As of September 2021 we do not have any inbound webhooks/APIs, meaning FYDO can not receive new patients via an API. FYDO can send webhooks/apis for new patients but not inbound as of this writing.

We do have a patient transfer option whereby you can send us a file via FTP and it can be loaded into FYDO. Currently this occurs at 3 scheduled intervals a day. 8am, midday and 4pm (SYD time).

We have a few formats we can accept the data in

• XML
• .txt

 

Option: XML

This format has been adopted as it is the format created by Genie.

Download Sample File

XML Tag Name	Details
Id	This is the MRN from the incoming system
ChartOrNHS	This could be another additional ID you have for the patient
Title	e.g Miss, Mrs
FirstName
Surname
MiddleName
HealthFundAliasFirstName	Only required if the patent is known by another name with their health fund
HealthFundAliasFamilyName	Only required if the patent is known by another name with their health fund
AddressLine1
AddressLine2
Suburb
State
Postcode
DOB	Format yyyy-mm-dd
Sex	e.g M, F or 1 – for Male 2 – Female 3 – Undertermined
HomePhone	Format 0299999999
MobilePhone	Format 0415999999
EmailAddress
HccPensionNum
MaritalStatus	Married De facto Same sex partner Single Widowed Divorced Separated
CultureCode	1 – Aboriginal 2 – Torres Strait Islander 3 – Both Aboriginal / Torres Strait Islander 4 – Neither 9 – Not Stated
MedicareNum
MedicareRefNum
MedicareExpiry	Format yyyy-mm-dd
DvaNum
HealthFundName	e,g MBP, HCF needs to be the fund code not the fund name. Or at the least the first 3 characters need to be the fund code.
HealthFundNum
NokName	Format FirstName Surname
NokPhone
Memo

 

Option: Text File

This format was created by FYDO and has more fields than the XML option, referred to internally as AV2.

Download Sample File

Field Name	Start	Length	Details
PatExtId	1	10	This could be another additional ID you have for the patient, the main MRN is the PatType field
Title	11	5	e.g Miss, Mrs
Last Name	16	30
First Name	46	30
Address 1	76	40
Suburb	116	25
Postcode	141	4
DOB	145	10	Format dd/mmy/yyy
Medicare Number	155	12	Format 2111-11111-1
Medicare Reference	167	1
Entitlement Number	168	14	e.g. concession number or pension number
DVA Number	182	14
Phone Home	196	14	Format (02)9999-9999
Phone Work	210	14	Format (02)9999-9999
Misc1	224	1	Field now defunct, pls ignore
Gender	225	1	e.g M, F
State	226	3
Medicare Expiry	229	5	Format mm/yy
Misc2	234	6	Field now defunct, pls ignore
PatType	240	10	This is the MRN from the incoming system
Misc3	250	9	Field now defunct, pls ignore
Misc4	259	1	Field now defunct, pls ignore
SiteId	260	4	Field now defunct, pls ignore
Referring Dr Title	264	6
Referring Dr First Name	270	25
Referring Dr Last Name	295	25
Referring Dr Suburb	320	20
Referring Dr Provider Number	340	8
Referral Date	348	10	Format dd/mmy/yyy
Referral Period	358	2	99 for indefinite, other 3, 12 for example
Health Fund Membership Number	360	20
Health Fund Code	380	3	e.g MBP, should be the eclipse code, that we can look up in FYDO
Health Fund Name	383	37	e.g Medibank
Misc5	420	25	Field now defunct, pls ignore
Email	445	50
Notes	495	50
Mobile Number	545	12
NOK Last Name	557	25
NOK First Name	582	25
NOK Relationship	607	10	e.g Brother, Father, Wife
NOK Phone Home	617	13	Format (02)9999-9999
Patient Middle Initial	630	1
DVA Card Type	631	1
Indigenous	632	1	1 – Aboriginal 2 – Torres Strait Islander 3 – Both Aboriginal and Torres Strait Islander 4 – Neither Aboriginal or Torres Strait Islander 9 – Not Stated
Referring Dr Practice Name	633	50
Referring Dr Address 1	683	50
Referring Dr Address 2	733	50
Deceased Date	783	10	Format dd/mmy/yyy
Health Fund Alias First Name	793	25
Health Fund Alias Last Name	818	25
Referring Dr Phone	843	14	Format (02)9999-9999
Referring Dr Fax	857	14	Format (02)9999-9999
Referring Dr State	871	3
Referring Dr Postcode	874	4
Eligibility	878	1	1 – Eligible – Australian Resident 2 – Eligible – Overseas Visitor 3 – Ineligible 9 – Not Known/Not Stated
Insurance Status	879	1	1 – Basic Cover 2 – Full Cover
Other Card Id	880	1
Other Card Number	881	10
Allergy	891	70
Marital Status	961	1	1 – Married (including de facto) 2 – Never married (Single) 3 – Widowed 4 – Divorced 5 – Permanently Separated 6 – Not stated/inadequately described
Employment Status	962	2	1 – Child not at school 2 – Student 3 – Employed 4 – Unemployed 5 – Home Duties 6 – Retired 7 – Pensioner 8 – Other
Language	964	2	Download List
Country	966	4	Download List
Mailing Address Line 1	970	40
Mailing Address Line 2	1010	40
Mailing Address Suburb	1050	25
Mailing Address State	1075	3
Mailing Address Postcode	1078	4
Mailing Address Country	1082	30
NOK Title	1112	10
NOK Address 1	1122	40
NOK Suburb	1162	25
NOK State	1187	3
NOK Postcode	1190	4
NOK Phone Work	1194	13	Format (02)9999-9999
NOK Mobile	1207	13	Format 9999-999-999

