Mickey and Minnie Staff Training: Lesson 4

 

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:

 

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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
Bill Claims
🔹About
🔹Setup
🔹Six Steps to Submit Billing Claims to MSP
🔹Delete Bill Claims

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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.

 

There are four links I will mention in the video for you to open:

• Training Document - Podiatrist Update
• Billing: An Overview

• How to Bill: Fee-for-Service (BC Physicians)How To Bill: Longitudinal Family Physician (LFP): BC Physicians

• How To Bill: Longitudinal Family Physician (LFP): BC Physicians

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Written Training

Let's begin.

 

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Upload and Assign Email Documents to the Inbox for Review by Multiple Practitioners (0:35 in video)

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

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.  
• To see what it looks like from the Practitioner's point of view, go to the Video lesson at the top of this lesson at 4:02.
• Once the two practitioners have been assigned to the Document, they will each have a Task in their Inbox to review.

When the practitioner has acknowledged the Document, this is what you will see in Aeon:

8. Back in your Inbox, you can back out of this screen and leave this Document on the New page

 

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Complete Booking Task (5:29 in video)

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

If you ever want to reopen a Task, come here and click the complete checkmark to do so:

 

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Edit Patient Profile (8:37 in video)

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 in which the Patient Profile is located

12. Mark the Task as complete

 

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Bill Claims

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About (11:29 in video)

The billing feature during Aeon's Early Access enables clinics to create claims for billing through the Aeon system. Claims can be generated from an appointment, a patient's chart note, or a patient profile. A billing index page provides a comprehensive list of claims for the clinic, each containing the required information for submission to insurance.

The system integrates with Clinicaid to retrieve fee schedules and procedure schedules per province. However, the system does not handle direct claim submission to insurance. Instead, users must export claims via the "Ready for Export" tab in the billing index and manually upload them to their billing management system. Claims can be manually edited within Aeon, but the system does not track claim statuses or rejections in Early Access.

 

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Setup (12:39 in video)

1. Open the Knowledge Base article Billing: An Overview

2. Go to the section Set up Billing Information

3. Review and refer to this document if you need to set this up

 

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Six Steps to Submit Billing Claims to MSP (13:23 in video)

 

Step 1: Create a “Draft” Bill Claim in Aeon during or after the patient appointment  (13:47 in video)

It may be the practitioner will create these in Aeon, or it is up to you as a staff member.  Let's practice in any event.  We will practice with Fee-for-Service model.

1. First, we need a calendar entry to bill from.  Go to your Mickey Mouse profile and create a calendar entry.  Mickey is coming into the office for an annual exam.

2. Open the Appointment Details

3. Click on the $ icon to open the Billing Claim tray

4. Fill out the form, using this information:

• Complete Examination in Office (for age that Mickey is)
• Was diagnosed with Hypertension
• Go ahead and enter the start and end time as some codes require this.  Note that you need to enter am or pm or click the clock icon to use the time picker
• Leave the status as Draft

When you are done, it should look something like this:

5. Click on the Advanced tab above the Bill Claim

6. Change the Service Location type to what is appropriate for your clinic

7. Save

 

Step 2: Review the Draft Claims in Aeon and move to Ready to Export  (17:25 in video)

In this step, you want to review all Draft Claims for errors.  

1. Click on Billing in the left column

2. Click on the Draft Billing Claim you made to open it

3. Review the information in both the Claims and Advanced tabs for errors

4. In the Claims tab, change the Status to Ready for Export

5. Save

The claim is now removed from your Draft screen.

 

Step 3: Export Claims to .csv and download to your computer (18:11 in video)

In order to submit your claims to MSP, you must export them from Aeon and then import them to your Billing Management Program.  We are going to export our Claim, and then delete it.

1. Click Billing in the left column

2. Click the Ready for Export tab

3. Filter by the desired Practitioner

4. Click Export

In the pop-up box, choose Export

9. In the pop-up box, choose Download Export to download the file to your computer

10. Close the pop-up box

11.  Open the .csv on your computer to view what it looks like

 

We are not going to complete Steps 4 - 6, but we have support resources that can help you:

Step 4: Upload the .csv to your Billing Management Program

• Refer to the How to Import Billing Claims from Aeon to ClincAid article

Step 5: Address any errors in your Billing Management Program

• Refer to the support documentation for your Billing Management Program

Step 6:  Optional: Reconcile any changes to your billing entries in Aeon

• Refer to the How to edit Exported Billing Claims in Aeon (Reconciliation)

 

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Delete Bill Claims (20:13 in video)

Now that you've practiced exporting Bill Claims, let's delete these practice Claims.

1. In the Billing tab, go to the Exported tab

2. Click on the Billing Claim for your practice patient to open the bill tray

3. Click on the Timeline tab within the Bill Claim

The very first entry in the timeline will link to where it was created - this is where it needs to be deleted from.  This could be "Appointment" (if created from a Calendar Entry) or "Patient" if created from a Chart Note, etc..:

4. Click on the Claim created from Appointment link

5. In the calendar entry, click the Bill icon to open the bill tray

6. Click the ➖ to the left of the Billing Claim to remove it

7. Click Save

8. Go back to Bills -> Exported and see that the Claim has been deleted

9. Return to the Calendar and delete the Calendar entry you created

 

Congratulations on completing Lesson 4!  Next up, we'll move on to the last lesson.