Creating a Task

Purpose: Users can create Tasks specific to the client on the Client Case. Best practice is to create a new Task from the Client Case. Tasks can be used to alert users of upcoming deadlines such as start date of EI services, transition activities and IFSP meetings.

Note: Tasks are also used to identify when a child has been in an In Progress status for longer than 90 days due to extenuating circumstances

1. From the Details tab under the Client Case, navigate to the upper right corner of the screen. Click on New Task.

2. Subject

   1. Call - Need to call the family to set up a new service or schedule a meeting

   2. Send Letter - Send a letter of eligibility or closing a case

   3. Other - Select if creating a task unrelated to a Client Case

   4. IFSP Meeting Needed - Select this as a reminder that an Initial, Periodic or Annual IFSP meeting is needed

   5. Transition Activities to Begin - Reminder that transition activities (plan, notify the AU and/or conference) need to occur

   6. EI Services to Start - Select if a new service needs to begin (start date)

   7. Case Note

   8. In Progress Medical Reason - Select this option for clients that have been in an In Progress client case status for longer than three months due to medical-related barriers preventing a timely evaluation and assessment. 

   9. In Progress Child Welfare Reason - Select this option for clients that have been in an In Progress client case status for longer than three months due to CAPTA-related barriers preventing a timely evaluation and assessment.

      Note: Please continue to close due to loss of contact when applicable

   10. In Progress NICU Reason- Select this option for clients that have been in an In Progress client case status for longer than three months and the child is in the NICU.

   11. Virtual Visit

3. Due Date– Use calendar to select appropriate date. Examples include:

   1. Projected start date of new services – 28 days from date of consent

   2. Initial IFSP - 45 days after the initial referral date

   3. Annual IFSP meeting is due 365 days after Initial or previous Annual

   4. Transition activities- users can enter the child’s transition age.

4. Assigned To - Users can assign tasks to themselves or another user.  An example of when users would assign tasks to someone is if another user at the CCB helps facilitate scheduling of meetings and/or services. Use the Look up tool to select the appropriate user.

5. Name - Name of Contact related to activity

6. Related To - Client Case - Keep this as is.  This is specific to the Client Case

7. Click Save to save this Task

8. A green bar will pop up briefly stating success Task ____ was created. This is a clickable link.

9. Once the Task has been saved, the Task can be edited, or additional information can be added by clicking on the ▼ drop-down symbol to the right of the due date.

10. Priority

    1. Normal - Does not need immediate attention

    2. High - Needs attention immediately

    3. Low - Low priority

       Note: User can adjust the Priority as needed

11. Status

    1. Not Started – Default status

    2. In Progress - User has begun the process of scheduling a start date of services, transition activities or an IFSP meeting

    3. Completed – Task has been completed

    4. Waiting on someone else - Waiting for someone to schedule the first appointment, or waiting to hear back from the family

    5. Deferred – Task is cancelled or not provided

12. Other Information

    1. EI Service- Select from the dropdown the type of service needed. This is only applicable for EI Services to Start.

13. Preferred Date - Enter the preferred date for services, transition activities or IFSP meeting to occur

14. Preferred Time - Enter the preferred time for services, transitions Activities or IFSP

15. Recurrence Section

    1. Check box for recurring tasks such as IFSP meetings

    2. Check the box

    3. Complete Frequency

    4. Recurrence Start Date

    5. Recurrence End Date

    6. Reminder - set a reminder to assure services, transition activities or meeting is scheduled

16. Viewing Tasks : Once a Task is created users can view a Task in three different areas in the EI DATA SYSTEM:

    1. User Homepage

    2. On the Client Case in the Event/Task section

    3. On the Reports tab

17. There are three different reports that capture Tasks based on the subject:

    1. IFSP Meeting Needed Tasks

    2. Fiscal Year (Current FY) Transition Activities Needed

    3. EI Services to Start Task

       Note: The above reports are in the Early Intervention CCB folder. Each report shows all open Tasks

18. Marking a Task Complete

    1. Once a Task has been completed, users will need to mark the Task accordingly.

    2. Users can update the status of a Task from either their Homepage or from the Client Case to:

       1. Not Started

       2. In Progress

       3. Completed

       4. Waiting for Someone Else

       5. Deferred

19. From the users Homepage under Open Tasks OR from the Client Case under Upcoming and Overdue

    1. Click on the Task to edit

    2. Select Change Status from the ▼ symbol drop-down next to the date

    3. Click on Completed

    4. Save