THE REAL COST OF MANUAL COORDINATION
Support services should not run on pagers, phone calls or radio
Yet for many hospitals, that’s exactly how the day runs.
A request comes in. A dispatcher picks up the phone or radio. Someone gets paged or called. The ward waits, then calls to follow up.
By the end of the day, hours have been lost coordinating routine tasks like patient movements, cleaning, deliveries and maintenance.
Medtasker streamlines workflows to help hospitals get more from the same workforce. Work is allocated based on urgency, complexity and staff location. Every task has an owner, status and record, giving everyone a real-time view of what’s happening.
From request to completion
How Medtasker works
for support services teams
A unified solution connecting orderlies, cleaners, security and building services with wards and support services managers.
Request – Ward staff or clinicians create a job from desktop, mobile or with one touch in Calltasker. Patient and location details auto-populate from the hospital patient administration system (PAS).
Dispatch – A coordinator sees the job in real time and assigns it, or attendants can pick from a central queue. Work is balanced based on urgency, complexity and staff location. Reminders trigger if a job isn’t started promptly, and tasks can be escalated to the broader team when needed.
Complete – Attendants update the task status. The requesting ward sees progress and task coordinators manage the workflow. Medtasker keeps a full record for review, audit and reporting.
The whole support network on one screen.
Medtasker’s coordinator dashboards show every job, every team member and every queue across the hospital in real time.
Tasks are allocated and workload rebalanced with a click. Escalations alert the coordinator before a delay becomes a problem on the ward. Calls to the coordinator’s desk drop sharply because ward staff can see job status for themselves.
Built for the way coordinators and operations leaders work
- Real-time coordinator dashboards across teams, queues and locations
- Workload visibility and rebalancing in a click
- Volume by day, hour, role and task type for capacity planning and training
- Detailed response time and demand reporting
- Complete audit trail for every job, accessible to authorised users
Real-time visibility of jobs, availability and location helps coordinators allocate work efficiently and keep teams moving.
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Patients moved. Equipment located. No delays.
Medtasker turns jobs for orderlies, porters, wardies and patient services assistants (PSAs) into trackable tasks, with clear owners, to and from locations, and statuses everyone can see.
Requests arrive complete with patient details, location and any equipment needed. Attendants pick from a central queue or accept assignments directly, all on a mobile device.
Built for the way support staff work
- Tasks include location, equipment and special requirements
- Patient details auto-populate from the patient administration system (PAS)
- In-app messaging for when a job needs clarification or is delayed
- Forward-task allows fast reallocation across the team
- Create scheduled jobs for planned transport and rounds
By making delays to task completion visible, Medtasker helps to avoid patient flow barriers throughout the hospital.
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Bed clean to bed ready, with everyone in the loop.
A single bed clean that’s overlooked can result in an admission stuck in ED and patients building up in triage. The same applies when a theatre turnover is behind schedule and delays every subsequent case.
With Medtasker, cleaning jobs route automatically to the right team, with location and priority built in. Cleaners and attendants see what’s next. Coordinators see what’s pending. When the job is done, the requesting ward knows immediately.
Built for how hospital cleaning works
- Rapid task creation and dispatch, including from Calltasker
- Jobs automated from PAS, patient flow and bed systems
- Configurable escalation profiles for time-critical tasks
- Detailed reporting on volume, response times and demand patterns
Auto-tasking can create many efficiencies with cleaning. St John of God Midland Public Hospital has reduced the average time for bed readiness by over 90 minutes, triggering Medtasker from other systems.
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Rapid response. Recorded properly.
Prompt responses and accurate recording are vital for hospital security teams.
Medtasker dispatches security tasks with full context, including who is involved, where the incident is and what is required. For emergency security incidents, structured response pathways ensure the right responders are alerted immediately.
Built for the way hospital security teams work
- Multi-person allocation for incidents requiring multiple responders
- Automatic escalation if a job isn’t started in time
- Complete audit trail with timestamps, attendees and photos
- In-app communication between responders, requesters or coordinators
Security officers can accept and update jobs directly from their mobile device, with the ability to add updates and photos from the scene. When incidents are reviewed days or weeks later, there is a complete audit trail with a timestamp for every action.
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Urgent fixes, dispatched fast.
Building services, biomedical and engineering teams manage everything from faulty plugs to a failed oxygen outlet. The right job must reach the right person fast to keep wards running at full capacity.
Medtasker routes engineering and building requests by role and location, with photos, equipment IDs and access requirements captured at the point of request.
