What You'll Learn
- View and manage AI-generated tasks from clinical encounters
- Filter, sort, edit, and assign tasks across patients
- Export tasks for external use and share securely
- Use the Automation Hub to send patient instructions and referral letters
- Create tasks manually from patient records
- Customize which tasks the AI generates and bulk-edit with voice
- Use the AI Clinical Orchestrator for a unified morning briefing
Automated Clinical Follow-Ups
The AI Tasks page, accessible from the sidebar, is your centralized task management hub. Unlike the task toggle in the Patient Directory (which shows tasks in the context of patient records), this dedicated page gives you a full-featured task management experience across all patients.
How Tasks Are Created
Tasks are generated automatically by the AI Scribe during clinical encounters. When the AI detects action items in a conversation -- "schedule follow-up in two weeks," "order CBC and CMP labs," "refer to cardiology" -- it creates structured tasks with titles, descriptions, and suggested deadlines. You can also create tasks manually from any patient record.
By default, the system listens to your recordings and auto-generates tasks based on what you say. For example, if you mention "I'll refer you to Dr. Joe" or "I'll order some lab tests," those actions are picked up and suggested as tasks. Once you generate a note, a task pop-up will appear showing the AI's suggestions.
Task Board
The task board displays all tasks in a table view with columns for patient name, task title, description, status, deadline, tag, and assignee. Each task has one of three statuses:
- To-Do -- The task has been created but not started.
- In Progress -- Someone is actively working on it.
- Done -- The task has been completed.
By default, the board shows active tasks (to-do and in progress) and hides completed ones. A toggle at the top switches between Active Tasks and Completed Tasks views.
Filtering and Sorting
You can filter tasks using several controls:
- My Tasks Only -- Toggle this to see only tasks assigned to you, filtering out tasks assigned to other team members.
- Date Range -- Select a start and end date to narrow tasks to a specific period.
- Column Sorting -- Click any column header to sort ascending or descending.
Editing Tasks
Click the edit icon on any task to open the Edit Task Modal. Here you can modify the title, description, status, deadline, tag, and assignee. Changes are saved immediately to the backend and reflected in the task board.
Exporting Tasks
The export feature lets you download your tasks in multiple formats for use outside DeepCura. You can filter by date range before exporting, ensuring you capture exactly the period you need. This is useful for generating reports for practice managers, billing teams, or compliance reviews.
Secure Task Sharing
The Secure Share feature generates a shareable link to your task list. This is useful for collaborating with team members who may not have DeepCura accounts, or for sharing task summaries with referring providers. The shared view is read-only and time-limited for security.
Task Deletion
Tasks can be deleted individually by clicking the delete icon on any task row. A confirmation step prevents accidental deletions. Deleted tasks are permanently removed and cannot be recovered, so use this sparingly.
Customize Which Tasks the AI Generates
You can limit which tasks the AI generates — for example, to generate only tasks related to scheduling and ordering labs but not referrals or medications. Go to Templates → AI Task Generation Instructions and specify the types of tasks you want. These rules apply automatically whenever tasks are created.
Bulk Task Editing with Voice
Manage and edit tasks in bulk across any patient chart using simple voice commands:
- Rephrase multiple tasks at once
- Change status (Open, In Progress, Completed)
- Adjust deadlines in one command
- Add or remove multiple tasks simultaneously
One voice command updates them all, saving you time and keeping everything organized.
Creating Tasks Manually
You can also create tasks directly from a patient's record without relying on AI detection.
Step 1: Navigate to AI Tasks
Enter your patient's file in the patient threads.
Don't see the AI Tasks tab? If the AI Tasks tab is missing, create a note with a command like: "Refer Sandy to a dermatologist." Once the first AI task is created, the tab will remain visible permanently for that patient.
Step 2: Add a New Card
Choose the appropriate section (To Do, In Progress, or Done) and click the + button to create a new card.
Step 3: Edit the Card
Add a title, description, and tag (e.g., Labs, Alert, Insurance) for easy filtering later.
Step 4: Save Your Work
Click the floppy disk icon to save your edits and attachments.
Automation Hub: Patient Instructions & Referral Letters
After finalizing your note, an Automation Hub pop-up window appears automatically. From here, you can quickly generate and send AI Tasks, Patient Instructions, or Referrals without navigating away from the page. You can also open it at any time by clicking the Automation Hub icon in the toolbar.
