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⭐ Letters: An Overview

Create, save, fax, download, print, and generate amended patient Letters from signed Chart Notes

In This Article

Practitioners document patient encounters in Chart Notes, including the patient’s history, assessment, clinical rationale, orders, and follow-up plan.

The Letters functionality allows practitioners to send this narrative and attached embeds to external specialists without leaving Aeon.

After signing and saving a Chart Note, practitioners can generate a Letter summarizing the patient encounter. The resulting PDF includes:

  • The patient’s name, date of birth, and PHN

  • The encounter narrative, or “letter content”

  • Chart Note embeds are also included as attachments

⚠️ 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.  

  • The practitioner’s and clinic’s contact information, taken from Settings

  • The practitioner’s signature, taken from Settings

If the original Chart Note is amended, practitioners can generate an amended Letter containing the updated information.

 

 

Location
 

The Letters functionality is found by following these steps:

1. Create a Chart Note and Sign and Save it

2. In the Charting sub-tab of the Patient Profile, click the Chart Note title

3. At the bottom click Send as Letter

4. You will now see a Preview of the Letter

In this example, you can see a Chart Note with free form text, several embeds, and a file:

chart note

This is what the letter will look like:

Letter

 

 

🎓 Training Tip: Files

Files embedded in the Chart Note are not attached as attachments to the Letter.  You can download file(s) from the Files sub-tab of the Patient's Profile.

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. Click Save to keep the Letter, or leave the page without saving to discard it

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:

amended-1
In the Chart Note, the new Letter will be noted, along with the original:

revised

 

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