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Files (formerly Documents): An Overview

Overview of the updated system for uploading, managing, and storing patient Files.

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Description

Files, Aeon's Document Management System, is here to help clinics easily store, review, organize, and manage all sorts of patient and administrative files. It makes uploading, categorizing, and linking Tasks a breeze!

Staff and practitioners can effortlessly upload Files like lab results, imaging, and consult notes into patient charts, review new items, and share important data with other providers. You can access it during Charting and administrative workflows, making your day a little smoother.

Some common tasks you will perform using Files include:

  • Upload and categorize Files by type, observation date, and assignees
  • Review and acknowledge/dismiss Files
  • Attach Files to Tasks or Consults
  • Edit File details

 

Training Tip 🎓: Files are any type of document/attachment related to the patient that you receive or create and want to save to the patient's file. 

 

 

Location

You can find this feature right in the clinician's workflow during patient visits

files

 

A. In the patient's chart, you'll find the Files index 

B. In the right-hand sidebar, you can access the patient's Files 

Additionally, in areas where you can attach a File to another Aeon component, you will see this option.  For example, in Consults, you can attach Files.  

 

 

Use 

Below, we will cover all the features of Files and how to use them.

 

 

View a Patient's Files 

1. Open the Patient Chart

2. Click on Files

3. View a list of the Files linked to the Patient 

To view a specific File:

4. Click on the title 

5. View it on your screen

 

 

Upload Files 

1. Open the Patient Chart

2. Click on Files

3. Click Upload File

4. Complete the information.  If your File doesn't fall into a listed category, use "Other"

 5. Click Save
 
 
 

 

Edit a File 

While you cannot make direct edits to a File, you can edit the File details.

1. Open the Patient Chart

2. Click on Files

3. Click on the title 

4. On the right-hand side, you will find the File details (if you've minimized your screen, expand it)

5. Click the edit icon

6. Make your changes

7. Click Save

If you view the Timeline of the File, you will see the changes made

 

 

Permissions

  • Practitioners: Full access to upload, review, edit, acknowledge/dismiss, and share Files, mark as abnormal/normal, and assign additional practitioners.
  • Staff: Can upload, categorize, and assign files. Minimal editing of the File's name, observation date, and category.

 

 

Files Limitations

These are topics that we are aware of and working to address in the future:

  • Advanced File comparison tools for side-by-side review
  • Automatic tagging of Files with patient history data
  • Archive and redact functionality
  • File patient sharing through a portal

 

 

File Issues

These are current issues that we are aware of:

  • Some manual steps are required for File linking in complex workflows
  • Currently, no way to remove Files if added to the wrong patient's chart
  • Can only send Files to patients through external email (no fax)