examples:
- a supervisor note-review task can close after the supervisor signs the note
- an unpaid invoice task can close after the invoice is paid or voided
- an inquiry or scheduling request task can close after the request is handled
- a payment-method task can close after the payment method issue is resolved
Manual tasks can be marked complete by staff.
Scheduled documentation tasks
PracticeRunner can create note-related tasks during scheduled clinical documentation maintenance.
If missing-note reminders are enabled for a clinician, the scheduled check can create tasks for recently completed appointments that still need a progress note or signature. Practices usually run this nightly so it looks back at recent sessions without opening a long historical backlog.
Supervisor review tasks can also be created when an associate signs a note and sends it for review. This gives the supervising clinician a timely task without waiting for the nightly check.