eForms: An Overview

Description

The eForms Management System is here to help clinics easily create, manage, and share digital forms using Aeon. It makes life simpler by auto-filling patient data, linking forms to consults, and securely sending completed forms via fax or downloading and sending through your channel of choice.

Practitioners and staff find eForms super handy during patient consultations, referrals, and administrative tasks. The system smoothly integrates with patient charts, consults, and document management, ensuring medical forms are handled efficiently.

Some common tasks you'll complete in/with

Create and manage eForms from a centralized library.
Auto-fill patient, provider, and clinic information into forms.
Attach forms to consults.
Send completed forms via fax.
Store completed forms within the patient’s chart for future reference (found in the Documents tab).

Location

There are two locations to be aware of regarding eForms: the eForm Templates, and eForm creation in a patient record.

eForm Templates: This is where your clinic stores and adds new templates that can be used across your patient files. This can be found at Settings > eForm Templates:

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eForm Creation: You will create new eForms from the templates using patient information. This can be found at Patients > (patient name) > Documents > Add eForm.

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Use

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

View a Patient's eForms

1. Click Patients in the left column.

2. Find the patient and click on their name.

3. Click Documents.

Now you are looking at a list of the eForms that have been created for the patient.

Create an eForm for a Patient

eForms are created from eForm Templates so you must complete that step first if you haven't previously.

1. Click Patients in the left column.

2. Find the patient and click on their name.

3. Click Documents.

4. Click Add eForm.

5. Choose an eForm from the Library.

6. Give it a title.

7. Click Create.

8. Fill out the fields noted by squares in the document. You can use the TAB button on your keyboard to move to the next field.

9. Click Save.

Training Tip 🎓: Note there is no ability to edit a completed eForm. If you make a mistake you need to create a new eForm.

The document will generate. It may take a few moments. If you do not see it on your screen after waiting, refresh your browser.

Edit an eForm

Currently, there is no ability to edit an eForm. You can create a new one as a replacement and then you'd have to send it to the individuals that received the first version.

Best Practice 🚀: You can use the timeline on the eForm and/or the title of the eForm to clearly state that the original completed eForm is out of date.

To do so, open the Documents tab for the patient and click on the name of the eForm document. To change the title, click the edit icon at the bottom right. To add a note to the timeline, click the 🔽 next to Timeline and add a timeline comment.

Delete or Archive an eForm

Currently, there is no ability to delete or archive an eForm. You can create a new one as a replacement and then you'd have to send it to the individuals that received the first version.

Best Practice 🚀: You can use the timeline on the eForm and/or the title of the eForm to clearly state that the original completed eForm should not be used.

Create an eForm Template

Before you create an eForm for a patient, you must have uploaded the eForm Template to Aeon. For the Early Access to Aeon there are two choices: You can have Aeon upload the template(s) for you OR if you have your own eForm zip file you can upload it yourself per the directions below.

Best Practice 🚀: Speak to your Customer Success Manager at Aeon about populating your account with the eForms for your clinic.

1. Click Settings in the left-hand column.

2. Click eForm Templates.

Here is a list of all the templates in your eForm library.

3. Click New.

4. You can either drag and drop the zip file to the "Choose File" box, or click Choose File to choose it from your computer.

5. Click Create eForm Template.

6. Give the Template a title.

7. Click Update eForm Template.

Edit an eForm Template

You can edit the title of an eForm template. The title is the only thing that can be edited.

1. Click Settings in the left-hand column.

2. Click eForm Templates.

3. Find the template you want to re-name.

4. Click the edit icon to the right of the title.

5. Change the title.

6. Click Update eForm Template.

Permissions

Practitioners: Can create, fill out, send, and manage eForms.
Staff: Can create, fill out, send, and manage eForms.

Neither Practitioners nor Staff can delete eForms.

Limitations

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

Integration with an e-referral systems.
Centralized form library is accessible across clinic.
Adding eForm from charting, embed.

Issues

These are current issues that we are aware of:

Early Access version may have limited compatibility with non-standard eForms.
Some clinics may require custom form templates that are not yet supported.
eForms once completed are not editable.
Early Access requirement is that Aeon staff upload eForms for the clinic, or if the clinic has their own eForm zip file then they can upload themselves.