Mickey and Minnie Staff Training: Lesson 5

 

This is a continuation of Lesson 4, and this is the last 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
Video Training
Written Training
🔹Create and Edit Calendar Events
🔹Calendar No Shows
🔹Rebooking Appointments
🔹Consults
🔹Contacts
🔹Adding eForms
🔹Create eForms
🔹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. 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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Create and Edit Calendar Events (0:20 in video)

So far, we've been creating Calendar Appointments. These are patient appointments 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:

In the above example, I'm logged in as Casey (a Staff member) and see my own name in the invite list, but as I don't have a Calendar, it's not shown.

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

Have a look at the attendees.  In my example, I created this Event by clicking on Max's Calendar and then inviting Lauren and Iggy.  Therefore, Max isn't listed here to remove:

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 (4:37 in video)

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. Click Patients in the left column

Note that the Upcoming Appointments window shows in the right column here.

4. In the Upcoming Appointments window, click the x to indicate Mark Patient as No Show

No Show Appointments do not automatically create a Booking Task.

5. Go to Calendar

6. Click on the appointment that Mickey missed

7. In the Appointment Details, see the Timeline entry and the No Show indicator:

8. Go to Tasks > Booking

9. Click New Task

10. Create a new Task for yourself to re-book this appointment.  Note: If the appointment had been created from a Booking Task originally, then you'd re-open that Task.

This is our suggested workflow for handling No Shows.

 

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Rebooking Appointments (6:06 in video)

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

There are two ways to rebook the appointment, and it depends on whether you want to send a new Calendar Notification or not.

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

1. Create a new Appointment for Mickey

2. View the Patient Notification

Now, let's say Mickey calls to rebook.

3. Edit the appointment and move the date and time

4. Check for the Notification - there is none

5. Check the Timeline in the Appointment Details - there is no new Notification mentioned

So we've learned that editing an appointment results in NO new notifications being sent.

Let's say Mickey calls once more to move the appointment.

6. Delete the appointment

7. Create a new appointment at a different date and time

8. See the Patient Notification

Here is the takeaway:

 

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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 (10:52 in video)

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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Adding eForms (12:12 in video)

The eForms Management System allows clinics to generate, manage, and share digital forms within Aeon. It supports auto-filling patient data, linking forms to consults, and securely transmitting completed forms via fax.

To use eForms, you must first upload them to Aeon.  

 

1. Go to Settings > eForm Templates

2. Click New

3. Choose the file from your computer

4. Click Create eForm Template

 

Please speak to Aeon Support, who can help you set up your eForms!

 

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Create eForms (13:28 in video)

This will assume that you have a Lab Requisition eForm already attached to your Aeon account.  If not, simply review the instructions.

1. Open Mickey's Patient Profile

2. Click Documents

3. Choose Lab Requisition

4. Give the document a title - Testing eforms

5. Click Create

You will see that information about the clinic and the patient has been populated in for you.

6. Fill in the required fields

7. Click Save. 

After a few moments, you may need to refresh your browser to see it.

8. Click on the title of the document to open it

9. Note the details about the completed eForm on the right-hand side:

 

A. Timeline: In the Timeline, you can view if the Document was downloaded/faxed as well as anything else done to this Document

B. Fax: Please Do Not Fax This Document Out (unless you want to fax it to your own fax number).  This is live and active so it will actually go out to the fax number you enter.

C. Download: Download the Document to your computer's Downloads

D. Edit: You can edit the Document Details; however, you cannot edit the eForm Document after you Save.  If you've made a mistake, you need to re-generate.  

10. In the Timeline, add a comment regarding this being a test.

 

 

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Navigating Aeon Like a Pro (16:16 in video)