Send Patient Instructions
The Patient Instructions tab generates a patient visit summary instantly. The output includes key findings, medications, home care guidance, and follow-up instructions.
- Customize the template to define your headers or add specific notes (e.g., emergency contacts, follow-up intervals).
- Edit the generated text on the spot before sending.
- Send it directly to your patient's email through a secure, HIPAA-compliant message with a link and password to access their summary.
- Alternatively, download or print the PDF handout for in-person delivery or upload to your patient portal.
Generate and Send Referral Letters
The Referral tab generates a professional referral letter based on your encounter note. You can email it or fax it straight to the correct contact.
You can edit the template to customize the content and send it directly to the referring physician through DeepCura's portal.
Disabling the AI Task Pop-Up
If you prefer tasks to go directly into Task Manager without a review step, you can disable the approval pop-up:
- Go to the Settings toggle in the left sidebar
- Click Automation Rules
- Find the Supervise AI Task agent toggle
- Toggle ON = Pop-up appears so you can approve, deny, or edit tasks before they are saved.
- Toggle OFF = No pop-up. Tasks go directly into Task Manager.
AI Clinical Orchestrator: Your Daily Command Center
Control your entire practice from one intelligent interface. The AI Clinical Orchestrator (accessible from the sidebar under AI Schedule) unifies scheduling, tasks, communications, and patient workflows into a single streamlined experience.
"Prepare Me for Today" — AI Morning Briefing
The most powerful feature of the Orchestrator. Just say or type "Prepare me for today" and the AI compiles a comprehensive briefing from all your communication channels:
- Emails: Summarizes today's incoming emails — flagging urgent messages, patient requests, and action items
- Faxes: Summarizes incoming faxes — referral letters, lab results, prior auth responses
- Tasks: Lists all tasks due today, organized by urgency and deadline
- Appointments: Full schedule with smart patient briefs, recent visit history, and relevant clinical context
Instead of checking four different places, you get one unified summary that prepares you for your entire day in seconds.
Connect Your Accounts
To unlock the full power of the Orchestrator, connect your accounts in Settings → Integrations.
Connect Google Calendar
- Go to Settings (gear icon in the sidebar)
- Click the Integrations tab
- Click "Connect Google Calendar"
- A Google sign-in popup will appear — sign in with your Google Workspace account and grant calendar access
- Once connected, your appointments automatically appear on the AI Schedule page
HIPAA Compliance Required: You must have a HIPAA-compliant Google Workspace plan with a signed Business Associate Agreement (BAA) before connecting. Personal Google accounts are not HIPAA compliant.
Connect Gmail
- Go to Settings → Integrations
- Click "Connect Gmail"
- A Google sign-in popup will appear — sign in and grant email access
- Once connected, the Orchestrator can read your incoming emails and send emails from your Gmail address
- Use the "Send Test Email" button to verify the connection is working
HIPAA Compliance Required: You need a HIPAA-compliant Google Workspace plan with a BAA signed before connecting Gmail.
Fax
Fax is automatically provisioned — no setup needed. Your dedicated fax number is managed from the Smart Fax page (sidebar → Smart Fax). The Orchestrator can read, summarize, and send faxes to any number.
Schedule & Appointment Management
With Google Calendar connected:
- All appointments automatically appear in your scheduler
- Click Start on any appointment to instantly open the patient file
- If the patient is new, a new file is created automatically; if they already exist, the appointment links to their existing file
Without Google Calendar:
- Upload or screenshot your calendar
- DeepCura extracts the appointments and links them to new or existing patient files automatically
Orchestrator Capabilities Summary
The AI Clinical Orchestrator can:
- Schedule: View, create, and manage appointments
- Read emails: Summarize incoming emails and flag urgent items
- Send emails: Compose and send patient communications
- Read faxes: Summarize incoming faxes with AI analysis
- Send faxes: Create and send professional fax documents
- Manage tasks: Create, track, and prioritize tasks across patients
- Patient lookups: Search and access patient records
- Morning prep: "Prepare me for today" — unified briefing from all channels
- Workflow automation: Automate repetitive clinical workflows
Next Steps
Continue to Lesson 4.6 — AI Comms Hub: Fax, Email & SMS.