Objective
This SOP explains how to view, create, assign, update, and complete tasks in the AesthetiDocs tasks module. It ensures team members can track daily responsibilities, avoid missed actions, and manage clinic tasks efficiently.
Key Steps
1. Open the Tasks Module 0:18
Log in to your AesthetiDocs account.
From the left-hand navigation menu, select Tasks.
Use this area to manage all tasks that would normally be kept in a paper to-do list.
The Tasks page provides an overview of all tasks and organizes them by due status.
2. Review Task Status Categories 0:29
Check the task overview to see tasks grouped by status, such as:
Due today
Overdue
Upcoming
All tasks
Select the overdue or due-today sections to quickly identify urgent items.
Use this view to make sure nothing is missed.
3. Filter Tasks by Team Member or Clinic View 1:16
By default, the system shows your own tasks.
If you are a clinic admin, use the filter option to switch to All tasks.
To review a specific staff member’s workload, filter by that team member’s name.
Use this feature to monitor task ownership and team accountability.
4. Create a New Task 1:53
In the Tasks module, click Create Task in the top-right corner.
Enter a clear task title, such as Check inventory.
Define the task so the assignee understands exactly what needs to be done.
Save the task once all required details are entered.
5. Set Task Details and Assign Responsibility 2:37
Set the task priority based on urgency (for example, high priority for daily stock checks).
Update the status as needed:
To do
In progress
Completed
Choose the task type if applicable:
Call
Message
Email
Meeting
Other
Assign the task to the correct team member using the Assignee field.
If relevant, set a due time for the task.
6. Configure Recurring Tasks and Optional Links 3:20
If the task should repeat, enable Set to repeat.
Choose the repeat interval:
Daily
Weekly
Monthly
Other available intervals
Add a patient if the task is patient-related.
Enter any helpful notes for the assignee.
Link the task to an appointment when follow-up is required after a visit.
7. Confirm the Task Appears in the Task List 4:13
After creating the task, verify that it appears in the All tasks list.
Check that the task is showing under the correct due category.
Confirm the assignee, due date, and repeat settings are correct.
8. Complete a Task 4:33
When the assigned person finishes the task, click the green tick button.
Mark the task as Completed.
For recurring tasks, the system will close the current instance and generate the next scheduled task automatically.
9. Use the Calendar Task View 5:22
Go to the Calendar view for a practitioner-based task summary.
At the top of each practitioner’s column, locate the small Tasks area.
Use this view to see tasks that are:
Due today
Overdue
Upcoming
Click the task shortcut to jump directly to the task record.
10. Update Task Status from the Calendar or Task Record 6:06
If a task is still being worked on, change the status from To do to In progress.
Once finished, change the status to Completed.
Confirm the task drops off the active list and is recorded as completed.
Cautionary Notes
Do not rely on memory or paper notes for important actions; keep all tasks in AesthetiDocs to reduce missed follow-ups.
Make sure the correct assignee is selected before saving a task.
For recurring tasks, confirm the repeat interval is correct to avoid duplicate or missing tasks.
If linking a task to a patient or appointment, verify the correct record is selected before saving.
Only mark a task completed when the work is fully finished.
Tips for Efficiency
Use recurring tasks for daily, weekly, or monthly responsibilities to save time.
Keep task titles short but specific so they are easy to scan.
Use priority levels to highlight urgent work.
Review the overdue and due-today sections at the start of each shift.
Clinic admins should use the filter tools regularly to monitor team workload.
Add notes to reduce back-and-forth communication and clarify expectations.