Calendar: An Overview

Quick Links

Description
Location
Use
🔹View a Calendar
🔹Create a Patient Appointment
🔹The Patient's view
🔹Edit a Calendar Entry
🔹Delete a Calendar Entry
🔹Changing the Status of a Calendar Appointment
🔹Link a Calendar Entry to a Chart Note
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 the main Calendar and how to use it.  For information specifically on the Appointments tab within a Patient Profile, 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. Today's Appointments OR Appointment Details:

• • Today's Appointments: When the Calendar is opened, this is the area where you will see all upcoming appointments.  From here, you can change the status of an appointment.
  • 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. Type:  By default, you will create appointments,  which are linked to patients.  Events are not linked to patients, i.e.,  a Staff Meeting.

B. Modality (*mandatory): By default, this is "In person," but you can change this to "Conference" - aka video call, or "Phone."

C. Patient (*mandatory): Start typing a patient's name and choose it from the list.  This patient must already exist in Aeon; if they don't, create an Event instead until you can create the Patient Profile.

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

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

F. Date & Time (*mandatory): You can manually change the start date and time.

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

H. 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 with both SMS and email notifications set up (note: the clinic's name in this example is "Cat Hillier Training" and the patient's timezone is AST):

SMS Reminder

Email Reminder

 

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

 

 

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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. Click Delete

5. You'll see a pop-up asking you if you're sure.  You also have the option (checked by default) to create a Booking Task to rebook this appointment.

 

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Changing the Status of a Calendar Appointment

Available Statuses:

• Confirmed
• Patient Here
• In Progress
• Complete 
• No Show

1. Click on the Calendar icon on the left side

2. See the list of Today's Appointments on the right

3. Under the applicable appointment, click the dropdown Update Status

4. Choose the status from the list

You may need to refresh your browser to update the status on the Calendar view.

 

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Link a Calendar Appointment to a Chart Note

You can link the Calendar Appointment from within the Chart Note, or from within the Calendar Appointment.  See the complete steps here.  

 

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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.