➕ New features to Aeon, such as Allergies for example, will be found in the last article in the series.
Congratulations on completing Lesson 2! You've come so far. Now we are going to focus on the remaining features you'll use to capture important patient information.
Quick Links
Training Setup
Video Training
Written Training
🔹Create Chart Note
🔹Create Histories
🔹Create Medications and Prescriptions
🔹Create Immunizations
🔹Create Screenings
🔹Create Tasks
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 Chart Note (0:21 in video)
Minnie Mouse is arriving for her pap smear and physical appointment.
When Minnie arrives in the clinic, the front desk marks here as here. You can see this in your calendar:
1. In Aeon you have the ability to hide calendar appointments from your screen. To do so, while you are looking at the Calendar, click the toggle at the top Show all calendar events. You will see that now your Calendar only shows when you are busy vs free.
2. Open Minnie Mouse's Patient Profile
3. Create a New Chart Note
4. Give the Chart Note a title
As you discuss the current health of the patient, you learn that she is having chronic issues with sleeping including insomnia and frequent awakenings.
5. Add this information to the Chart Note
Great Work! Keep this Chart Note open as we move on.
Create Histories (2:21 in video)
The Medical Histories Management feature offers a handy way for practitioners to document, review, and update patient medical histories, covering everything from past medical conditions and surgeries to family, social, and gynecological histories. This feature ensures that patient history is always recorded in an easy-to-access manner, helping practitioners make well-informed decisions.
1. In the Chart Note, start to type in /history and then choose it from the dropdown
2. In the Category field, choose Family History from the list
3. Give it a title Cervical Cancer
4. In the Details section, write a note about Minnie's mother having Cervical Cancer
5. In a new line, create a new History
6. In the Category field, choose Past Surgical History
7. Create a past surgery for Minnie (your choice):
Great! Now we have some History on Minnie. Let's continue with our Chart Note.
Create Medications and Prescriptions (4:32 in video)
With this handy feature, you can easily create, manage, and keep track of patient medications and prescriptions. It offers a user-friendly interface to prescribe and check out past medications.
Medications: These drugs were prescribed to the patient in the past or by another provider outside the clinic or Aeon system.
Prescriptions: These are medication orders generated through Aeon to be given to the patient or sent to the pharmacy to be filled.
Minnie advises you that she was prescribed 25 mg/day of Sertraline by Dr. Kevin McCarthy and took the medication for four years from 2009 - 2013 for Depression. Eventually, Dr. McCarthy weaned her off the medication and she's had no further issues with Depression. Let's record that medication history in her Patient Profile.
1. In the Chart Note, start to type /medication and choose it from the dropdown
2. In the Search field, start to type in Sertraline and choose the 25 mg dose from the list:
3. Change the status to Discontinued
4. Enter the start date (2009-01-01 as she is unsure of month/day)
5. Enter the end date (2013-01-01 as she is unsure of month/day)
6. Enter the prescriber: Dr. Kevin McCarthy
As Minnie is suffering from not sleeping (and to practice Prescriptions for this training!) you will prescribe her 7 days of Triazolam.
Adding Prescriptions directly into Chart Notes is a relatively new feature. Instead, we will create the Prescription in the Medications tab for now.
7. In Minnie's Patient Profile, click on the Medications tab
8. Click on New Prescription
9. In the Search field, start to type in Triazolam and choose the 0.25mg dose from the dropdown
Training Tip 🎓: Searching for a Medication
You'll note that as you type each letter of your search the system is processing and delivering results. This means you may need to type a fraction slower to allow the system to pull up the right result.
10. Note that the Route and Form are automatically populated for you
11. Enter the Frequency
12. Enter the Quantity (7)
13. Enter Refills (0)
14. Enter Instructions
15. Click Create
Here is a view of what you see and your options:
A. Preview of Prescription: The view on your screen is simply a Preview and that is noticeable by the watermark. When you print or fax the prescription, the watermark will be removed and your signature will be there.
B. Timeline: The Timeline will give you information such as when the Prescription was created, when it was faxed, when it was downloaded, etc.
C. Download: Click this icon to Download the Prescription to your computer.
D. Print: Print the Prescription for the patient to take.
E. Fax: Click this button to pull up the fax screen. Please do not fax this training Prescription out!
F. Re-prescribe: Going forward, whenever you want to re-prescribe this for Minnie, you come to this page and click this button.
Minnie wants to take this Prescription with her (and for the purposes of this training), so you will download it.
16. Click the download button
17. Open the Prescription from your computer to see what it would look like
18. Back in Aeon, go to the Timeline of the Prescription and open it to see that a new line has been added about the Prescription being downloaded:
Let's add a comment to the Timeline.
19. In the Timeline of the Prescription, go to the Add a comment field
20. Type in a comment: Prescription downloaded and Printed for Minnie
21. Click Post
The Timeline comments are an internal feature that allows you to capture any type of information you feel is important to link to this particular item.
Next up, let's give Minnie her yearly flu shot!
Create Immunizations (11:09 in video)
The Immunization feature is here to help healthcare providers easily create, track, and manage patient immunization records. It offers handy fields for vaccine details, keeps tabs on statuses like “Administered” and potential reactions, sets up reminders, and lets you review historical data with a convenient timeline.
1. Re-open the draft Chart Note you were working on for Minnie
2. On a new line, start to type /immunization and choose it from the dropdown
3. Under Type, choose Flu from the list
4. The Status can remain Administered
5. Note today's date is populated for Date Administered
6. Enter a date one year from now for the Next Dose Due
7. Change Reaction to No Reaction
Training Tip 🎓: Immunization Information
The Immunization information such as Manufacturer, DIN, etc.. are optional fields.
Now it's time to proceed with the pap test for Minnie's appointment.
Create Screenings (13:02 in video)
As mentioned previously, Minnie is here for her pap smear and physical. You now perform the exams. You'll track the pap smear in Aeon with Screenings.
Screenings help healthcare providers easily create, manage, and set reminders for upcoming prevention screenings for their patients. This handy feature includes using a standardized list of screening types, recording their status, tracking results, setting up future reminders, and reviewing historical data through the timeline.
1. With the Chart Note open, create an embed by starting to type /screening
2. In the embed, under Type choose "Pap Smear"
3. For Status, choose Performed
4. For the next screening due, enter three years from today
5. For Results, choose "Not Performed" as we need to send them off
6. Next, you complete the Physical exam and make some notes in the Chart Notes. Try out the formatting features in the Chart Notes to see how they look.
Based on the appointment we need to send her for a sleep study consult and send her pap smear sample to the lab. We'll tackle that in the next lesson!
We don't want to forget to complete these items and we want the Staff to book Minnie in for her annual exam in one year. So, we'll create two new Tasks. First, we'll complete this Chart Note.
7. Click Sign and Save
8. Now that the Chart Note is saved, take a moment and go through the tabs on Minnie's Patient Profile to see the information that was saved and how it is reflected in the right column:
Create Tasks (16:19 in video)
1. Create a new Booking Task for Staff to book Minnie in for one year from now for next physical
2. Create a new General Task for yourself to create a sleep study consult and send Minnie's pap smear sample to the lab
3. Go to your Tasks > All to see the Tasks in the list
4. Complete or Delete the Staff Task (as it's not for a real patient)
That's it for this lesson! Congrats on finishing 🎊🚀. You've learned all about the quick embeds to capture the information during the patient appointment. In the next lesson, we'll finish off this series with a few new topics. See you then!