➕ New features to Aeon, such as Allergies for example, will be found in the last article in the series.
Congratulations on completing Lesson 1! We will continue our learning with Mickey Mouse's appointment.
Here is what you'll be learning in Lesson 2:
Quick Links
Training Setup
Video Training
Written Training
🔹Create a Chart Note and a Measurement
🔹Create an Issue
🔹Create an eForm
🔹Create Tasks for Staff
🔹Complete Chart Notes
Training Setup
1. To complete this training, we suggest you set up your screen with two windows (or two monitors) to view both the lesson and the demo account side by side. It will look like this:
2. Choose if you'd like to learn by Video or Written Text - the learning is the same. You'll find both below. You are free to combine them as well!
3. 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.
Video Training
This is a live recording of this lesson. You'll see icons at the bottom right of the video screen that will allow you to change the speed, quality, or size of the video and move between chapters. You can also turn on the CC/Subtitles.
Written Training
Let's begin.
Create a Chart Note and a Measurement (0:29 in video)
We left off in our last lesson where Mickey Mouse was about to walk in for his appointment.
1. Open Mickey Mouse's Patient Profile
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.
2. Go to Charting
3. Click the + icon
4. Choose New Chart Note:
5. Give your Note a title (you can't save it otherwise)
Now, you will have a conversation with Mickey about his health. You decide to take Mickey's measurements.
Measurements are a handy way to keep track of all sorts of patient details, like vital signs and clinical metrics. Plus, you can easily look back at past trends to help make the best decisions!
We are going to add the Measurements to the Chart Notes via embeds.
6. In the chart note, start to type /measurement and then choose it from the dropdown:
You will see an embed pop up with values for you to fill in.
7. Under Type, choose "Waist Circumference" - you'll note that the unit field automatically populates with the appropriate type of measurement (in this case, you can pick from cm or in)
8. Enter Mickey's waist circumference in the Value field
As you type, note the indicator in the bottom right of the embed field that shows you the information has been saved. Note that it is saved in this draft note, but the Measurement is not active until you save and sign the Chart Note. Let's try this out.
9. Do not click Sign and Save at the bottom of the Chart Note. Instead, click on the "Measurements" tab in the Patient Profile:
You'll note the Measurement you just created in the chart note is not listed here. That's because the draft of it is saved, but it won't appear until after the Chart Note is Signed and Saved. Now, let's go back to our draft Chart Note.
10. Click the 🔽 next to Charting
11. Choose Resume Draft...
Now your draft Chart Note with the Measurement embed will open.
As you continue your appointment with Mickey, you suspect he may have Type 2 Diabetes. We will use an Issue to capture this information within the Chart Note.
Create an Issue (4:37 in video)
The Issues Management System helps healthcare providers easily keep track of, update, and manage patient medical issues, whether they're new, ongoing, or resolved.
1. On a new line in the Chart Note, start to type in /issue and then choose it from the dropdown
2. Add Type 2 Diabetes to the Issue Type field
3. Leave the Diagnosis Status as Suspected
4. For the field Started On, choose a date the symptoms started
Training Tip 🎓: Calendar Selector
You can easily pick a date by selecting the Calendar icon and navigating to the correct year/month/day instead of entering it manually.
5. For the Followup Due date, change it to one month from today
Note ⚠️: When you choose a Followup Due date, there is no automatic calendar event or Task that is created as a result. It's simply a date so that if you are looking at the patient record, you know when you thought you'd like to review this again.
6. In your Chart Note, your screen is becoming full. Click the - icon at the top right of each of the embeds for Measurement and Issue to collapse the boxes
Based on today's appointment, we'll want Mickey to have some bloodwork done. We'll use an eForm for this.
Create an eForm (6:58 in video)
The eForms Management System allows clinics to generate, manage, and share digital forms within Aeon. It supports auto-filling patient data, linking forms to consults, and securely transmitting completed forms via fax.
eForms will be available in Chart Notes soon! Please note that currently, eForms are not available to be created within the Chart Notes, but they will be soon. For now, you'll need to step out of the Chart Note to create it.
