"Getting it Done!" Adding To-Do's to your Schedule

Have a task that needs to be done at a certain time? On top of the schedule in the Practice Management Software, many miscellaneous and important activities will appear throughout regular business hours. To fulfill the YAPI goal of going True Paperless, YAPI has a built-in method of creating internal notes and scheduled events that will remind Providers via email or text messages. 

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Being able to create these scheduled messages not only help remain organized by being saved in a digital format but is also very easy to do! This article will focus on how to use the "Getting it Done" To-Do function and the features it includes.

How to Access the Getting it Done Feature

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Select the Calendar icon on the top of the Practice Dashboard. Clicking on it will introduce three options:

  • Add To-Do
  • To-Do List View
  • To-Do Calander View

Add To-Do

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The Add To-Do option is a module that introduces a window to create scheduled tasks. This window allows you to select a Provider from your Provider tab and allow messages to be sent to them.

NOTE: This can be introduced in the Mobile and Email column as seen in the Enabling Provider Alerts via SMS article.
  1. The To-Do Field - This box is where the content of the To-Do note will be written down. This can include information that will be relevant and any necessary context that will be needed for the provider. 

  2. Due Date - The Due Date will be the time of the scheduled To-Do. This field will default to the current time of opening the To-Do window and will need to be adjusted to reflect the time relevant to the event. 

  3. Who - The Who field introduces a drop-down field that will include the names of Providers from the Provider tab. This will auto-populate the Email and Mobile fields below the Who field. 

  4. Email - This is the email that will receive a reminder message for the event.

  5. Mobile - This is the mobile number that will receive a reminder message for the event.

  6. Reminder - This section is intended to enable sending messages to the Provider for their upcoming event. When the To-Do is created, the Provider will receive an initial message letting them know a To-Do is scheduled.

    • Send Email - This will enable sending the To-Do message to the assigned email above.

    • Send Mobile Text - This will enable sending the To-Do message to the assigned mobile number above.

    • Send Reminder - This will set up a specific time for the message to be sent in relation to the event due date. The options are as follows:

      • On due date
      • 1 day before
      • 2 days before
      • 1 hour before
      • 2 hours before
      • 5 hours before

Once the To-Do is ready, click the Save button. 

To-Do List View

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The To-Do List View allows for a collated list of all the events that have been set up, including additional information in relation to the original creation of the To-Do.

  1. To-Do List - This is where the list of To-Do events will populate. It will include the submitted information from the Add To-Do window, including an additional column with a checkbox. This will work in with the Mark Done button and Delete Button.

  2. Mark Done - The Mark Done is intended to show which To-Dos are listed as completed. Click on the checkboxes next to the To-Do to select them for the Mark Done button. When a To-Do is marked done, the To-Do will grey out in the list.

  3. Delete - The Delete button does what it does best. Click on the checkboxes next to the To-Do to select them for the Delete button. Deleted To-Dos will be removed from the List View. 

  4. Staff members to show - This will allow you to narrow down your search when attempting to view specific Providers in the To-Do List. This search feature will rely on the shortcodes associated with Provider and can be listed with commas. For example: DOC, or DOC, HYG. Once the code is added to the search bar, click the Refresh button. 

  5. Refresh - The Refresh button will update the To-Do List after updates have been applied via searching or updated from the actions of the other workstations. 

To-Do Calendar View

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The To-Do Calander View introduces an appointment book view of upcoming To-Dos, very similar to how a Practice Management Software shows scheduled appointments. 

  1. Menu - This bar will introduce a suite of options that can be used when selecting or creating new To-Dos.
    • Refresh Refresh - The Refresh button will update the To-Do Calander after updates have been applied via searching or updated from the actions of the other workstations. 

    • Add Add - The Add button will open up the Add To-Do window to create a new To-Do for the schedule. 

    • Mark Done Done - The Mark Done is intended to show which To-Dos are listed as completed. Click on the checkboxes next to the To-Do to select them for the Mark Done button. When a To-Do is marked done, the To-Do will disappear from the schedule.
    • Copy Copy - This will copy a selected To-Do with the intent of being Pasted. 

    • Paste  Paste - When a To-Do is copied, an available spot in the schedule will be able to paste the To-Do. 

    • Create Patient Alert  Alert - This will create a patient alert in relation to the appointment. Further information pertaining to Patient Alerts can be found on the Your Guide to Patient Alerts article.

    • Email Email - This will enable related attached contacts to receive an email pertaining to the appointment. 

    • Text Text - This will enable related attached contacts to receive a text pertaining to the appointment. 

  2. Calendar - The calendar will select the date that will be selected and viewed in the schedule. 

  3. View Adjustment - This set of options will adjust the view of the schedule. 

    • Show Days - This will adjust the number of days/columns that will be visible in the Appointment columns.   

    • Staff Members - This will allow you to narrow down your search when attempting to view specific Providers in the To-Do List. This search feature will rely on the shortcodes associated with Provider and can be listed with commas. For example: DOC, or DOC, HYG. Once the code is added to the search bar, click the Refresh button. 

  4. Schedule - This will show the appointments that will be occurring during specific days with allotted time slots.  

  5. Past Due - This notification will appear when one of the scheduled To-Dos is not Marked Done and the current time has passed the scheduled To-Do. 

  6. To-Do - This is the actual To-Do visible in the To-Do List and Calander. Hovering over the appointment will include expanded notes on the To-Do such as extended notes.

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