Mickey and Minnie Staff Training: Lesson 5

 

This is a continuation of Lesson 4, and this is the final lesson in this series!  You've come so far.  We're just going to finish things off with a few more features we haven't explored yet.

Here are the items we'll cover in Lesson 5:

 

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Quick Links

Training Setup
🔹Create and Edit Calendar Events
🔹Calendar No Shows
🔹Rebooking Appointments
🔹Consults
🔹Contacts
🔹🆕 Preferred Pharmacies
🔹Navigating Aeon Like a Pro

 

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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. 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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Create and Edit Calendar Events

So far, we've been creating Calendar Appointments. These are patient appointments that the clinic will track in Aeon. There is, however, the ability to create Calendar Events.

You would create a Calendar Event when:

• You want to book something not linked to a patient (staff meeting, lunch, personal time...)
• You want to set an appointment To Be Confirmed
• You want to book something in the Calendar without sending a Patient Notification
• ... and however else you choose to use this feature

1. Go to Calendar

2. Go to a date next week and click on a time in the Calendar

3. In the Appointment Details window, click on Event (located above Add a Patient)

4. Add a title - Staff Meeting

5. Add Attendees by starting to type in the name of the person in your Aeon clinic

You can only add Practitioners and Staff in your Aeon account - not Contacts or Patients

6. Add additional Attendees the same way

7. Add Details - Staff Meeting

8. Click Create Calendar Event

9. See the Event in the Calendar for every Practitioner invited:

Please note the calendar for Casey (a Staff member) isn't shown as at this time only Practitioners have Calendars.

10. Click the Edit icon on the Event you created above for the Staff Meeting

11. Click the x to the right of one of the attendees

12. Click Update Calendar Event

Note that one individual is now removed, but the Event is still in the Calendars of the other invitees.

13. In the same Event, click the delete icon

14. Click Delete

Note how it was deleted from all Calendars.

 

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Calendar No Shows

1. Go to Calendar

Be sure you have access to the cell/email on Mickey's profile to receive the notification!

2. Create an appointment today for Mickey, close to the current time

3. Save the appointment

4. Edit the appointment

5. Change the status to No Show

You will see a window pop up that allows you to enter a timeline comment,  and you can create or reopen a booking task to rebook this appointment:

6. Enter a timeline comment and leave the box to create a Task checked

7. Click Mark No Show

8. Look at the Appointment Details

9. Click the Timeline icon to see the comment you entered

10. Notice the Rebook button (but don't press it)

11. Click on Tasks in the left column

12. Filter for Booking Tasks

See the task created.  In summary, you can rebook from the calendar appointment details or from the Booking Task.

Great job!  Next up, you'll rebook the appointment.

 

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Rebooking Appointments 

Following a No Show or Cancellation, you'll need to rebook the appointment.

Ensure you have access to the cell number or email for Mickey's Patient Profile so that you can see the Notification he receives!

1. Using the Booking Task, create a new appointment for Mickey

2. Look to see if Mickey got a Notification

3. Check the timeline in the calendar's Appointment Details to see if a Notification was sent

4. In the Calendar, go to the original Calendar appointment that you marked as a No Show

5. Change the date and/or time of this No Show appointment

6. Save

 

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Consults

Aeon's powerful Consult feature allows practitioners to easily populate referrals from patient data to external providers.

Below, I will show you what creating Consults looks like from both the Practitioner and Staff perspectives.  We will not practice this in your account to avoid creating false data:

This is a live recording of this lesson.  You'll see icons in the bottom right of the video screen that will allow you to change the speed, quality, and size of the video.

 

 

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Contacts 

You've mastered creating and managing Patient Profiles, but there's also a section for storing Contact Information. The Contacts section lets you create records for individuals your clinic needs quick access to.

1. Click Contacts in the left column

2. Click New Contact

You can see that this form is self-explanatory and much simpler than a Patient Profile.

3. Click Cancel to back out

 

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🆕 Preferred Pharmacies

New as of December 2025 is Preferred Pharmacies.  This feature allows you to link a pharmacy to the patient's profile.

1. Go to Resources in the left column

2. Go to the Pharmacies area (if you aren't there already)

This is where you add Pharmacies that can then be linked to patient profiles.

Once pharmacies are created in Aeon, they can be added to a patient profile by you or a practitioner.  We won't do this in the training, as we don't want to accidentally fax test prescriptions out.  But you can see the instructions here. 

 

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Navigating Aeon Like a Pro