In This Article
Description
Location
Use
🔹Create a Letter
🔹Fax a Letter
🔹Download or Print a Letter
🔹Create an Amended Letter
🔹Letter Permissions
Description
Practitioners document patient encounters in the Chart Note. This includes all aspects of the visit through free text and embeds.
The Letters functionality allows practitioners to turn the Chart Note into a formal, professionally formatted document for external communication, such as sending it to another practitioner or a patient.
The resulting Letter includes:
- Patient demographics
- Chart Note content
- Chart Note embeds
- Practitioner and clinic information (letterhead)
- Practitioner signature
⚠️ Files are not attached to Letters
If you wish to include a Files(s) with the Letter, download it from the Files sub-tab of the Patient's Profile. If a File is embedded in a Chart Note, it will not form part of the Letter attachments.
If the original Chart Note is amended, practitioners can generate an amended Letter containing the updated information.
Once a Letter is created it can be found by navigating to the Chart Note it was created from.
1. Open the Charting sub-tab of the Patient Profile
2. Click the title of the Chart Note to open it
3. Click the link to the Letter in the bottom left of the screen:
🎓 Letters found in the Chart Note, not Files
Letters are not located in the Files sub-tab of the Patient Profile. They are located as a link within the applicable Chart Note.
For more information, see the instructions for Create a Letter
Use
Below, you’ll learn how to create, fax, download, print, and generate amended Letters.
Create a Letter
If a Chart Note does not exist yet:
1. Open the Patient Profile
2. Click on Charting sub-tab
3. Create a Chart Note
4. Sign and Save
Once a Chart Note has been created:
5. In the Charting sub-tab, click on the title in the list of Chart Notes
6. At the bottom right, click Send as Letter
You are now viewing the draft Letter in Preview.
7. Review the Letter preview. If you are happy with the Letter, select Save. The Letter will then be saved to the patient’s chart and can be sent. If you leave the page without saving, a Letter will not be created.
See the instructions to fax, download, print, or make amendments.
⚠️ Files are not attached to Letters
If you wish to include a Files(s) with the Letter, download it from the Files sub-tab of the Patient's Profile. If a File is embedded in a Chart Note, it will not form part of the Letter attachments.
Fax a Letter
SRFax must be set up in order to Fax from Aeon
A Letter must be Saved prior to faxing (See Create a Letter)
1. Go to the Charting sub-tab of the Patient's Profile
2. Click on the title of the Chart Note that has the Letter
3. At the bottom left of the page you will see one or more "Letter" links with the date of the letter - click on the Letter you wish to fax
4. In the right side-bar, click Fax
5. Enter the fax number
6. Click Fax
Download or Print a Letter
1. Go to the Charting sub-tab of the Patient's Profile
2. Click on the title of the Chart Note that has the Letter
3. At the bottom left of the page you will see one or more "Letter" links with the date of the letter - click on the Letter you want to open
4. In the toolbar above the letter, click the download or print icon
You cannot edit a Letter directly. Amend the original Chart Note, then generate an Amended Letter.
Create an Amended Letter
The Letter details are pulled directly from the Chart Note. You cannot edit a Letter directly. Amend the original Chart Note, then generate a new Letter containing the updated information
1. Go to the Charting sub-tab of the Patient's Profile
2. Click on the title of the Chart Note that has the Letter
3. Click Create New Revision
4. In the white area at the bottom of the page, add any new text and/or embeds to the Chart Note
5. When done, click Amend and Save
6. Click the Chart Note title to reopen it
7. At the bottom, click Send as Letter
8. Save the Letter
9. Fax, download or print the Letter
Here is what an Amended Letter will look like with the time and date stamp of the change:
In the Chart Note, the new Letter will be noted, along with the original:
Letter Permissions
Practitioner - own Letters: View, create, print, download, fax, and generate amended versions from revised Chart Notes
Practitioner - Chart Notes and Letters created by another practitioner: View, print, download, and fax
Staff: View, print, download, and fax