 

Made a mistake when creating the referral? No problem. Read on to see how to edit or delete referrals.

Start off by opening a patient’s record. Below is an example of the referral section of a patient’s record.

 

• Add another referral: FYDO allows you to have multiple referrals for a given patient. Use this button to add another referral
• Edit referral: this button allows you to make changes to any of the data fields of a given referral
• Delete this referral: this button will remove the referral
• Active: untick this checkbox to make the referral inactive

If you have not submitted an OEC yet, please see our guide found here

To find your OEC, first access the Documents from that patients record.

 

You will see a list of all the recorded documents for this patient. The OEC’s that were returned will have the Name and Type of OEC. Select one to view a preview. These documents can be printed or saved as needed, but will always be kept here within the patient record.

 

The first part of your OEC contains some patient information, as well as the Medicare and Fund status on the check. It will also show the Explanation, on our OEC below we can see that the patient is eligible, but subject to conditions:

 

Health Fund Assessment

The next part of the OEC details exactly what the patient is eligible for. We can see any Excess or Co Payments, as well as a description of each of what the patients cover is limited to.
Any Excess shown here will be automatically updated in the Appointments screen for this patient.

 

Just below the excess and co payment information, you will find the final details of the OEC. The fund will detail the members cover and the description will mention services that are excluded. There is also space for Benefit Limitations and Exclusions, if your OEC shows the patient as not having cover, these fields will detail what the exclusions are and why the patient is not covered.

 

Finally, there is a field for any Other Services that were checked, such as Prosthesis items.

 

There are two main ways to perform an Online Eligibility Check (OEC) for a patient.

Patient Record

Simply go the patient’s record and under the ‘More Actions‘ select Eligibility Check (OEC)

 

Appointments

You can also access the OEC from Appointments (Hospital appointment), simply right click on an appointment and select OEC.

 

You can also use the handy hotkey: O

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OEC Request

The next step is the fill out the required fields in the OEC request.

Patient Details

The patient details will be automatically filled in by information taken from the patients record such as Name, Fund, DOB, Membership Number, Medicare Number and Gender.

 

Eligibility Check

Like the Patient Details, the Eligibility Check fields are also pre filled from the patient record/booking. Things such as the Admission Date, Hospital, Provider Number and Surgeon/Doctor.
The most common type of check you will be running will be Fund Only.

