Articles in this section

See more

SO022 Task Group (Distribution Group)

  • Updated
Standard Order Category: Category 1
Who should fulfill this SO? SO Analyst
Link to the SO request form: http://communitysystems.vch.ca/published/UR_-_Task_Group_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.

Background
Prerequisite: Requester to Complete the SO Request Form
Fulfillment Instructions
     Create a Task Group
          Prerequisite: Analysis
          Deployment, Validation & Communication
     Modify an Existing Take Group Description
     Delete a Task Group
          Prerequisite: Analysis
          Deployment, Validation & Communication

Background

Note: Internally, the is called Distribution Group as that is how it appears in the system in configuration modules. Users know it colloquially as Task Groups. This article will be using both the terms Task Group and Distribution Group interchangeably.

Adding, modifying or deleting unused task groups are considered an SO. Some exceptions are:

  • Changes to CPS Task Groups may require changes to the Task View Filters. Task View Filter changes follow the usual CC process (not SO). 
  • Do NOT create task groups for Front-of-Chart. The correct Front-of-Chart workflow is to create a task for the generic Front-of-Chart (FOC) user. Refer to Zendesk article for reference.

Not in scope for this SO: Adding and removing members to the task groups are done by the clinic Super User through the Group Management Tool.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Fulfillment Instructions

Create a Task Group

Prerequisite: Analysis

Review the SO request form before proceeding with the SO's deployment instructions:

  • Code
    • Maximum character length: 25
    • Unique in the system - can search across Tasks Groups in People & Places to ensure this is met
    • Follows the naming convention of <POS Code> - <short descriptor> 
      • e.g.: AVG-NUR, YCD-YOTNUR
    • Similar naming convention to existing groups fulfilling the same purpose. If you can't find any similar existing task groups, double-check with Clinical Informatics or another analyst that it is appropriate to create this new task group with this code. 
    • Code is generic as possible (Does NOT add User IDs)
  • Name/Description
    • Maximum character length: 40
    • Follows naming convention of <Task Group Name> (<POS Code>) 
      • e.g.: Nursing (AVG), Nursing (YCDYOT)
    • Name/Description is generic as possible (Does NOT add User IDs)

If there are any issues with the naming choices, discuss with the requester to make proper adjustments.

Deployment, Validation & Communication

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Select the clinic in the Organisational Structure panel
  4. Select Distribution under the New Group icon dropdown option
    task2.jpg

  5. Create distribution group based on the SO request form:

  6. Click OK
  7. Validate by searching through People & Places using the code. It should be found. 

  8. After this, reply back to the requester - see template below:

    Dear [requester],

    Your request has been completed. New task group created - 

    Code: [insert]

    Description: [insert]

    Please have your clinic Super User add members to the task group using the Group Management Tool: https://vchprofileemr.zendesk.com/hc/en-us/articles/20414173658644-Group-Management-Tool.

    [Signature]

  9. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

Modify an Existing Task Group Description

IMPORTANT: Modifying name of the group is a standard order. Do NOT modify Code.

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Search and locate the Distribution (Task) Group by code or description
    task9.jpg
  4. Double-click the distribution group to be renamed
  5. Make changes to the Name field as per request
  6. Click OK
  7. Validate by searching through People & Places using the code. It should be found with the new Name. 

  8. After this, reply back to the requester - see template below:

    Dear [requester],

    Your request has been completed. The task group as been updated - 

    Code: [insert]
    New Description: [insert]

    If needed, please have your clinic Super User add members to the task group using the Group Management Tool: https://vchprofileemr.zendesk.com/hc/en-us/articles/20414173658644-Group-Management-Tool.

    [Signature]

  9. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

Delete a Task Group

Prerequisite: Analysis

Best practice to remove distribution groups that are no longer used because:

  • business needs have changed or
  • POS is being closed or
  • POS no longer using Profile EMR

Leaving the distribution groups in place poses the risk that tasks are sent to the group that is no longer being monitored and a client care is negatively affected as a result.

If the request is for deletion, the distribution/task group must be unused and have no pending tasks associated to it. To ensure this, add your own account to the distribution group to be able to analyze any pending tasks:

  1. Go to Organisation > People & Places and search for yourself by username (Find by code)
  2.  Double-click on your name to open the account management window mceclip0.png
  3. Go to Member Of and click on Add... buttonmceclip1.png

  4. Change the Type to "Distribution", select the distribution group you want to be added to and click OK

    mceclip2.png

  5.  Double-click on your name to open the account management window mceclip0.png
  6. Go to Member Of and click on Add... buttonmceclip1.png

  7. Change the Type to "Distribution", select the distribution group you want to be added to and click OK

    mceclip2.png

  8. Go to Work Centre > Tasks
  9. Change the view filter to "Pending Tasks - Me and My Groups (any POS site I work at)"mceclip0.png
  10. Check if there are any pending tasks for the distribution group that you want to delete. 
    • If there are any pending tasks, put the request on hold until the clinic can redistribute the tasks to other users of their clinic, or get approval to have the remaining pending tasks to be deleted (example, testing task flow). This may convert to a full CC process to collaborate with the clinic users on disposition of any remaining pending tasks.
    • If there are no pending tasks, you can proceed with the the SO's deployment instructions.

Deployment, Validation & Communication

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation > People & Places to open the People & Places window
    task1.jpg
  3. Search for the Distribution (Task) Group by code or description
  4. Right-click the group and select Delete
    task7.jpg
  5. Validate by searching through People & Places for the deleted group. It should not be found. 

  6. After this, reply back to the requester - see template below:

    Dear [requester],

    Your request has been completed. The task group as been deleted - 

    Code: [insert]
    Description: [insert]

    [Signature]

  7. Complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.