Mickey and Minnie Practitioner Training: Lesson 1 

Hello and welcome to Aeon Training!  If you are a practitioner at your medical clinic, then this training is for you.  We've designed it so that you can Learn Concepts and then Practice Concepts in your account using the two fake Patient Profiles, "Micky Mouse" and "Minnie Mouse." By the end of this short training, you'll be ready to handle your day-to-day tasks!  

Here are the topics we'll be covering throughout these lessons:

 

Throughout this training, we will use the description of "staff" for the position of any admin role in the clinic.  Their title/role may be described differently, but you'll find that many of the tasks are the same.  

 

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Quick Links

Training Setup
🔹Bookmark the Aeon Knowledgebase
🔹Review the Dashboard and Modify Settings
🔹View and Manipulate the Calendar
🔹Changing the Status of a Patient's Appointment
🔹View Patient Profile
🔹View Inbox items
🔹View, Manage, and Respond to Tasks

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Training Setup

1. To complete this training, we suggest you have your screen set up with two windows (or two monitors) so that you can view both the lesson and the demo account side by side.  It will look like this:

2. This training will take you through practice situations that will help you become familiar with how Aeon will help your practice stay organized and save you time.  

 

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Bookmark the Aeon Knowledgebase 

Throughout these tutorials, we will link to articles that are on our knowledge base.  This knowledge base is being populated with new content on a daily basis.  As a new Aeon user, you will likely need to refer to these docs until you become familiar with them.  

1. Click here to open the Knowledgebase in a new tab

2. It's suggested that you bookmark this site to your Bookmark bar so that you can easily access it going forward.  Please note that your browser may look different:

 

For each feature, there is an overview Article.

3. In the search bar, type in Chart Notes

You will see a few results.  The article we will look at is Charting: An Overview

4. Click on Charting: An Overview to open it

You can see in the Quick Links at the top to jump to the section that you want to read more about:

• Permissions:  This will detail what access a Practitioner has in Aeon vs Staff
• Limitations:  We are aware of certain limitations of this feature
• Issues: We are aware of some Issues you may see

 

5. You can go back to the tab with your Aeon account open

 

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Review the Dashboard and Modify Settings 

 

 

It's 7:00 a.m. on a Monday, and your clinic will be open in an hour.  You have a brief amount of time to have a look at Aeon's dashboard.

1. Log in to your Aeon account

2. Set up MFA if you haven't already

In Aeon, what you see and have access to depends on your role in the system.  Practitioners can perform anything possible in Aeon.  Staff are more restricted.

3. Click your initials at the top right of the screen

4. Click Edit

7. Change your role to Practitioner

8. Fill in the details in the mandatory fields

9. Click Save

Nice work! Your role and information have been set, and you can now use Aeon as intended for the Practitioner role. 🎉

When you log into Aeon, you'll see the features you'll most frequently use along the left-hand column.  The easiest way to think about it is that these icons represent your Calendar, Tasks,  Bills, etc, across ALL of your patients.  If you want to look at patient-specific calendar entries, tasks, etc, then you can access that information through the Patient Profile.

Whenever you click the Aeon logo at the top left or click on home throughout the program, you'll be brought back to the main page.  On the main page you can see how you can contact us and receive help:

 

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View and Manipulate the Calendar 

Once you are ready to start your day seeing patients, the first thing you'll want to do is look at your Calendar for the day.

1. Click Calendar on the left side

Our Appointment Scheduling system simplifies bookings, modifications, and cancellations. The main Calendar tab offers you a handy overview of all your patients' appointments, and you can filter by Practitioner or choose to view by day, week, month, or agenda.

When you open the Calendar you are looking at your own. Let's look at everyone's.  

2. Click the box that has your name in it  

3. Choose All Practitioners

You will now see the Calendars side by side.

By default, you are looking only at today's calendar appointments. Let's look at tomorrow.

4. Click the > symbol next to "Today"

The Calendar will advance by one day. Next, let's look at the different views.

5. At the top right of the Calendar, click Day

6. Now try Week, Month, and Agenda

Now that you've got the knack of changing the Calendar views, let's create the first appointment.  Your staff will likely create the majority of your appointments, but there may be times when you will do so.

7. Change to the Day view

8. Click on the calendar at the time you want the appointment to be:

When you choose an appointment, you'll see the Appointment Details open up on the right-hand side of your screen:

If you do not see this, your computer window may be minimized.  Expand it to the right.  This is the area where you can see the full details of the appointment and make changes.

9. Under Add a Patient, start to type in Mickey Mouse and then choose it from the dropdown

 

10. The date, time, and duration are correct, but you can change them here if you'd like

11. The Practitioner (you) and Modality (In person) are set by default, but they can be changed here

12. Add a Reason for the Appointment

13. Add any Additional Information

14. Click Create Appointment

It will now look like this:

 

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Changing the Status of a Patient's Appointment

The status of the appointment helps everyone in your clinic to understand where the patient is in relation to their appointment.  

When you booked the appointment previously, you can see "Confirmed" in the Appointment Details.

When a patient arrives for their appointment, we suggest that the front desk changes the status to Patient Here.  Let's try out the status functionality.

1. On the Calendar page, refresh your browser.  When you do, you'll see the Today's Appointments in the right column:

Note the Confirmed status.

2. Change the status to Patient Here

We suggest that once the patient is shown into your exam room, the status should be changed to In Progress.

3. When the appointment is done, we suggest you change the status to Complete.  Do that now.

The front desk can mark an appointment as No Show, as needed. 

