FYDO allows facilities to set up email footers in two ways:
Universal Email Footer — applied as the default email footer for all users.
User-Based Email Footer — applied to an individual user’s emails.
Important Note
If a user has their own user-based email footer set up, this will override the universal email footer.
This means facilities can set up a universal email footer for all users, while still allowing individual users to customise their own footer if required.
In order to utilise any emailing features in FYDO, the user first has to set up the email feature by following the instructions in the below wiki page:
The universal email footer will apply as the default footer for users who have not set up their own individual email footer.
Go to Settings and select System Configuration.
Select the Email Notification tab.
Click Edit.
Enter any text required in the Email Footer field.
Drag and drop, or import by selecting Choose Image, the logo into the Company Logo section, if required. Ensure the file format for the logo meets the requirements displayed on the screen.
Once all relevant information has been entered, click Save for the logo preview to update.
The universal email footer will now be used as the default footer for outgoing emails, unless the individual user sending the email has their own user-based footer set up.
Part 2: Setting Up a User-Based Email Footer
A user-based email footer is set up from the individual user’s profile. This allows each user to have their own email footer and logo if required.
Hover over your User Initials, in the bottom left corner of your screen, and select Edit Profile.
Go to the Email Verification tab.
This is where you will need to verify your email address, if you haven’t already, in order to send emails from FYDO, as per the below instructional wiki page: Setting up to Email from FYDO
Navigate to the Email Footer field and enter any text required.
Drag and drop, or import by selecting Choose Image, the logo into the Company Logo section, if required. Ensure the file format for the logo meets the requirements displayed on the screen.
Once all required information has been added, click Save for the logo preview to update.
Emails sent by this user will now include their individual email footer and logo. This user-based footer will override the universal email footer set up in Settings.
Sending an Email to Check the Footer
Once the email footer has been set up, you can test how it appears by sending a document from FYDO. Further instructions on how to send different documents from FYDO via email can be found below:
There may be times where you are asked to clear your browser cookies and cache when troubleshooting issues within FYDO or Preadmit. Cached data stored within your browser can sometimes cause problems such as pages not loading correctly, old information continuing to display, login issues, or unexpected system behaviour after updates have been applied.
The below steps will guide you through how to clear cookies and cache within Microsoft Edge.
Select the 3 dots menu in the top right corner of Microsoft Edge
Select Delete browsing data
Change the Time range to All time
Tick Cookies and other site data
Tick Cached images and files
Click Clear now
Re-Order Patient Screen
Users can customise the Patient Screen and display the details that are most relevant to them!
Access to this feature is managed at the User Group level, via Settings > User Groups, by amending the option under Patient for Reorder.
Users with the appropriate access levels can customise the layout of the patient screen by navigating to any patient and selecting Reorder Content from the Menu in the top-right corner.
This allows users to choose which groups of information are visible and hide irrelevant details using the eye icon.
Information groups can also be Reordered by dragging them to the appropriate spot. The layout can be displayed across two columns or condense it into a single column if needed.
Once the desired order has been selected, click Save Order and the view will be displayed whenever the Patient Screen is opened.
SMS Automation in FYDO
Stay connected with your patients effortlessly with the new Automated SMS feature in FYDO! This feature allows you to automatically send SMSs to patients before and after their admissions, at timeframes that work for you! – Need to send patients their admission times? Done. – Need to remind patients to complete their Admission Form? No problem. – Want to send a Post-Discharge follow-up or request feedback via a Patient Survey? It’s all possible!
We’re here to help you set up this automation. If you have any questions, don’t hesitate to reach out to our friendly team via email or phone!
SMS Automation: Once your templates are ready, you’ll need to set up SMS Automation in the FYDO Settings. Let’s walk through that now!
Navigate to Settings
Select SMS Automation
3. Click Add SMS Automation
4. Select the Condition. (We will go into detail on each of the Conditions later in the instructions and explain what field in FYDO governs their status) 5. Select the required Template 6. Select the Number of Days Before or After the episode that you’d like the SMS to be sent 7. Select the Time that you’d like the SMS sent 8. Select the Location for Multi-Location databases. (Single location databases will not need to amend this field) 9. Select the specific Theatre if this Automated SMS is only going to apply to one. Otherwise leave the selection as All Theatres 10. Click Setup Auto SMS
Now we’ll go into detail on the different Condition options available for sending the Automated SMSs.
