Mickey and Minnie Staff Training: Lesson 1 

Hello and welcome to Aeon Training!  If you are a staff member 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 fake Patient Profiles, "Micky Mouse" or "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 cover throughout these five 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
Video Training
Written Training
🔹Bookmark the Aeon Knowledgebase
🔹Review the Dashboard and Modify Settings
🔹Create a Test Patient Profile
🔹View and Manipulate the Calendar
🔹Examining Appointment Details
🔹Patient Notification of Appointment Creation
🔹Marking Patient as Here at Clinic
🔹Cancel the Patient's Appointment

 

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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 Aeon 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.  

 

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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.

 

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Written Training

Let's begin.

 

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Bookmark the Aeon Knowledgebase (0:20 in video)

Throughout these tutorials, we will link to articles that are found 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. 

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 that you can jump to the section that you want to read more about.  For example:

• Permissions:  This will detail what access a Practitioner has in Aeon vs Staff
• Limitations:  As this is an Early Access release, we are aware of certain limitations of this feature
• Issues: As this is an Early Access release, we are aware of 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 (3:44 in video)

 

 

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 Staff

8. Click Save

Nice work! Your role and information have been set, and you can now use Aeon as intended for the Staff 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 the home icon throughout the program, you'll be brought back to the main page.  Here, you can see how you can contact us and receive help.

 

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Create a Test Patient Profile (6:10 in video)

In Aeon, information is linked to patients. Therefore, you must create Patient Profiles with the information at hand as soon as possible.  While this is likely not the first thing you'll do on arriving in the clinic in the morning, we need to create it so that we can use it for the lessons.

1. Go to Patients in the left column

2. Click New Patient

You will now create a testing Profile for yourself with:

• the first name = Mickey
• last name = Mouse(your name)  
  
  

That way, if you are looking at the patients, you know which one is yours.  For example, I would create one called Mickey Mouse(Cat):

 

If you'd like to create a Minnie Mouse profile instead, that's fine - just use your name as the middle name.

3. Fill in the details as noted in this example:

 

 

4. You'll notice at the top of the Patient Profile screen there is a button Personal Information; click on that

5. Fill out the information as you'd like

6. Click Save

Let's quickly review the sub-tabs in a Patient Profile.  As you progress through these lessons, you'll learn more about these.  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 prescriptions. This handy feature lets you prescribe medications, check out historical or current 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.

• Appointments: The Calendar appointments specific to this Patient.

• Documents: Our Document Management System makes it a breeze for clinics to store, review, organize, and manage all sorts of patient and administrative 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.

Ok, now we are ready to start your day in the clinic!

 

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View and Manipulate the Calendar (14:49 in video)

Next, you'll want to look at the Calendar for the day to see the appointments for the Practitioners.

1. Click Calendar on the left side

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

Right now, we are looking at the calendars for all Practitioners.  Let's have a look at one.

2. Click the dropdown next to "All"

3. Choose a name from the list

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 for changing the calendar views, let's create the first appointment.  

7. Change to the Day view for Today

8. Click on the calendar at the time you want the appointment to be (make it really close to the current time):

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(your name)  and then choose it from the dropdown

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

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

12. Add a Reason for the Appointment - Acute Issue

13. Add any Additional Information - Sore Throat

14. Click Create Appointment

It will now look like this:

 

15. Click the dropdown next to Timeline

Here, you can see any changes made to this appointment.  

16. In the Add a Comment field, add - Confirmed via Telephone

17. Click Post 

 

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Examining Appointment Details (19:18 in video)

Once you've created a Calendar appointment, you can see the saved Appointment Details in the right column.  Move your mouse over each to see a pop-up telling you what each icon represents:

A. Practitioner: The name of the Practitioner who is taking the appointment.

B. Modality: The type of appointment (In person, Conference, Phone)

C. Email: If you click this icon, your email provider will open with the patient's email filled in.

D. Phone: If you have an outgoing phone connected to your browser, this icon will open up a call to the patient's phone number.

E. Patient Profile: Click the icon to go directly to the patient's profile.

F. Create a Chart Note: Applicable to Practitioner users only.

G. Delete: To delete the appointment, use this icon.  You will get a pop-up to confirm and options for booking a task to rebook the appointment.

H. Edit: Click the icon to edit the appointment.

I. Timeline: See the history of changes to this appointment.

 

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Patient Notification of Appointment Creation (21:00 in video)

When you created Mickey's Patient Profile, you entered a cell and email that you have access to, and in the example, the email was used for Notifications:

This means Mickey will receive email confirmation for the Calendar appointment.

1. Go to the email you used in Mickey's profile (check your Junk/Spam if you don't see it)

2. View the Confirmation that the patient will see:

 

 

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Marking Patient as Here at Clinic (22:03 in video)

Mickey has arrived at the clinic for the appointment.  We want to let the Practitioner know that he's arrived.

1. Go back to the Calendar (if you are already there, refresh your browser)

2. On the right, you will see information about upcoming appointments:

In my example, we can see that Mickey is 9 minutes late.  

3. Hover your mouse over each icon to see what it is for (don't click)

4. You will see one icon to mark the patient here:

5. Click Mark Patient Here

6. Click on the calendar appointment to open up the right sidebar

7. Note the Here notation in the bottom left of the window:

This is what the Practitioner will see when they are viewing their Calendar.

 

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Cancel the Patient's Appointment (23:07 in video)

Let's cancel the appointment, as we are just using this for testing, and you can see the notification.  

1. Optional:  Edit Mickey Mouse's Patient Profile to receive the Notification by SMS so you can see the difference.  Make sure it's a cell phone number you have access to!

2. Click the delete icon on the Appointment Details

3. In the Timeline comments add - Cancelled for testing

4. Cancel the appointment

Now, when you view the Appointment Details, you'll see the information captured in the Timeline and the Cancelled Notation at the bottom.

5. Go to the Patient Notification.  In this example, I sent it to my cell phone:

 

Awesome Work!  You are well on your way to mastering Aeon 🎉🎈.  In Lesson 2, we'll continue with populating Mickey's Patient Profile with information.