We're going to look at Mickey's Patient Profile next, but keep the Calendar open as we'll use a shortcut.

 

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View Patient Profile

Aeon tries to save you time and reduce clicking.  You can, of course, click on Patients in the left-hand column, search for the patient, and then open their Profile, but there is a quick way to do so from the calendar information.

1. With the Calendar open, click on Mickey's appointment to open the Appointment Details in the right column

2. Hover your mouse over the icons located in the Calendar details, and a pop-up will explain where the icon will take you:

3. Click on the Patient Profile icon to go to Mickey's profile

Let's quickly review the sub-tabs in a Patient Profile:

As you progress through these lessons, you'll learn how to use each.  Each title is linked to the support overview article if you'd like to learn more about it.

• Patient: Provides a brief overview of the patient.
• Charting: The Enhanced Charting System makes it super easy to document patient medical data, manage tasks, and it includes handy features like referrals, lab requests, and prescriptions, all while keeping everything compliant with legal and usability standards.

• Issues: The Issues Management System helps healthcare providers easily keep track of, update, and manage patient medical issues, whether they're acute, chronic, or resolved.

• Medications: You can easily create, manage, and keep track of patient medications and create prescriptions. 

• Measurements: A handy tool to easily record, view, and manage a variety of patient measurements, like vital signs and clinical metrics, with access to historical trends to help you make better decisions.

• Histories: The Medical Histories Management feature offers an easy and organized way for clinicians to jot down, review, and update patient medical histories. This includes everything from past medical conditions and surgeries to family medical history, social history, and gynecological history. It ensures that all this important information is neatly recorded and ready for you whenever you need it to make informed decisions.

• Screenings: Screenings help healthcare providers easily set up, manage, and remind themselves about upcoming prevention screenings for patients. This friendly feature includes using a handy list of screening types, keeping track of their status, monitoring results, setting reminders for future screenings, and reviewing past data with ease.

• Immunizations: The Immunization feature is here to help you easily create, track, and manage your patients' immunization records. You'll find it super handy with fields for vaccine details, tracking statuses like "Administered" and any potential reactions, setting up reminders, and even reviewing historical data with a neat timeline.

• Allergies: This handy system keeps allergy information neatly stored in the patient’s profile, making it super easy to reference and ensuring that allergies are always considered when making clinical decisions.

• Appointments: The Calendar appointments that are specific to this Patient.

• Files: Our File Management System makes it a breeze for clinics to store, review, organize, and manage all sorts of patient and administrative files and documents. It’s got you covered with easy uploads, neat categorization, and task linking, all designed to keep things accurate and super accessible!

• Timeline: This provides you with a historical trail of what has happened on this Patient Profile.

We are going to fill this out during Mickey's appointment.  But first, let's look at how you'll review new Files assigned for your review.

 

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View Inbox items 

Due to the constraints of this training setup, no items have been set up for your review in your Inbox.  However, please review this article and learn how to review new Files assigned for your Review.  

 

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View, Manage, and Respond to Tasks 

Aeon's Task management system makes it super easy to track, assign, and complete tasks around the clinic. It works smoothly with different roles, fits right in with your existing EMR features, and offers handy sorting, notifications, and prioritization options.

1. Click Tasks on the left side

By default, you are looking at all Tasks assigned to you, in order of priority (manually set within Aeon) and due date. 

2. Click Starred

These are Tasks that you have chosen to follow.  Perhaps you'd like to keep an eye on a Task you've assigned to another individual in your clinic.  To follow a Task, click on the star icon within a Task.  To unfollow it, click the star icon again.  Note that when a Task is completed you are still following it - this way you can see that it was completed.  Simply unfollow it when you no longer have need.

3. Click Review

These are tasks specifically with files/documents for your review.  When the staff receive paper mail, email attachments, and faxes they sort through them in the Inbox and assign them to the patient and associated responsible practitioner.  This is where they land, and you must review and acknowledge the files here.  

4. Click All 

These are everyone's Tasks in the clinic.  You can use the filter options to drill down into what you are searching for. 

Let's create a Task!  You'll assign it to yourself and then close it for testing purposes.

5. Click New Task

6. Choose General Task

7. Give the Task a title: Complete Aeon Training

8. Set the priority to High

9. Add information about the Task: I'm learning the basics of Aeon!

10. Under Assigned To, start to type in your name and then choose it from the dropdown list

11. Under Patient, start to type in Mickey Mouse's name and then choose it from the dropdown list

12. Set the due date to tomorrow

It should look like this:

 

13. Click Add Task

Now that you are back on your main Task page, let's check out the icons you see.

14. Hover your mouse over each icon at the bottom and side of the Task - you'll see a little pop-up telling you what each is:

 

 

 

15. Click on the title of the Task to open it up

Here you can see information about the Task:

A. Timeline: Click the horizontal bars to see the Timeline

B. Delete: Click the icon to delete this Task

C. Follow: Click the star to follow this Task by indicating a yellow star

D. Complete: Click the checkmark to mark the Task as complete

E. Comment: Add a comment to the Timeline to always be viewable to any clinic user on the Aeon account

F. History:  See the timeline history

G. Go Back:  Go back to the list of Tasks

H. Save: In this screen, you can make edits and then click Save to save them

 

16. Complete the Task by clicking the checkmark icon

17. Go back to your Task list  - note the Task is no longer listed

18. Go to All Tasks

19.  Filter by Closed State to see the Task

 

Awesome work 🎉!   In Lesson 2, we'll use Aeon to capture the details of the appointment with Mickey.