Keep it simple, make it easy

SmartTask – to reduce the management overhead of co-ordinating large or small teams of people, either field-based or on-site; allowing them to fulfil instructions and capture data as it happens.

A mobile software application delivered via any BlackBerry or Windows Mobile device. SmartTask provides job scheduling, dynamic work-flow and data-capture for both planned and un-planned tasks and actions.

Design your own forms and templates, assign tasks and actions to your healthcare teams, view the results in real-time, see who’s free to receive the next task and provide timely, efficient patient care.

Who, where, when, what, how and why – SmartTask provides all the information that you need to manage and empower your healthcare workers, either in an acute or frontline setting.

Whether you’re allocating tasks to a team and/or providing them with workflow templates & data-capture forms, SmartTask can enhance your efficiencies, reducing the administration overhead and freeing up more time to care.

Secure login – Access to SmartTask as an administrator, operator or manager can only be gained by using a unique login and password which means that your service-critical information and confidential patient data is protected. What’s more, data storage on the device can be encrypted as an added safety measure. These essential components of the application provide you and your patients with confidence that your data is safe.

Dynamic task schedule – SmartTask manages the distribution of tasks quickly and seamlessly to each user at the start of their shift as well as dynamically as new tasks arrive. Each and every user has full visibility of their locally held task list which can be viewed through the calendar. This removes the need for telephone calls / e-mails or paper schedules and provides real-time management visibility as patient care is administered.

Manage Users – User permissions, password changes, name changes, etc. are all under your control; you don’t need to keep coming back to us for user amendments, making it simple, quick and free to administer application users.

Manage your patients – patient details such as NHS number, names, addresses, telephone numbers, etc. can be entered:-

1. Directly entered into the SmartTask administration system.
2. Uploaded via an XML file.

This means that tasks and activities can quickly and easily be associated to the relevant patient and the appropriate patient data can be automatically incorporated within the task details. When it comes to reporting and patient feedback all tasks and activities pertaining to that patient are readily available by association. This brings huge advantages in areas such as HRG4 payment by results, freeing time to care, patient satisfaction, improved management visibility and efficiency reporting.

Task and activity customisation – all task types, templates, forms and workflow processes are completely customised to your unique requirements.

Send us a workflow descriptor or existing paper form or simply talk through your requirements with one of our experienced process designers and we will create your SmartTask tasks and templates ready for use – exclusively by your teams. Or if you have the skills you can edit the XML templates and upload them yourself.

Workflows can include data validation, free-text, drop-down lists and even integration with other applications. This application is infinitely flexible to meet with your precise needs. What’s more, there is no limitation to the number of tasks and templates that you can create. This means that you can use the SmartTask application to manage and control all of your scheduling and workflow - whether simple or complex and covering unlimited variation of roles and responsibilities.

Task Creation (Planned tasks) – task scheduling and creation:-

1. Entered directly entered into the SmartTask administration system.
2. Uploaded via an XML file.

Select patient and task type to schedule and control all planned tasks and activities. Your requirements may favour individual or intermittent task instigation or it may be that you have a collection of activities that need to be triggered in bulk; either way it is quick and easy to input into the SmartTask administration system, saving time and bringing efficiency to your operations.

Assign planned tasks to users or groups – At instigation planned tasks can either be directly assigned to specific users or initially assigned to a selected “task list”. This means that individual or common collections of tasks can be collated into a task list to meet with certain criteria prior to assignment to each user that meets with that group specification. For example tasks that require a certain qualification for completion or that fall within a regional location. This grouping concept gives clarity and visibility to selection criteria other than “user” prior to task allocation and can be used as a skills/location/shift/other validation.

Task Creation (Unplanned) – (See also Latest/New Tasks below) Ad-hoc, unscheduled or periphery tasks and activities can be created directly by SmartTask users at will. Unplanned task templates and forms are pre-designed (see Task and Activity Customisation) and made available to users as part of the SmartTask application. These unplanned tasks, activity types and forms can be the same as or different to planned task-types. Administrators can set individual user permissions for unplanned task-types (see Manage Users). The flexibility of unplanned tasks means that SmartTask can be used as a data-capture and workflow tool regardless of whether activities have been pre-scheduled and further empower the user-operator whilst providing continued management visibility. Of course users can fulfil any combination of both planned and unplanned tasks.

Task Groups – Task and activities can be organised into groups and displayed as a group (or list of groups) to the SmartTask user. This means that users can perform a collection of activities that all fall within a specific location/activity type/patient/other, thereby augmenting the ease of use and user efficiency.

Task views – Tasks and activities can be displayed in different views, e.g. “Groups” or “All”. This gives the SmartTask user an overview of their entire list of pre-scheduled and self-created (unplanned) tasks as well as allowing them to drill-down into different task-groups to reflect the normal working practices of your department.

GPS – Where the SmartTask application is used on a GPS-enabled device, the GPS co-ordinates can be recorded against tasks on instigation and/or completion to provide added team visibility for management and administration purposes as well as adding valuable accountability in the form of a “proof of visit”.

Task Status – Users can either accept, reject, complete or cancel tasks on their task list; what’s more, were appropriate, SmartTask can facilitate the reallocation of tasks to fellow team members. You are given the ability to customise the task cancellation or reallocation steps to make them as simple or as complex as you choose. Various cancellation validations or specific data capture / Q&A’s can be set-up to ensure that you have all of the information that is necessary when tasks cannot be completed.

Task Completion – Completed tasks are automatically uploaded to the server in near real time and are visible on the SmartTask administration system. In areas of non-GPRS coverage, all pending completed tasks are automatically uploaded to the server when connectivity is re-gained.

Latest/New Tasks – As well as the instigation of unplanned tasks by the user, (see Task Creation (Unplanned)) new tasks and activities can be input into the SmartTask system by administrators at any stage. Users are notified of new work as it arrives and a simple refresh of the task list will bring-up any new tasks and activities that have arrived since the previous task-upload.

Multi department security – When introducing additional departments to the SmartTask system they can be completely segregated by using separate account codes; further securing sensitive data.

Call now on 08700 707077 or email info@smarttask.co.uk to discuss how to reduce your management overhead and free up more time to care.