To Confirm Appointment
This type of SMS automation is triggered by the Confirmed field in the Edit Appointment Screen of each episode. When the Automated SMS Condition is set to To Confirm Appointment this field will be checked before sending, to ensure the message is only sent to appointments that haven’t been confirmed yet.
This is the only Automated SMS type that will reflect the icon on the Appointments Screen.
For example, the automated SMS feature will check for appointments scheduled in the next two days that haven’t been confirmed. It will send the selected SMS template at 9am. For the below example, let’s say today is Monday:
The system will check all appointments scheduled for Wednesday and send the SMS to those without an entry in the Confirmed field.
FYDO will also scan for any late additions to appointments within the two-day window to ensure these patients also receive the SMS.
Post Discharge
This SMS automation is based on the Discharge Date. Once an episode is discharged, the SMS will be sent at the designated timeframe after the discharge date. For example, if today is Monday and a patient is discharged at 1pm, they will receive the automated Post DischargeSMS one day after their discharge date. In this case, the SMS will be sent on Tuesday at 9am.
Admission Form Not Received
This automated SMS is triggered based on the Admission Form Received Check List item. If the checkbox is marked for a patient’s admission, they will not receive the automated SMS. This means the SMS will only be sent to patients who have not yet completed their admission form!
With the check box now automatically ticked when patients completed Online Preadmit Paperwork is committed, following up with patients who still need to complete this task has never been easier!
For the below example, if a patient is booked for Monday, they will receive their Admission Form Not Received reminder on Sunday at 8am, the day before their scheduled admission.
Keep in mind, you can set up multiple SMS Automations! So, if you want to remind patients every day until they submit their admission form, you can easily do that!
And again, we’re here to help you set up this automation. If you would like assistance with getting this feature up and running for your facility, please don’t hesitate to reach out to our friendly team via email or phone!
Let’s look at a demo setup for streamlining patient communication! Automating these SMS reminders can really help improve patient engagement and reduce the administrative burden on staff. Here’s an example of how it can work and why it’s effective:
Online Pre-Admission Form Link (4 days before admission) This gives patients a head start in completing their required paperwork. The fact that it only contacts those who haven’t already submitted the form is a great way to avoid unnecessary follow-ups and potential annoyance for patients who are already on top of their forms.
Follow-Up Reminder for Admission Forms (2 days before admission) A reminder just before the deadline to submit the form ensures that those who missed the first notification get another nudge, but again, it avoids bothering anyone who’s already completed the form. A gentle follow-up can help improve compliance.
Pre-Procedure Confirmation (1 day before admission) This is crucial for making sure patients are prepared with all the details – admission time, fasting instructions, what to do when they arrive, and appointment confirmation. It helps patients feel more confident and organized the day before their procedure.
Post-Discharge Check-In (1 day after discharge) Checking in on patients after they leave the hospital can show that you care about their recovery, making them feel supported and giving you an opportunity to catch any concerns early. Helping you meet your post-discharge obligations.
Patient Survey Link (5 days post-discharge) Asking for feedback via a patient survey is a great way to gather insights on their experience and identify any areas for improvement. Giving them a little time to settle into their recovery before asking for feedback might result in more thoughtful responses. Automating this follow up ensures all patients are given the opportunity to participate in providing feedback.
Exporting Referring Doctors/Practices
How to Export Referring Doctors:
Click on Settings
Under General, Click on Referring Doctors
Click the Export To button and choose either Excel or PDF.
How to Export Practices:
Click on Settings
Under General, Click on Practices
Click the Export To button and choose either Excel or PDF.
Tracking User Activity in FYDO
Did you know you can view user activity history in FYDO? Whether it’s to track changes made to an invoice, to see when a patient record was deleted or which user undertook what action, and when, the FYDO’s Audit Logs feature can help! Read on to learn more.
The audit logs show information about the action performed, who performed it, when they performed it, and their IP address. It can be used for troubleshooting purposes or monitoring user activities.
To view the audit logs, first navigate to Settings, then Logs.
How is user activity recorded?
Every user login is unique. So when a user logs in and begins taking actions on FYDO, their activity is logged. Here are some examples of logged user activity in FYDO:
User login
Changes to patient record
Changes to appointment details
Billing and invoicing changes
Claims sent and batches receipted
Payments taken, split, or reallocated
Documents deleted
Batches removed
You can view user action history within a date range, sort by user, action, or date, as well as search.
