Every clinic day throws up small jobs that matter. A patient asks for a call back about a new appointment time. A clinician wants reception to send aftercare details again. Someone needs to check a membership question before the end of the week. If those jobs live on sticky notes, in a group chat or in someone's head, some of them will slip. Clinic staff task list software fixes that by giving each follow-up a name, an owner and a due date. In Clinic Membership, staff tasks sit right next to your patients and your calendar, so nobody has to remember who promised what.
This guide walks through how tasks work in Clinic Membership, how to create one in a few seconds, how your team finds and finishes their tasks, and how tasks sync with Documenti when it is connected.
How staff tasks work in Clinic Membership
A task in Clinic Membership is a short, clear request from one team member to another. Each task has:
- Assign to: the person who will do it.
- Task: a short line that says what needs doing.
- Details: optional extra context, such as the best time to call.
- Priority and due date: so you can mark what is urgent and when it is due.
When you send a task, it lands with the person you chose. They can see what is waiting for them, mark it done when it is finished, and move on. The person who created it can see it too, so they know the follow-up has been picked up without chasing anyone in the corridor.
Tasks are about the everyday admin and customer service that keeps a clinic running well: call backs, rebooking requests, reminders to send information, and notes for the next shift. They are not a place for clinical decisions, which stay with your clinicians and their own records.
Creating a task in Clinic Membership
There are two quick ways to start a task, depending on where you are when the job comes up.
From a patient card. If the follow-up is about a particular patient, open their patient card and choose to assign a task. Starting from the card keeps the task tied to the right person, so whoever picks it up knows exactly who it is about.
From the top bar. If you are somewhere else in Clinic Membership, use Assign task in the top bar. This is handy when a colleague stops you between appointments or a call comes in while you are working in the calendar.
Either route opens the New Task panel. From there:
- Choose who it is for in Assign to.
- Write the job in Task. Keep it short and specific, for example "Call back about moving Thursday's appointment".
- Add Details if they will help, such as a preferred call time or what was already said.
- Set the Priority and a Due date.
- Select Send Task.
That is it. The task is now on your colleague's list, with everything they need to act on it. The written steps are in the Help Centre article Assign tasks to your team.
A good habit is to write the task so that someone who was not in the conversation could finish it. A clear task line plus a sentence of detail saves a second round of questions later.
Finding and finishing tasks in Clinic Membership
Your team works through their tasks from Admin, then Tasks. The page is built to answer one question quickly: what do I need to do next?
You can filter the list in a few ways:
- Assigned to me: the jobs waiting for you.
- Created by me: the jobs you have handed to others, so you can see what is still open.
- All: everything across the team, useful for whoever runs the front desk or manages the clinic.
You can also switch between Pending and Completed tasks, use the Due dropdown to focus on what is due soon, and Sort the list to suit how you work.
Many clinics find it helps to open Admin, then Tasks at the start of each day and again before closing. Reception clears the call backs, clinicians check anything they have been asked to look at, and the manager glances at All to spot anything overdue. Because completed tasks are kept, you can always see that a follow-up was done, not just hope it was.
If you are setting up tasks for the first time, it is worth checking that each person has their own login with the right access. Our guide to staff logins and access levels explains how to set that up, so tasks always go to a real named person rather than a shared account.
How Clinic Membership tasks sync with Documenti
Tasks in Clinic Membership work hand in hand with Documenti, the EMR that works alongside Clinic Membership. For the Tasks page to work fully, Documenti needs to be connected to your account.
When Documenti is connected, tasks sync to and from Documenti both ways, as long as the assignee's email address matches in both. That means a task created in Clinic Membership shows up for the same person in Documenti, and a task created in Documenti appears in Clinic Membership. Your team can work from whichever screen they are already in, and the list stays the same.
If your clinic has not connected Documenti yet, the Tasks page tells you so and explains how to get set up. You do not need to guess what is missing. You can read more about how the two work together in our post on Clinic Membership and the power of an EMR, and the Help Centre guide to connecting Documenti.
A quick check before you rely on sync: make sure each team member uses the same email address in Clinic Membership and in Documenti. Matching emails are how a task finds the right person on both sides.
Getting the most from staff tasks in Clinic Membership
Tasks only help if the team uses them the same way. A few simple rules go a long way:
- One task, one job. If there are two things to do, send two tasks. It makes them easier to finish and easier to track.
- Always set a due date. Even a rough one helps people plan their day.
- Use priority sparingly. If everything is high priority, nothing is. Save it for the jobs that genuinely cannot wait.
- Mark tasks complete straight away. It keeps lists honest and stops two people doing the same thing.
- Review Created by me weekly. A quick look shows anything you handed off that has not moved.
Starting small is fine. Many clinics begin with call backs only, then add rebooking requests and information follow-ups once the habit sticks.
Fewer missed follow-ups, calmer days
The small jobs between appointments are where patient experience is often won or lost. A promised call that never comes, or a question that nobody answers, can undo a great treatment. Staff tasks in Clinic Membership give every follow-up a clear owner and a due date, keep them beside the patient they relate to, and sync with Documenti when it is connected so your team sees one list.
Clinic Membership brings your patients, calendar, memberships and payments together in one place, so the follow-ups your team assigns sit beside every booking you make. Free covers up to 10 patient records. See pricing for paid plans.