 

Items

The final part of the OEC is to select the Illness Code or MBS Items to check. There are also Protheses items available to check. While the list of Illness Code’s is comprehensive, it is generally more accurate to check if the patient is eligible for the items you will be billing.

 

Now that the OEC is filled out, click OK to run it and we can take a look at the results.

 

To find out how to see the OEC results see our wiki page here

 

In Fydo, there are a few different ways we can search a patient.

 

Depending on if we have Patient or Other selected, there are different filters available. An easy way to see this, is to hover your mouse over the blue question mark.

 

This will bring up a helpful menu like so:

 

Lets go over the two ways to search, and the filters associated with them.

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Patient:

 

Date of Birth: Search by Date of Birth

Name: A search by Last Name,First Name

There are a few different ways to use this filter, here are some examples of how I can search for the patient Alan Smith.

• Last Name Only: Smith,
• First Name Only: ,Alan
• Partial Search: Sm,Al
• Full Name: Smith,Alan

While there are a few different ways to search for a patient, some searches will narrow the results greatly compared to others, try out a few to see what works best for you.

MRN: A search by the patient’s Medical Record Number

Please note that you can search for a partial number. In the case of Alan Smith and his MRN of 123; we can search a few different ways.

• Full Number: 123
• Partial Number: 23 or 12

Searching for the full number will narrow your results down compared to a partial search.

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Other:

 

File #: The file number of the patient. Can be set in the Patient Details.

 

Admission #: Admission number for the patient (this is a number for patients that have Hospital episodes). Can be found in Episodes, from the Patient Details screen.

To search for the below Admission, I would have to search: a:1497

 

Invoice #: If the patient has been billed, you can search by an Invoice Number. This can be found in Accounts, from the Patient Details screen if you are a Medical Practice. For Hospitals, this can be found in Episodes, similar to the Admission #

To search for the above Invoice, I would have to search: Inv:12573

 

Mobile: Mobile number of the patient.

Medicare: Medicare number of the patient.

When creating a patient, if the details are similar enough to a patient already in Fydo, you will receive the following message.

 

This message is Fydo taking measures to ensure you do not create duplicate patients. As you can see in this example, it is letting me know a similar patient was found. For Fydo to try to match existing patients, you will need to enter a minimum of:

• First Name and Last Name
• Date of Birth

If you enter just the first and last name, it will not try to find similar patients, you do need to enter the date of birth for the check to occur.

Despite this, you may realise at some point that you have a duplicate patient. If you run into this issue, read ahead to find out how to merge the patients together.

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How to Merge Patients

First search the patient/MRN that will become obsolete, after this process, & open their Patient Info Screen.

In the top right hand corner of the Patient Details screen you will see 3 dots which will display a drop-down menu with a Merge option.

 

You will now see a screen with the patient’s details and a search bar.

 

Simply search for the patient you wish to merge the current one with. You will see the Patient Lookup box, containing any patients found.

 

The Patient Lookup menu also has all the regular ways to search for a patient.

Select the patient you wish to merge the current one with and you will now see the previous Merge Patient screen with additional details of the patients to be merged

 

Ensure the patients being merged are correct, as this process cannot be undone if an error is made.

Now click the green Merge button, and you are all done! The patients have now been merged.

Should you try to merge two patients with differing details, Fydo will stop you with the following error message.

 

As you can see, the patients here have differing Date of Births, so Fydo will not let me merge them.

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The Audit Log

The Audit Log, is a log Fydo stores to keep track of which user has performed which action. In the case of merging, we will be able to see which user has performed the merge, as well as the details of said merge.

To access the Audit Log, first select Settings

 

 

Then Logs from the menu

 

You will now see the Audit Log:

 

This screen shows us some important information such as:

• Username: The user who performed the action
• Message: What happened, in the above case we have some logins and the patient that was merged.
• Date created: The date this action happened, as well as the time.

If you ever need to confirm what has happened in Fydo, the Audit Log is the perfect place to check.

 

 

To get started, head to the Patient menu, and click ‘Create Patient’

 

 

 

You will see the Patient Details screen, here we can enter relevant information such as: Name, Gender, Date of Birth, Address, Contact details, Medicare/DVA Numbers and Health Fund Membership.