Hospital Episode Audit Logs
You can also view the Hospital Episode Audit Logs by going to Episode > Audit. This will provide a breakdown of the activity associated with the patient’s episode, from the initial appointment booking through to the billing and coding.
Clinic Episode Audit Logs
Clinic Episode Audit Logs can be found in the same section as the User Logs. Alternatively, you can access them directly by going to Patient Details > 3 Dots in the top-right corner > Audit Logs. This will display all activity associated with the patient’s MRN.
Why use FYDO’s Aduit Logs? Let’s take a closer look at the benefits of this feature.
Greater accountability: logged user action history fosters a culture of responsibility by users being aware that their actions are being logged, promoting responsible behaviour within the organisation.
Enhanced troubleshooting: logged user action history can aid in pinpointing the source and cause of an issue, helping users to troubleshoot problems faster.
Improved security: logged user action history offers a log of most system activities, enabling the identification of unauthorised access attempts, powering administrators to take the necessary steps to secure the system.
Adding SMS templates
Do you regularly SMS patients? If so, you can create custom SMS templates to save time typing up the message every time and to send tailored messages, complete with the patient’s name, appointment time, serving doctor, and more.
To begin, first go to Settings.
Then click on SMS Templates under the templates menu.
This reveals the SMS templates currently available. By default, an Appointment Reminder template will be available to you.
Adding a new SMS template
To add a new SMS template, click on the Add SMS Template button.
Then, select the SMS Type, enter the template Name, and type out the SMS content in the Description field.
SMS Tokens
You can use ‘SMS tokens’ which are commands that look like: <<patfirstn>> to send tailored SMS messages. The aforementioned token for instance dynamically pulls the patient’s first name.
There are SMS tokens for patient details, appointment details, doctor/ practice details, referral details, and more.
Once you’re happy with the contents of your SMS template, click Save and you’re done! Your new SMS template will be available next time you wish to send a custom SMS message.
Want to know how to add items into Fydo? Follow the below steps and you’ll be billing them in no time!
First, lets head to Settings, located in the lower left hand corner of Fydo.
Then select Items, this will display a list of all your current items.
To add a new item, lets click the yellow Add Item button.
Simply enter the item you need in the Number field as below, found under the Item Details.
You will see the Procedure name be automatically filled.
Now just click on the green Save button.
All done! The rest of the information regarding the item will automatically be added from information via the Medicare Benefits Schedule online Website.
Things such as:
Fees (Medicare and DVA rates)
Description
Rule (If it has one e.g Surgical step down)
Making a Referring Doctor Inactive
Need to delete or remove an existing referring doctor? Read ahead to find out how we can make them Inactive.
1.Click on Settings
2. Then, Referring Doctors
This will display a list of all the referring doctors you currently have.
3. Select the doctor you wish to make Inactive by clicking anywhere on their row in the list of doctors.
4. You will now see the details for this doctor, click on Edit on the top right-hand corner of the page. Simply untick the Active box next to Status as shown below.
Now the doctor has been made Inactive; they will not appear when searching for them, and they will not be shown on the list of Referring Doctors.
If you wish to view the doctor, or make them Active again, simply tick the Show Inactive box from the Referring Doctors screen.
You will now be able to see the doctor, and you can edit them as per normal, including making them Active again.
Referring Doctors
To access a list of the referring doctors you have added into Fydo simply follow the below steps:
Click on Settings
2. Then, Referring Doctors
This will display a list of all the referring doctors you currently have.
To add a referring doctor, click the yellow Add Referring Doctor button on the top right hand corner of your screen:
To Edit the details of an existing doctor, simply click anywhere along the row for that doctor, and you will be taken to the edit screen:
To get started editing, click on the Edit button on the top right hand corner of the page.
Whether you decided to Add a new Referring Doctor, or Edit an existing one, you will be met with the same screen:
Simply fill out, or change the fields as needed.
Remember, the required fields for a referring doctor are:
Provider Number – You can put a 0 if you do not have the number. Please note that you will need to enter it before submitting your claims, or you will run into rejections.
First Name and Surname
Type (GP or Specialist) – This affects the length of the referral, GP: 12 months, Specialist: 3 months.
Speciality (If Specialist is selected)
While there are a few other fields, they are optional. You can also upload any Doctors files that may be applicable such as APHRA, Drivers Licence, etc.
Once you are happy with your changes, click the green Save button to lock them in.
You are also able to Create and Edit referrals from within the Patient Details, should you wish to do so, please see our Creating a Patientwiki page.
