Tasking Tool – Features and Requirements

Account not able to resolve is task – can be moved to client, pp ,coding team
supervisor,
Create new module for task – in Olympus – back to users
Individual account , multiple load,
1. Setting
a. User profile –
i. Name first-last, Email id, DOB, Anniversary, etc
ii. Hierarchy- Business (Su
iii. Supervisor Name
iv. Internal or External/Customer
v. Department
vi. Category and Sub-category
vii. Skill Level – Easy, Moderate or Expert
b. User preference –
i. How many tasks one wants to see
ii. Escalation email frequency?
c. Privileges –
i. Auto assign the task – Yes or No
ii. Self assign the task – Yes or No
2. Task Creation
a. Who – Any team member, both internal and external team members, can create
tasks at any time during the process.
b. How – This can be created individually or upload the tasks with spreadsheet.
c. When – We should be able to launch the task window at anytime of the process and
create the task. We should also
d. Individual or Bulk – Tasks can be created individually or in bulk. Bulk tasks can be
created for global issues or for the multiple transactions having same issues.
e. Text Formatting – Text can be formatted using word like features – bold, italic,
bullet, indentation etc.
3. Task Attribute/Label – Tasks are created using the below labels
a. Responsibility – Tasks can be either Internal or External/Customer
b. Department – like Credentialing, Coding, Billing, Denials, AR, Etc
c.
d. Global Issues – Should be able to select as global issues, if it is.
e. Category – This will gives the broad category of the tasks. This will vary depending
on the department and the task. It should be selected from the dropdown list.
f. Subcategory – This gives subcategory of the tasks. It should be selected from the
dropdown list. The category and subcategory should have the parent - child
relationship.
g. Tickler time/ETA – Should be able to select the next follow up date. It should be
automatically assign based on the sub-category. However, the person should be able
to override and select one.
 h. Prioritization – We should be able to assign the prioritization of the tasks. This can
be High, Medium or Low. The prioritization should be automatically assign based on
the sub-category but a person should be able to change it.
i. Note – We provide a brief note on the tasks explaining what it is and what is needed
etc.
4. Task additions
a. Attach files - – we should be able to attach any files – word, pdf, spreadsheet,
screenshot etc
b. Attach screenshot – we can paste the screenshot in the note
5. Task assignment
a. Team – We may assign the tasks either to a specific team
b. Individual – We may assign the tasks to the individual

6. Task allocation
a. Bulk – We may assign the tasks in bulk. We select the tasks based on the category,
sub-category, priority or any other attributes. We may also assign a few of the tasks
from the same attribute and assign to the person
b. Individual – we assign the tasks one by one
c. Auto allocation – The system can auto allocate the tasks based on the priority, and
agent profiling vs task attribute (rule creation to be created )
d. Self-allocation – The team members can pick and choose the tasks and work on
them.
e. Prioritization – Set prioritization for the tasks. If it is not selected, the prioritization
that is set at the time of task creation would be set.
f. Color Coding for the tasks in the work list
i. Brown – For all the high priority tasks in the work list
ii. Blue – for all the tasks with global issues and bulk tasks

7. Task working
a. Individual – can work as the individual tasks
b. Bulk – can work as bulk tasks. In this case, the personnel will select the set of tasks
and work in bulk.
i. The personnel should be able to select a task and copy the attribute and
paste to the bulk tasks
c. Task Response
i. Respond – The personnel can either respond to the task. In this case task
will go the person who raised the task. If the person who raised the task is
not with the system, then the task will be moved to the supervisor.
ii. Transfer/reassign – Transfer/move the task to the other department,
supervisor, etc.
iii. Close without response – The task can be closed without any response. The
person who raised the task should be able to see tasks
iv. Pending – Task can be pended by selecting ‘Pend’ and a give Tickler time and
provide a Note.

d. Action Code- (Category list to be create based on client/project)

i. Category – This depends on the action one would take
 ii. Subcategory – This provides more details of the category action mentioned
above.
iii. Notes – Add any notes that is needed. Need word formatting tools
8. Task color coding and Escalation –
a. Color Coding
i. Orange – If the task is within 24 hours of the tickler date (Due date)
ii. Red – If the task is unworked beyond the tickler date
iii. Brown – For all the high priority tasks in the work list
b. Escalation – Email Setup.
i. Tasks should be escalated to the supervisor if the task is pending beyond 2
days after the ETA/tickler date.
ii. Emails should be sent out to the supervisors (immediate, next levels) on the
tasks not completed beyond the ETA/tickler date.
c. Task Reassignment to the pool (when the employee is no longer with project )
1 user bucket to original pool
2 supervisor task - will moved to his/her hierarchy supervisor ( 2second level
manger to the agent)
i. If the employee whom the task is originally assigned is no longer working
with the process or the system, the tasks should automatically be moved to
the work list for allocation

9. Dashboard
a. Agent Dashboard- Table to be created and implemented same as provided by-
i. Production data
ii. Quality data
iii. Total tasks in the agent’s bucket
iv. Aging of the tasks
v. Priority

b. Supervisor Dashboard
i. Task Dashboard, - Open tasks by various cuts and Tasks from customer
ii.
iii. Production dashboard
iv. Details of tasks available for assignment, assigned, completed and pending
v. TAT Report
vi. Aging and tasks unworked beyond ETA/tickler date
vii. Value & No
viii. Department/Person
ix. Category & sub-category
x. Time spent on the tasks (how long the account /task was in open)

c. Emails
i. Daily - Emails should be sent on daily basis with the dashboard to the agents
and the immediate supervisor
ii. Weekly - Emails should be sent on weekly basis with the dashboard report
to the distribution list
iii. Monthly - Emails should be sent on monthly basis with the dashboard report
to the distribution list