Tasks & Flows guide | PrecisionMind

Article 01

Creating, assigning, and tracking tasks

Use Tasks to assign work across your group practice and keep patient details with the task. You can also add files, comments, a due date, and a priority.

In this guide, we'll cover:

Opening and finding tasks

Creating and updating a task

Completing, archiving, or deleting a task

Opening Tasks

Select Tasks from the left menu.

Choose Pending , Completed , or Archived .

Creating a task

Select New task .

Choose the teammate responsible for the work.

Enter a title.

Add a description.

Choose a due date.

Set the priority.

Add any attachments.

Share a patient chart item if needed.

Choose To Do or In Progress as the starting status.

Select Create task .

Finding tasks

Choose All , Assigned to Me , or Created by Me .

Filter by status, priority, due date, or shared module.

Use the search field to find matching text.

Updating a task

Open a task to review its activity and comments.

The task creator can change all task details.

Practice owners and administrators can also change all task details.

The assignee can move the task through To Do , In Progress , and In Review .

The assignee can add comments and complete work they already have permission to do.

An assignee who did not create the task cannot change its main details or archive it.

Note: Only the comment author can edit a comment. Comments can be edited for seven days after they are posted.

Completing, archiving, or deleting a task

Select Complete when the work is finished. The task stays available for reference.

Select Archive to remove a finished task from active views while keeping its history.

Select Delete only when the task should be permanently removed.

Important: Only the task creator, a practice owner, or an administrator can delete a task.

Creating and managing treatment plans

Creating and collecting a private pay service

Sharing a patient chart item through a task

Creating and running a Flow

Using notes, forms, assessments, and transcripts with a group

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Article 02

Sharing a patient chart item through a task

You can add one patient chart item to a task. This helps the assignee open the exact record needed for the work.

In this guide, we'll cover:

Items you can share

Sharing an item

How access works

Items you can share

You can share any of these patient chart items:

Treatment plans, notes, and assessments

Self-reports, forms, and transcripts

Uploaded records

Diagnoses, allergies, and prescriptions

Sharing an item when creating a task

Open Tasks .

Select New task .

Choose an assignee.

Choose the option to share a patient item.

Select the patient.

Select the record type.

Select the specific item.

Choose View , Comment , or both when offered.

Finish the remaining task details.

Select Create task .

Understanding access

Important: The assignee must already have permission to use that part of PrecisionMind.

PrecisionMind only shows the View and Comment choices available for that item.

The task can give access to the selected patient and item, even when the assignee is not on the patient's care team.

For an assignee outside the care team, choose View , Comment , or both.

Completing the task keeps access available with the completed task.

Archiving or deleting the task removes this access.

Sharing an item does not give access to the rest of the patient's chart.

Sharing an item does not replace the assignee's existing permissions for that part of PrecisionMind.

If the assignee cannot open the item

Confirm that the task includes the correct patient and item.

Confirm that View access was selected.

Ask a practice administrator to check the assignee's permission for that part of PrecisionMind.

Check that the task has not been archived or deleted.

Understanding patient notifications

Downloading patient records

Commenting on a patient chart item

Creating, assigning, and tracking tasks

Using notes, forms, assessments, and transcripts with a group

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Article 03

Creating and running a Flow

Flows automate routine work in PrecisionMind. A Flow starts with When , checks Only if , and completes the steps under Then .

In this guide, we'll cover:

Starting with a template or a blank Flow

Building and enabling a Flow

Running a Flow for a patient

Reviewing recent activity

Checking your permissions

Permission to view automations lets you open Flows and recent activity.

Permission to manage automations lets you create, edit, enable, disable, or delete Flows.

Permission to run automations lets you start a Flow manually for a patient.

Starting with a template or a blank Flow

Open Flows .

Browse the Community Library if you want to use a template.

Select Create Flow if you want to start from scratch.

Enter a clear internal name.

Add a description.

Building a Flow

Under When , choose the event that starts the Flow.

Under Only if , add any needed conditions.

Under Then , add the first action.

Add more actions in the order they should run.

Review the Flow.

Save the Flow.

Conditions can use patient, appointment, documentation, or billing details.

Important: New Flows start disabled. Review the trigger, conditions, recipients, and actions before enabling the Flow.

Running a Flow manually

You need permission to run automations for these steps.

Open the Flow.

Select an active patient.

Start the manual run.

Important: A manual run skips When and Only if . Confirm the patient and actions before starting.

Reviewing recent activity

Open Recent Activity .

Select a run.

Review the patient, start time, result, and each action.

A result can be Success , Partial , Failed , Waiting , or Skipped .

Important: Use Flows for routine work. Do not use them for emergency monitoring or instead of clinical review.

Creating AI session summaries and note templates

Creating and managing treatment plans

Completing a visit and connecting records

Understanding Flow options and troubleshooting runs

Creating patient groups and group appointments

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Article 04

Understanding Flow options and troubleshooting runs

Use this guide while building a Flow or reviewing a run that did not finish as expected.

In this guide, we'll cover:

Triggers, conditions, and actions

Run results

Steps for fixing a run

Choosing a trigger

Under When , choose the event that starts the Flow.

Triggers are available for:

Patient status changes

Appointments

Forms and assessments

Documentation

Billing and claims

Scheduled and waitlist events

The builder shows the options available for your practice.

Adding conditions

Under Only if , add conditions that decide whether an automatic Flow continues.

Conditions can use:

Payer or payment method

Patient tags, groups, or care status

Clinician, diagnosis, or medication details

Appointment details, session type, or upcoming appointments

Note or billing status

Form or assessment results

Note: If a condition is not met, the automatic run stops. A manual run skips When and every condition under Only if .

Adding actions

Under Then , add one or more actions in the order they should run.

A Flow can:

Send a form, assessment, or email

Email the assigned team or care team

Create a draft note or unbilled service

Add or remove patient tags

Add a patient to a group

Wait before starting the next action

Note: Messages require valid contact details or team membership. PrecisionMind also follows the applicable communication preferences.

A wait can last up to 365 days.

Understanding run results

Success: Every action finished.

Partial: At least one action failed, but later actions continued and some finished.

Failed: The run could not finish successfully.

Waiting: The Flow is paused at a wait action.

Skipped: The run or action did not happen. For example, an automatic condition was not met.

Troubleshooting a run

Open Flows .

Open Recent Activity .

Select the run.

Find the first action that did not succeed.

Confirm that the patient is active and you can access their record.

Check the information needed by the action.

Correct any missing or incorrect information.

Start another run if needed.

Check contact details, team assignments, forms, assessments, service information, tags, groups, and communication preferences.

Note: Each action records its own result. Later actions may still run after one fails, so the overall result can be Partial .

Understand the patient app Home screen

Creating and running a Flow

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Tasks & Flows

Creating, assigning, and tracking tasks

Opening Tasks

Creating a task

Finding tasks

Updating a task

Completing, archiving, or deleting a task

Creating and running a Flow

Checking your permissions

Starting with a template or a blank Flow

Building a Flow

Running a Flow manually

Reviewing recent activity

Understanding Flow options and troubleshooting runs

Choosing a trigger

Adding conditions

Adding actions

Understanding run results

Troubleshooting a run

Getting Started with PrecisionMind

Adding Patients to PrecisionMind

Patient Dashboard

Records

Calendar & Scheduling

Telehealth Room

Fewer clicks. More care.