Manage follow-up actions with the task list

The task list on the Home page lets you view and manage follow-up actions related to patient care. You can use the task list to review diagnostic results and manage callbacks, such as phone messages and refill requests, giving you one location to view and take action on important tasks.

Results tab

Use the Results tab to view diagnostic results and create callbacks for yourself or another staff member.

  • Use of the Results tab on the task list requires integration with IDEXX diagnostic laboratory services, IDEXX Web PACS digital imaging, or Antech Diagnostics.
  • Results are automatically added to the task list when results have a status of Final in the Neo patient record. The tab displays the number of results to review.
  • Tasks on the Results tab are assigned to the consultation-level provider who was selected on the consultation at the time the order was placed.
  • A task will not be created for an unmatched result. Once a result has been matched to a patient, the task will be created. See Reconcile unmatched orders for more information.

Callbacks tab

Use the Callbacks tab to create, view, and manage tasks to remind yourself and other staff members to call a client about diagnostic results or any other patient-related follow-up.

  • Callback tasks can be created either:
    • Manually from the task list, a diagnostic result, or the patient record.
    • Automatically from a product special action when the product is added to a consultation and the invoice has been closed (marked ready to be paid).
  • Automatic callback tasks:
    • Can be setup with default callback notes and a default callback user. See Manage special actions for more information.
    • Are assigned to the default callback user at the time the invoice is closed.
      • Note:  If the callback task assignee is the consultation line provider, when an invoice is reopened and the consultation line provider is updated, the callback task assignee will not be updated when the invoice is closed again.

Create and manage tasks

To review tasks:

  1. Click the Home tab.
  2. You can review your open tasks or closed tasks, or use the drop-down list to select another staff member.
  3. Click the Results tab. On each task, you can do the following:
    • View the patient name, patient signalment, client name and contact information, and diagnostic information.
    • Click the patient’s name to open their record.
    • Click the diagnostic test name to view the results on the Results tab of the patient record.
    • Click the menu button to view results, create a callback, mark it as urgent, or close the task.
  4. Click the Callbacks tab. On each task, you can do the following:
    • View the patient name, patient signalment, client name and contact information, and, if applicable, notes, diagnostic information, or the product.
    • Click the client or patient name to review the consultation history.
    • Click a diagnostic test name, if available, to view the results on the Results tab of the patient record.
    • Click a product name, if available, to view the consultation where the product was invoiced.
    • Click the menu button to edit the callback, mark it as urgent, create a consultation, or close the task.

 To create a callback from the Results tab:

  1. Click the Home tab.
  2. In the task list, click the menu button on the result task and select Create Callback.
  3. Fill out the new callback information; assign the task, add a due date, and add a reason. Mark as urgent, if necessary (urgent tasks appear at the top of the list).
  4. Click Save.
    The callback is added to the Callbacks tab.

Tip: Once you have reviewed the results and created a callback task, as needed, you should close the task. See To close a task in this article to learn how to close a task.

To create a general callback:

  1. Click the Home tab.
  2. In the task list, click the Callbacks tab.
  3. Select the patient from the list, or search for and select the patient.
  4. Fill out the new callback information; assign the task, add a due date, add a reason, and mark as urgent, if necessary (urgent tasks appear at the top of the list).
    Note: Make sure you enter a reason for why the client needs to be called back; for example, “post-surgery follow-up” or “return call about [name] medication.”
  5. Click Save.

After you create the callback, it appears on the Callbacks tab. Hover your cursor on the notes to display more information

To edit a callback:

Update a task so you can reassign it to another staff member, change the urgency or due date, or edit the reason. Any reason notes you delete are not saved in Neo.

  1. Click the Home tab.
  2. In the task list, click the Callbacks tab.
  3. On the task you want to edit, click the menu button and select Edit Task.
  4. Make changes and click Save.

To create a consultation:

You can create a consultation from the Callbacks tab when you call the client and want to enter the conversation into the patient history. There is no link between the task and a consultation created from the task.

If the callback was created from a results task, select View Consultation to add notes to the consultation where the test was ordered.

If the callback was created from a product special action, click the product name to view the consultation to view where the product was invoiced.

  1. Click the Home tab.
  2. In the task list, click the Callbacks tab.
  3. On the task, click the menu button and select Create Consultation.
  4. You will see a prompt to close the callback task.
    • To close the callback task now, click Yes.
    • To keep the callback task open, click No.
  5. On the new consultation, select the provider in the Provider drop-down list.
  6. Enter any notes about the call.
    Note: Notes from the task are automatically added to the consultation and can be edited, as needed.
  7. Enter any products, as needed. For example, a prescription refill or additional diagnostics.
  8. Close the consultation.
    • When the consultation invoice total is more or less than $0, click the Ready to Pay button. 
    • When the consultation invoice total is $0 or is only notes, click the Close Consultation button.
  9. If your notes are complete, click Lock Notes.

To close a task:

Close tasks on the task list once the client follow-up has been completed and recorded in the patient history on a consultation.

Note: Neo will reopen a closed task for IDEXX Reference Laboratories results on the Results tab when results associated with that task are updated.

  1. Click the Home tab.
  2. In the task list, click the Results or Callbacks tab.
  3. On the task, click the menu button and select Close Task.
    IMPORTANT: Once a task is closed you cannot reopen it! If you do close a task by mistake, create a new task from the same patient.
  4. Select My closed tasks or All closed tasks from the drop-down list to view closed tasks. The menu button is available for callbacks created from a results task so you can view the consultation on which the tests were ordered or view the results.

Tip: For users who have the System Admin permission, click Close All at the bottom of the task list to close all the results tasks for the staff currently selected in the task list drop-down.




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