 

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Referring Details

The Referring Details section gives us a few options.

1. Select a previous referral for this patient.
2. Search for an existing doctor in Fydo to use.
3. Create a new doctor.

Begin by searching for the doctor, either by Name or by Provider Number.

Select the doctor you need as the referral, then the date of the referral, and you are all set!

Don’t have the referring doctor in your system? Read below to see how to add them.

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Adding a Referring Doctor

Click on the ‘Add Referring Doctor’ button to be taken to the doctor creation page.

Here we can enter any relevant details for the doctor. Things such as their:

• Provider Number
• Name
• Practice Name (Optional)
• Speciality
• Contact Details (Optional)

 

When you are done, click the green Save button.

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When you are done creating your patient, again click the green Save button.

All done! We have created our first patient.

 

To understand the importance of an Online Patient Verification, and how to do one yourself: Click Here

From the Patient Details, select the more actions drop down, then Delete Patient

 

You will see the confirmation box. If you wish to proceed, click Yes

 

Done! The patient has now been deleted.

You might also run into the following message when trying to delete a patient:

 

As the message states the patient may have one or more things stopping the deletion; things such as:

• Outstanding Hospital Episodes
• Appointments
• Outstanding Invoices

If you wish to delete this patient, you will have to resolve any of the above issues first.

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The Audit Log

The Audit Log, is a log that Fydo stores to keep track of which user has performed which action. In the case of a patient being deleted, we will be able to see which user has deleted the patient, as well as the patient’s details.

To access the Audit Log, first select Settings then Logs

This will take us to the Audit Log.

Here we will be able to see what has happened within Fydo.

 

In the above example, we can see the log on a patient that was deleted. This log shows us key information such as:

• Username: The User who performed the action
• Message: What happened, above we can see the patient was deleted; it displays the patients name and MRN
• Date created: The date this action happened, including the time

If you ever need to confirm what has happened in Fydo, the Audit Log is the perfect place to check.

 

An Online Patient Verification (OPV) is a check you should perform before billing a patient, to avoid potential rejections. This function will check the details you have entered against the records Medicare, DVA or a Health Fund have on their system.

Please Note: A passing OPV does not mean the claim will be paid. It merely means the patient has, or had a membership at the date of the OPV.

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How to perform an OPV

FYDO will automatically run an OPV check, if all the correct information is entered, when an appointment is saved. However the OPV can also be done manually if required.

First, head to the Patient Details. At the bottom of the record you will see the Eligibility Screen as shown below.

 

Please Note: If the Last Medicare and Health Fund Check fields have a red date, this means the last check was more than 3 months ago. If they have a green date, it was done in the past 3 months.

Simply select the following:

1. Type: There are a few different types of verifications that can be performed, depending on what is needed. The image below outlines those options:

 

2. Date: The date of an OPV is quite important, by default it begins at the current date. It is possible a patient may fail an OPV at the current date, but at the Date of Service, they were passing. This could be the case if a patient is deceased, or has since changed their membership.

Now simply click the green Check button, and you have started the verification.

Alternatively, you may also use a shortcut on your keyboard: V

 

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Outcomes of an Online Patient Verification

There are three main outcomes of an OPV. 

1. Successful

If the OPV is successful, you will see the fields that were validated highlighted in green, like so.

 

2. Successful with a Verification Issue

You may perform an OPV, and the fields you verified are outlined in green, however you may notice a blinking purple button signifying a Verification Issue!

 

If you notice this button, Fydo has run into an issue during the verification. Simply hover your mouse over it to see the results.

 

An issue like this means that the data Fydo has submitted to medicare was close enough to the correct details, that Medicare has gone ahead and provided us with the correct information.

We recommend running the OPV again, to confirm if it will pass without issue.

 

3. Failing an OPV

As above, you may again notice the blinking Verification Issue button.

However, this message is different:

 

This usually occurs when the details you have do not match what Medicare or the Health Fund have on record. You should double check the details you have, and possibly follow up with the patient.