➕ New features to Aeon, such as Allergies for example, will be found in the last article in the series.
This is a continuation of Lesson 3, and in this lesson, we will continue to use our test Mickey Mouse Profile to learn about Aeon's features.
Here are the items we'll cover in Lesson 4:
Are you a Practitioner? If so, you can complete this training if you'd like, but keep in mind that your Aeon screen may look a bit different as you have additional permissions. For Practitioner training, click here.
Quick Links
Training Setup
Video Training
Written Training
🔹Upload and Assign Email Documents to the Inbox for Review by Multiple Practitioners
🔹Complete Booking Task
🔹Edit Patient Profile
🔹Booking Alerts
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.
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.
Upload and Assign Email Documents to the Inbox for Review by Multiple Practitioners (0:16 in video)
📋9:00 Assign Email Documents for Review
As you may have guessed, there is no difference between uploading a paper document and uploading an electronic document to Aeon. What we will do, however, is address a situation where the most responsible Practitioner may be out of the office.
You check the clinic email and find an update from the Podiatrist on Mickey's file. You can download the training document here or use your own test document.
1. Click Inbox in the left column
2. In the right column, click Browse
3. Choose the file from your computer
4. Click Start Upload
5. Click the title to open the Document
Don't Assign this Document ⚠️: We are going to do all the steps except click Save
6. Go to the Assign To field
7. Add two or more Practitioners in this field:
If a Practitioner is out of the clinic, you can use this functionality to have it reviewed by someone else.
This is what the Practitioner will see on their end:
In the above image, I'm logged in as Dr. Goodwin and in my Review Task, I see that the Document is also assigned to Dr. Frome. If Dr. Frome is out of the office, I can review and Acknowledge the Document myself.
8. Back in your Inbox, you can back out of this screen and leave this Document on the New page
Complete Booking Task (2:43 in video)
📋9:15 Complete High Priority Task
Now that voicemail, paper mail, faxes, and emails have been reviewed and dealt with, we can go back and complete the High Priority Task we assigned to ourselves.
1. Click Tasks in the left column
2. Click All
3. Click on the title of the "Call re: sick note" Task
4. At the bottom of the window, click the calendar icon 📆 (when you mouse over it says "Book Appointment")
When you use this icon, you are taken to the Calendar, and several things happen to help save you time:
- The Calendar is linked to Mickey Mouse's Patient Profile
- The Practitioner is linked per Mickey Mouse's Patient Profile
- It directs you to the first available appointment in the responsible Practitioner's calendar
5. In the Appointment Details of the Calendar, change the Modality to Phone (Mickey is too sick to come in)
6. Add a Reason
7. Add Additional Information
8. Click Create Appointment (make sure the cell or email linked to Mickey's account is one you have access to so that you get the Notification)
9. Go to Tasks in the left column
10. Go to Booking
Note that it is empty. The Booking Task you had there is complete! Because you used the calendar icon from within the Task to book the Appointment, Aeon knows you finished this.
11. Go to Completed
You will see the Completed Task here.
12. Click the name of the title to open the Completed Task up
If you ever want to reopen a Task, simply come here and click the complete checkmark to do so:
Edit Patient Profile (6:29 in video)
📋9:30 Complete General Task
Now you have some time to address the General Task you assigned yourself.
1. Open Tasks
2. Click General
3. Click the title to open the Task
We need to update the Calendar with Mickey's new address. As I have it listed here, I believe the fastest way to achieve this is to open Mickey's Profile in a new window and view them side by side.
4. While looking at the current Tasks page, take your mouse and right-click on Patients:
5. Choose Open Link in New Window:
6. In the new window, open Mickey's Patient Profile
7. Click Edit
8. Put the windows side by side on your monitor
9. Copy and paste the information from your Task into the Patient Profile:
10. Save the information in the updated Patient Profile
11. Close the window that the Patient Profile is located in
12. Mark the Task as complete
Warning ⚠️: Pulling new Information Into Multiple Windows
It's important to note that if you decide to have two widows open and you make changes to Aeon in one, it will not automatically reflect in the other.
For example. In Window 1, I have a draft Chart Note. In Window 2, I've created a new Measurement, and it appears and is now located in the right column:
If I go back to Window 1, that new Measurement is not shown in the right column:
That's because the new information hasn't been pulled in. In this case, I'd finish my draft Chart Note, and once I've saved and exited, when I next look at the right column, I'll see that new Measurement. In other areas of the app, if you refresh after completing what you are working on, it will pull in the information from the other window.
Booking Alerts (9:33 in video)
📋12:30 Take a Patient Phone Call
Later in the day, you get a phone call from Mickey. He appreciates the sick note and now wants to book a new appointment for next week to discuss how his joint pain seems to be getting worse. Mickey lets you know that he can only come in on Mondays, Wednesdays, or Fridays due to his work schedule.
His booking limitations are a good thing to note in his Profile, so let's do that first.
1. Open Mickey's Patient Profile
2. At the top of the right column, click the + under Booking Alerts
3. Enter the text - He can only come in on Mondays, Wednesdays, or Fridays
4. Click Save
5. Open the Calendar
6. Go to a date next week
7. Choose a time for the appointment by clicking on the Calendar (Choose a Tuesday or Thursday)
8. When the Appointment Details opens, link Mickey to the Appointment via the Add a Patient field
Note the Booking Alert shows in red so that you can easily see it:
9. Now that you see that info, change the appointment to a Mon, Wed, or Fri
10. The Practitioner that is most responsible for Mickey's care will show in his details so if you've created an appointment in the wrong Practitioner Calendar, use the dropdown to change this
11. Fill out the rest of the details
12. Click Create Appointment
Let's look at this in Mickey's profile.
13. In the Appointment Details, click the Patient Profile icon to go there:
14. Click Appointments
15. See Mickey's Upcoming Appointment
Great work! 🙌🎉 We'll continue our learning in Lesson 5. See you soon!