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Inbox: An Overview

Learn all about Aeon's Inbox management system that organizes and streamlines incoming document handling

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Description

The Inbox Management System organizes and streamlines document handling within Aeon by introducing two primary inboxes: a general inbox for unassigned items, and a “personal inbox” called document review tasks for practitioner document management.

It supports document upload, assignment, review, and integration with patient charts or consultations.

Staff and practitioners utilize the system to manage documents like faxes, lab results, and consult reports. Staff process items from the general inbox by assigning them to patients or practitioners, while practitioners use their “personal inbox” document review tasks for patient care and review of documents.

Some common tasks you will perform using the Inbox include:

  • Upload and categorize documents.
  • Assign documents to patients or practitioners.
  • Mark tasks as acknowledged, or dismissed.
  • Create and manage tasks and comments.

 

 

Location

The Inbox is located in the left-hand column.

 

 

Use 

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

 

 

View the Inbox

1. Click on the Inbox icon in the left column.

You will see two tabs - New and All.  

New:  All new items added to the Inbox that haven't been assigned to a Practitioner yet.

All: All documents with the ability to further Filter to only display the Documents assigned to a specific practitioner, a type of Document, or abnormal results:

2025-02-18_18-18-18

 

 

Upload Documents to Inbox and Assign a Practitioner

1. Click on the Inbox icon in the left column.

2. On the right-hand side bar (if you've minimized your screen you may need to expand it), click Choose Files.

3. Choose the Document from your computer.

4. Click Start Upload.

It will be named whatever it was saved as on your computer.
 
5. Click on the name of the Document to reveal the Document Details.
 
6.  Fill in the fields.
  • To link a patient to the Document, start typing in the Patient field and choose from the dropdown.
  • To assign a practitioner to the Document, start typing in the Assign To field and choose from the dropdown.
7. Click Save.
 
This Document will now be assigned to the practitioner to review. 
 
 
 

Review a Document in the Inbox

1. Click on the Inbox icon in the left column.
 
You want to filter to only see the Documents assigned to you for review.
 
2. Click on All above the list of Documents.
 
3. Click Filter.
 
4. Choose your name.
 
5. Click outside the filter box.
 
Now you are looking at the Documents that have been assigned to you for review.
 
6. Click on the name of the first Document to review.
 
7. On the right side you'll see several options:
 
  • Acknowledge and View Next:  Choose this once you are done reviewing the Document and want to move it out of your list to review.
  • Dismiss and View Next:  Choose this if you want to skip this Document for now and come back to it later.
  • Create Task:  Choose this if you want to assign a Task to someone with this Document attached.
  • Create Measurement:  Use the information from the Document to create a Measurement for the patient record (Blood Pressure, BMI, Heart Rate, Height, Temperature, or Weight.  
 
 

 

Permissions

  • Practitioners: Have access to their document review tasks and the unassigned items. Access to other practitioners’ tasks is not restricted at this time, however, actioning other practitioners' tasks is not available. The user must add themselves to the document review task to acknowledge or dismiss it.
  • Staff: Can view unassigned and archived items but not actioned tasks unless specified. They do not have a “document review” task type

 

 

Documents Limitations

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

  • Automated tagging of abnormal results for prioritization.
  • Advanced AI analysis for result trends and disease patterns.
  • Integration with patient communication portals.

 

Document Issues

These are current issues that we are aware of:

  • The initial implementation will lack advanced filtering for staff.
  • Limited to basic document editing tools (e.g., rotate, split).
  • Users may experience slight delays in document uploads under high server loads.