Calendar: An Overview

Quick Links

Description
Location
Use
🔹View a Calendar
🔹Create a Patient Appointment
🔹The Patient's view
🔹Create an Event
🔹Edit a Calendar Entry
🔹Delete a Calendar Entry
Permissions
Calendar Limitations
Current Calendar Issues

 

Description

Our Appointment Scheduling system makes life easier by simplifying bookings, modifications, and cancellations.

 

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Location

You can easily find your calendar in two spots: either in the Calendar tab or by navigating to Patients > Appointments. The main Calendar tab offers you a handy overview of all your patients' schedules, and you can filter by Practitioner or choose to view by day, week, month, or agenda.

In the Appointments sub-tab within a Patient Profile, you can easily check out Upcoming and Past appointments for that patient, set up a new appointment just for them, and even hop over to your main Calendar.

 

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Use

Below, we will cover all the features of and how to use the main Calendar.  For information specifically on Patients > Appointments, please see the Patients: An Overview article.

 

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View a Calendar

1. Click the Calendar icon on the left-hand side of the screen

A.  Business Hours/Full Day:  Use this toggle to switch between viewing the calendar during business hours only (set in Settings) vs. a full 24-hour day.

B. Filter by User:  View the calendar for All or a specific practitioner.

C. Calendar Date: Change the date of the calendar you are viewing.  By default it is today.

D. Day/Week/Month/Agenda: View the calendar in different ways.

E. Appointment Details: When a calendar entry is clicked on this is the area where you will create/edit the information.

 

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Create a Patient Appointment

1. Go to the right date

2. Click on the calendar at the desired time

3. Fill out the information in the Appointment Details located at the far right of your screen (if you have minimized your screen, expand it to see this area)

A. Add a Patient: Start typing a patient's name and choose it from the list.  This Patient must already exist in Aeon

B. Start (*mandatory): You can manually change the start date and time

C. Duration (*mandatory): You can manually change the duration

D. Practitioner (*mandatory): Assign the practitioner responsible for the appointment.  The default will be the practitioner that you clicked to create the appointment.

E. Modality (*mandatory): By default, this is "In person" but you can change this to "Conference" or "Phone".

F. Reason (*mandatory):  Choose from the dropdown.

G. Additional Information:  This is an open field where you can enter information about the appointment.  

4. Click Create Appointment

 

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The Patient's View

When you associate a patient with a calendar entry, they receive a booking confirmation.  This is what it looks like from the patient's point of view (note: the clinic's name in this example is "Aeon Team"):

You'll note that in the timeline of the Calendar Appointment, there is a notation about the system notification:

 

 

 

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Create an Event

Unlike Patient Appointments, Events are perfect for all sorts of scheduling needs. Think of things like staff meetings, tentative plans, private appointments, and more. Here's how to set one up:

1. Pick the right date

2. Click on the calendar at the desired time

3. Fill in the details in the Appointment Details section on the far right of your screen (if you have minimized your screen, expand it to see this area)

A. Title (*mandatory): Give your Event a clear title.

B. Start (*mandatory): You can manually change the start date and time.

C. Duration (*mandatory): You can manually change the duration.

D. Attendees: You can invite internal people in your clinic who have an Aeon account.  Please note that you cannot add patients or contacts outside your clinic.

E. Details: This is an open field where you can enter information about the Event.

4. Click Create Appointment

 

 

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Edit a Calendar Entry

1. Find the Calendar entry

2. Click on the entry

3. In the Appointment Details located at the far right of your screen (if you have minimized your screen, expand it to see this area), click the edit icon found at the bottom right of the Appointment Details

4. Make the changes

5. Click Update Calendar Event

 

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Delete a Calendar Entry

1. Find the Calendar entry

2. Click on the entry

3. In the Appointment Details located at the far right of your screen (if you have minimized your screen, expand it to see this area), click the delete icon found at the bottom right of the Appointment Details

4. You'll see a pop-up asking you if you're sure.  Click Delete

 

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Permissions

Practitioners: Access to personal and shared schedules, with the ability to block, edit, and manage appointments.

Staff: Full access to scheduling, cancellation, and follow-up workflows.