Epic 1

Task configuration - Create, amend, copy and delete task templates

Ability to create, amend, copy and delete task templates.

Task templates will be able to contain pertinent data items, including:

• Unique identifier

• Name

• Version

• Template Creator

• Template Category (e.g. clinical or admin)

• Template Status (e.g. draft, published for use across the Solution, active and inactive)

• Task Type (e.g. Review Document, Book Appointment, Clinical Approval)

• Task Description

• Priority

• Expected Duration (e.g. time from generation to expected completion (i.e. due date))

• Assignee(s) (default individual User and/or group/team)

  • If group/team, define:

    • Number of members to complete (i.e. one, some or all)

• Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedures)

MUST

Epic 2

Workflow configuration - Create, amend, copy and delete workflow templates

Ability to create, amend, copy and delete workflow templates.

Workflow templates will be able to contain pertinent data items, including;

• Unique identifier

• Name

• Version

• Template Creator

• Template Category 

• Template Status (whether draft, published for use across the Solution, active and inactive)

• Workflow Type

• Workflow Description

• Workflow Event(s), including:

  • Sequential

  • Parallel 

  • Conditional

  • Manual

  • Automated (time) (e.g. automatic updating of event after certain time period has passed)

  • Automated (data driven) (e.g. automatic triggering of event based on data being recorded)

• Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedures)

• Expected Duration (e.g. time from generation to expected completion (i.e due date))

  • Manual

  • Derived from duration or anticipated timescales of events

• Priority

MUST

Epic 3, Epic 4

GP-WF-03

Workflows and Tasks - Allocation and prioritisation based on rules

Support for automatic allocation of workflows and tasks based on Type or Assignee. Allowing defaults to be configured, including:

• Default Task Assignee

• Default Task deputy assignee

• Default Task Assignee(s) can be an individual User and/or group/team

  • Define the order of deputation

  • If group/team, define the number of members to complete (i.e one, some or all)

• Default Priority

MUST

Epic 5

GP-WF-04

Task creation - Create ad-hoc task

Ability for Practice User to create an ad-hoc task, recording:

• Created By

• Creation Date and Time

• Patient 

• Assignee(s) - individual User and/or groups(s)/team(s)

  • A task can be assigned to multiple recipients

  • The person who created the task can choose if the task is to be completed by one or more recipients

• Task Type (e.g. Review Document, Book Appointment, Clinical Approval)

• Task Description

• Task Status

• Priority

• Supporting Information (e.g. a link to a document, URL to external website etc. defining policy and procedure)

• Expected Due Date (e.g. time from generation to expected completion (i.e due date))

MUST

Epic 5

GP-WF-05

Task creation - Create from template

Create a task from a task template (see GP-WF-01), recording:

• Created By

• Creation Date and Time

• Task Status (e.g. To Do)

• Patient

With the ability to update any of these data items prior to creation:

• Assignee(s) - individual User and/or groups(s)/team(s)

  • A task can be assigned to multiple recipients

  • The person who created the task can choose if the task is to be completed by one or more recipients

• Task type (e.g. Review Document, Book Appointment, Clinical Approval)

• Task Description

• Priority

• Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedure)

• Expected due date and time (derived from Expected Duration)

MUST

Epic 6

GP-WF-06

Workflow creation - Manually from template

Create a workflow manually using a workflow template (see GP-WF-02), recording:

• Created By

• Created Date and Time

• Workflow Description

• Reason for creation

• Workflow Status

• Patient

• Calculated Expected End Date (i.e based on expected due dates of each workflow event)

With the ability to update any of these data items prior to creation:

• Workflow Type

• Workflow Event(s)

• Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedures)

• Expected Due Date (derived from Expected Duration)

• Priority

MUST

Epic 6

GP-WF-07

Workflow generation - Automatically from template

Generate workflow automatically based on automated (data driven or time) workflow events in a workflow template (See GP-WF-02), recording:

• Created By

• Created Date and Time

• Workflow Description

• Reason for creation

• Triggering event

• Patient

• Calculated Expected End Date (i.e based on expected due dates of each workflow event)

• Workflow Type

• Workflow Event(s)

• Supporting information (e.g. a link to a document, URL to external website etc. defining policy and procedures)

• Priority 

MUST

Epic 5

Task management - Manage task

Manage a task:

• Perform (e.g. update of status to mark as complete)

• Cancel 

• Delete 

• Reassign to another individual(s) or group/team(s)

• Edit (e.g. change the priority or due by date, insert some notes)

MUST

Epic 5

GP-10.2-04A

Task management - Enter a reason

When managing a task as per GP-10.2-04, Practice User to be able to enter a reason for doing so.

MUST

Epic 6

GP-WF-08

Workflow management - Manage Workflow

Ability to manage a workflow, including:

• Update Workflow Status

• Update Workflow Event(s)

• Delete 

• Reassign (i.e. individual User and/or group/team)

• Edit (e.g. change the priority or due by date, edit supporting information)

MUST

Epic 2

GP-WF-09

Workflow management - Automatically update Calculated expected end date

Automatically update Calculated expected end date (see GP-WF-02). This to be derived from anticipated timescales within Workflow and event statuses and completion dates). To take account for a Practice’s non-working days (as recorded within the Solution in GP-03.4-07 of the Resource Management Capability).

MUST

Epic 7

Task management - Task List

Display a list of tasks within the Practice including ability to search list by free text, filter by and sort by all characteristics (as defined in GP-WF-04 as a minimum).

MUST

Epic 7

Task List - Save Configurations

Ability to save task list configurations (see GP-WF-10).

MUST

Epic 12

GP-WF-12

Task List - Share Configurations

Ability to share saved task list configurations (see GP-WF-10 and GP-WF-11 above)

may

Epic 8

Workflow management - Workflow List

Display a list of workflows within the Practice including ability to search list by free text, filter by and sort by all characteristics (as defined in GP-WF-06 as a minimum).

MUST

Epic 8

Workflow List - Save Configurations

Ability to save workflow list configurations (see GP-WF-13).

MUST

Epic 13

GP-WF-15

Workflow List - Share Configurations

Ability to share saved workflow list configurations (see GP-WF-14) 

may

Epic 5

GP-WF-16

Task management - View Task

Ability to view all information for an individual task so a Practice User can manage or perform the Task.

MUST

Epic 6

GP-WF-17

Workflow management - View Workflow

Ability to view all information for an individual workflow so a Practice User can manage the Workflow.

MUST

Epic 5

GP-WF-4.2-10

Task management - Overdue tasks

Indicate a task as ‘overdue’ if it is not completed when the Expected Due Date is surpassed.

MUST

Epic 6

GP-WF-18

Workflow management - Overdue Workflows

Indicate a workflow as ‘overdue’ if it is not completed when the Expected Due Date is surpassed.

MUST

Epic 11

GP-WF-6-01

Access Patient Record

Access a Patient Record where a Patient has been successfully identified, linked, listed or otherwise presented to the user.

MUST