1. In the Patient Record, click Documents
2. Click Add eForm
You will see that the first drop-down lets you choose from the eForm library. These are eForms that have been added to your clinic's Aeon account. This part of the training assumes you have an eForm added for Lab Requisitions. If not, please speak to Aeon.
Training Tip 🎓: The eForm library can be populated by Aeon staff, or if you have your own .zip template, you can upload it yourself. Adding eForm templates is not covered in this Practitioner training; however, it's covered in the Staff training.
3. Choose Lab Requisition
4. Give the document a title
5. Click Create
You will see that information about the clinic and the patient has been populated in for you.
6. Fill in the required fields
7. Click Save.
After a few moments, you may need to refresh your browser to see it.
8. Click on the title of the document to open it
9. Note the details about the completed eForm on the right-hand side:
A. Timeline: In the Timeline, you can view if the Document was downloaded/faxed as well as anything else done to this Document
B. Fax: Please Do Not Fax This Document Out (unless you want to fax it to your own fax number). This is live and active, so it will actually go out to the fax number you enter.
C. Download: Download the Document to your computer's Downloads
D. Edit: You can edit the Document Details; however, you cannot edit the eform Document after you Save. If you've made a mistake, you need to re-generate.
Create Tasks for Staff (10:45 in video)
Now that the blood requisition is done, let's set up a Task for Staff to fax it over. Keep in mind that you could fax it yourself within the column on the right, and if this was a live environment, we would then fax the document. However, as this is testing within an account, we won't.
There are two areas to Quick Add a Task. When you are looking at the Patient, you will see "New Task" underneath their contact information. The second way to add a Task is to use the + icon at the top right of your screen. The only difference is that when you choose the first way, the patient will be automatically linked to the Task. If you choose the + icon, you will need to associate the patient. Try them both to see the difference.
1. Create a new General Task (using any method you'd like)
2. Enter a Title Fax Lab Req (Test for Aeon Training)
3. Enter some notes about the Task (and the fact that this is a training task, not a real Task)
4. Choose the High priority from the top right dropdown
5. Type in Staff in the Assigned To field and choose Role: Staff from the dropdown
6. Choose a due date
7. Click the box Follow this task
8. If you chose to use the Quick Add +, then in the "Patient" field, start typing in Mickey Mouse's name and choose it
9. Click Add Task
Best Practice 🚀: Assigning Tasks to "Staff"
Instead of assigning a Task to a specific individual, you have the ability to choose a role "Staff". When you assign a Task to the role of "Staff", then all Aeon users with this permission level will see the Task as something to complete. We suggest your clinic adopt the workflow that the person who takes it on should re-assign the Task to themselves, and that way it will be removed from the active Task list of all other Staff members.
Now let's have a look at where this Task went.
10. Go to Tasks in the left column
11. Click on All Tasks
You can see a list of the Tasks and can see the Task assigned to you to finish Mickey's Chart Note (we'll get to that in a moment) and the Task you just created for Staff:
12. Click on the title of the Task you created for Staff
13. Click the Close Task icon to close this Task (or delete it)
Great work! Now you know how to assign Tasks to others. Now, let's complete our Chart Notes for Mickey.
Complete Chart Notes (14:42 in video)
Now it's time to complete your chart notes for Mickey's visit. If you recall, we added a few embeds but never finalized the Chart Note. So, everything is in draft.
Aeon works hard to make sure these draft notes get taken care of. You will notice in your Tasks that there is a Task to complete the chart note for Mickey Mouse:
We didn't create that - the Aeon system did. It wants to remind you to finish this.
1. Go back to the draft Chart Note in Mickey's Patient Profile
2. Enter your notes from the appointment (I've created some SOAP notes):
3. Click Sign and Save
4. Now you will see the Chart Note in the list when you click on Charting
5. When you click on the Patient Chart on any tab, you'll see the new Issue and Measurement in the right-hand column
6. When you click on the Issues tab or Measurements tab, you'll see the new information
Now that we've completed the Chart Notes for Mickey, we can mark that Task as closed. Oh wait! Aeon did that too. If you go to your Tasks area, you'll see the Task was marked closed.
Fantastic 🎉! You've learned about many of Aeon's essential features through this lesson and have a great base understanding. In Lesson 3, you'll continue your work on Chart Note embeds. See you then!