Action Groups & Automation
Action groups define sequences of tasks (actions) that should be performed for a patient at specific points in their treatment journey. They automate follow-up workflows, ensuring that routine tasks are not forgotten.
Concepts
Action Groups
An action group is a named collection of actions that belong together (e.g., "Post-Consultation Follow-Up", "Pre-Surgery Preparation", "New Patient Welcome").
Actions
An individual action is a specific task to be completed, such as "Call patient to confirm", "Send information packet", or "Schedule follow-up appointment".
Date Types
Each action can be scheduled relative to different reference points:
| Date Type | Description |
|---|---|
| Days From Current Date | Action is due N days from today |
| Days Prior to Surgery | Action is due N days before a scheduled surgery |
| Days After Surgery | Action is due N days after a surgery |
| Days Prior to Appointment | Action is due N days before an appointment |
| Days After Appointment | Action is due N days after an appointment |
Action Items Dialog
The Action Items dialog manages the action list for a specific patient and plan.
Accessing Action Items
Open the Action Items from a patient's plan or from the appropriate menu option.
Action Grid
| Column | Description |
|---|---|
| Completed | Check when the action is done |
| Action Group | Which action group this belongs to |
| Action | The specific action to perform |
| Date | When the action is due |
| One Time Item Text | Description for one-time (ad hoc) actions |
| Assigned To | Staff member responsible (name and source) |
| Days | Number of days offset |
| Date Type | How the date is calculated (relative to what event) |
Managing Actions
- Use the navigator to insert or delete action items
- Click Add One Time Action to create an ad hoc action not tied to an action group
- Click Edit One Time Action to modify a one-time action
- Press F3 to save and close
Adding an Action Group to a Plan
- Open the Add Action Group dialog
- Select an action group from the list on the left
- Use the calendar to select the Starting Date for the action group
- Click Add to add the group's actions to the plan, or Replace to replace existing actions
Action Group Options
When an action group's configuration changes, InSched prompts you to decide how to update existing patients:
| Option | Description |
|---|---|
| Both Add And Remove Actions | Apply all additions and removals |
| Only Add Actions | Add new actions but keep existing ones |
| Only Remove Actions | Remove discontinued actions but don't add new ones |
| Neither Add Nor Remove | Don't change existing patient action lists |
Selecting an Action Group
The Select Action Group dialog presents a list of available action groups. Double-click a group or select it and click OK to choose it.
Best Practices
- Group related actions — Keep action groups focused on a specific workflow (e.g., all pre-surgery tasks in one group)
- Use relative dates — Schedule actions relative to appointments or surgeries so they automatically adjust when dates change
- Assign responsibility — Use the "Assigned To" field to ensure each action has a clear owner
- Review the To-Do List — Use the To-Do List to monitor outstanding actions across all patients