Worklist

Overview

The worklist is the overview where Flux shows which patients, appointments, and treatment episodes need attention. This includes a patient without a follow-up appointment, an appointment without notes, a treatment episode without a location or diagnosis code, a missing referral, duplicate patient records, or missing contact and insurance information.

Instead of relying on separate checks, memory, or chance, the worklist brings these automations together in one place. This creates a daily action list for the team: what needs to be checked, completed, or closed today?

Clinically, this helps with continuity of care. An open treatment episode without a follow-up appointment may mean a patient is slipping out of view. Missing notes can later create uncertainty in the course of treatment. A missing referral, diagnosis code, or location can disrupt claims, quality registration, or record keeping. The worklist surfaces these automations early, before they turn into correction work.

Using the worklist

Open the worklist to see all current, open automations. At the top, you can switch between the worklist and your own patients. In the top right, you can select a practitioner, so you can work from your own caseload or from a practice-wide overview.

Each row contains:

• Description: why the item appears on the worklist.
• Patient: the patient the signal relates to.
• Date: the date linked to the signal, such as the appointment date or the date of the treatment episode.
• Actions: direct links to resolve the item or inspect it further.

The actions differ by signal type. For a treatment episode without a location, you can often set left, right, or bilateral immediately. For a patient without a follow-up appointment, you can view the treatment episode, send a recall, complete an evaluation, or close the episode. For an appointment that is missing a treatment episode, you can go directly to the patient's appointments.

Use the worklist as a work queue, not a blame list. Not every item is equally urgent. A good rhythm is to review the clinical automations daily and clean up the more administrative automations weekly.

Configuring the worklist

You decide which automations appear on the worklist. Open the worklist settings for this. For each signal, you can turn the check on or off. For many automations, you can also set how far back Flux should look.

A timing setting prevents noise. If the period is too short, items appear too early and the worklist feels busy. If the period is too long, important signals may surface too late. Start with the default settings and adapt them to your practice rhythm.

Appointments

Patient without a follow-up appointment

This signal appears when a patient has no follow-up appointment but still has an open treatment episode. In the settings, you can choose a window, for example from 1 month to 3 months after the last appointment. This prevents patients from appearing on the worklist too early, while still showing who may be slipping out of view.

Use this signal for clinical follow-up. Check whether the patient has completed treatment, needs a recall, needs an evaluation completed, or should be scheduled again.

Appointment without notes

This signal shows that an appointment from the selected period still has no notes. It helps practitioners keep their records up to date and prevents medical information from needing to be reconstructed from memory later.

Package appointment is scheduled

This signal helps with appointments linked to a package. Check whether the package appointment status is correct, for example when an appointment should be marked completed or cancelled.

Two appointments on one day

This signal appears when a patient has two treatment appointments on the same day. That may be correct, but it is worth checking. This helps prevent duplicate scheduling, confusion in the treatment episode, or unintended claim issues.

Treatment episodes

Treatment episode missing

This signal appears when a care appointment has no treatment episode. Clinically, that matters: without a treatment episode, it is less clear which complaint, treatment goals, and claim context the appointment belongs to.

Treatment episode missing location

For some diagnosis codes or episodes, a location indication is required. The worklist shows which episodes still need left, right, or bilateral. You can often set this directly from the worklist.

Diagnosis code missing

A missing diagnosis code can affect notes, claims, quality registrations, and treatment plan suggestions. Use this signal to complete treatment episodes clinically and administratively.

Non-direct-access treatment episode missing referral

When an episode does not run through direct access, a referral should be present. This signal helps you check and add referrals on time.

Chronic treatment episode missing referral

For chronic episodes, the referral is especially important for substantiating the episode and the claim. Keeping this signal active prevents chronic care from getting stuck later because documentation is missing.

Patient details

Duplicate patient found

This signal helps detect possible duplicate patient registrations. Duplicate records can lead to fragmented notes, incorrect communication, and uncertainty around appointments or invoices.

Patient address missing

A missing address can affect communication, invoicing, and administrative completeness. Set a period, for example 3 months, so older incomplete records are surfaced first.

Patient email address missing

An email address is often needed for appointment communication, questionnaires, recalls, and invoices. If it is missing, an automated workflow cannot do its job properly.

Patient email address is invalid

An invalid email address may seem small, but it can mean important messages do not arrive. The worklist helps you fix this structurally.

Insurer missing

Missing insurance information can delay or block claims. Use this signal to keep patient details complete before the claims flow gets stuck.

Financial

Credit invoice is unpaid

This signal is for practices that actively want to monitor whether credit invoices are still open. Only enable it if it fits your financial process, so the worklist stays focused.

Recommended workflow

Use the worklist in a fixed rhythm.

1. Start the day with the clinical automations: patients without follow-up appointments, appointments without notes, and treatment episodes with a missing referral, diagnosis code, or location.
2. Work from the practitioner filter when you want to update your own caseload.
3. Use the direct actions in the worklist to resolve items immediately.
4. Schedule a weekly administrative clean-up moment for duplicate patients, missing contact details, insurers, and financial automations.
5. Evaluate the settings monthly. If the list becomes too long, adjust the time windows before turning automations off.

A good worklist is sharp enough to show important automations, but calm enough to actually work through.

Clinical value

The worklist supports the practice on several levels.

• Patient safety: patients with an open care need are less likely to slip out of view.
• Record keeping: notes, diagnosis codes, locations, and referrals stay more up to date.
• Team handover: open actions are visible to the team, not only to the practitioner who happens to remember them.
• Claim quality: missing treatment episode information is corrected earlier.
• Less rework: errors become visible while they are still easy to correct.
• More calm: practitioners and administration work from the same automations.

This makes the worklist more than a task list. It is a quality filter on your daily care process.

Working smarter with AI routines

Because the worklist consists of clear, structured signals, it is a strong foundation for automation and routines that run a fixed check and help the team prioritize.

Use AI here as an assistant, not as a replacement for clinical judgment. The routine can summarize, signal, and prepare drafts. The practitioner or practice still decides what is clinically appropriate and what action is actually taken.

Work privacy-consciously. Prefer sharing aggregated counts or pseudonymized signals with external AI tools. Use identifiable patient data only within a secure, approved setup.

Frequently asked questions

Frequently asked Flux worklist automations.