Built for how hospital building and engineering teams work
- Supports role and location-based routing
- Automated task creation from building management systems
- Photos and equipment details captured in-task
- Scheduled jobs for planned maintenance work
- Audit trail for compliance and incident review
Building management systems can also create tasks automatically, so a sensor reading or alarm becomes a tracked Medtasker job without anyone having to make a phone call.
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Spiritual and cultural support, routed to the right person, every shift.
The work of chaplains, pastoral care workers, Aboriginal Liaison Officers, Kaumātua (New Zealand) and other peer or cultural support workers is high-trust and time-sensitive.
This vital support is often required at a time of sudden clinical deterioration or family distress, when ward staff don’t have time to track down a pager number or provide a detailed handover.
Built for the way spiritual and cultural care teams work
- Role-specific task routing across wards, ED and after-hours
- Patient and family details available in-task
- In-app messaging for handover detail
- Complete audit trail across teams and shifts
Medtasker carries the request for spiritual and cultural care to the right on-duty person in seconds, with patient, location and context attached.
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Integrated insights and reporting
Every job in Medtasker becomes information
Coordinators and managers can view task volume by day, hour, role and task type. Medtasker also tracks response times and demand patterns by ward and department.
This data underpins SLA reviews, capacity planning, business cases for additional resourcing and interdepartmental billing, where hospitals recover support costs across cost centres.
When the executive asks why the team needs another orderly on the night shift, the supporting evidence is already in the report.
Why Medtasker
Why support services teams love Medtasker
Support services teams adopt Medtasker because it makes their work faster, fairer and more visible.
Bed clean times cut by 90+ minutes
Following Medtasker workflow automation
at SJOG Midland Public Hospital.
5–10 minutes to learn
New staff are confident in using
Medtasker after a single short session.
Complete audit trail
Who, what, when, where
captured for every job.
Send tasks with a touch
Calltasker
When simplifying a request matters the most, Calltasker turns common jobs into a single tap.
Calltasker is used from wall-mounted devices with preconfigured buttons for the highest-frequency jobs (e.g. for an operating theatre, different types of cleans, patient transport or equipment moves).
Tap a button and the right role (or roles) gets the job, with Medtasker tracking it through to completion like any other task.
Beyond Support Services
What about clinical teams?
Medtasker is also the solution clinical teams use for after-hours tasking, emergency code responses, shift handover and the daily work that keeps care moving. The same core task management platform, configured for the way clinical teams work.
Frequently asked questions
Which support services teams can Medtasker coordinate?
Medtasker coordinates work across every support services team, not just one or two. Orderlies, porters and PSAs work from Medtasker. So do cleaning, security, building and engineering teams. Pastoral and cultural care requests run the same way. Coordinators and operations leaders see every team and queue on one screen.
How do support staff use Medtasker day-to-day, and on what devices?
Support staff work from a mobile device, whether that’s a personal phone under a BYOD policy or a hospital-issued handset. They pick jobs from a central queue in Medtasker or accept assignments sent to them, then update status as the work progresses. Photos and information can be added at the scene, which matters for security and engineering jobs. Any clarification happens through in-app messaging, so a job that needs a question answered doesn’t fall back to a phone call.
Can support services jobs be created automatically?
Many jobs can be created automatically on Medtasker, without anyone making a request. Patient administration and bed management systems can raise cleaning jobs. A reading or alarm from a building management system can raise an engineering job before ward staff notice the problem. Automated tasks arrive complete, routed to the right team and tracked through to completion like any other job on Medtasker.
Does Medtasker work with the operational systems our teams already use?
Medtasker works alongside the systems your teams already run, rather than replacing them. Patient administration systems populate patient and location details into tasks, so requests arrive complete. Bed management, patient flow and building management systems can also connect, so jobs are created from system events rather than being phoned in. The depth of integration can be tailored to each hospital’s needs.
How does Medtasker give coordinators visibility across every team and queue?
Medtasker’s coordinator dashboards show every job, every team member and every queue across the hospital, in real-time. Coordinators allocate work and rebalance workload in a click. An escalation alerts the coordinator before a delay reaches the ward. Call volumes to the desk reduce, because ward staff can see job status for themselves.
What reporting does Medtasker give for capacity planning and business cases?
Every job in Medtasker becomes structured data. Medtasker reports task volume by day, hour, role and task type, and tracks response times and demand patterns by ward and department. Managers use this for SLA reviews, capacity planning and the business case for more resourcing. Requests for more staff or changed rosters rest on real activity, not estimates.
See Medtasker in action
The fastest way to understand how Medtasker can support your team is a conversation.
Tell us what you’d like to improve, and we’ll show you how Medtasker works for hospitals like yours.
