Whether it is Medicare, DVA, or Health Funds, FYDO keeps your item fees up to date, automatically.

Note: Your FYDO system maintains the latest Medicare/ DVA fees by default. To enable automatic fee updates for the Health Funds, click on the link below:

https://wiki.fydo.cloud/Health-Fund-Fees

Manually updating health fund fees

The manual procedure can only update fees for items that have already been added to your FYDO system. So, to prevent having to re-run the update for a given health fund, we recommend that you add all the items you need to bill before running the update.

Not sure how to add items? Click on the link below to learn how:

https://wiki.fydo.cloud/adding-mbs-items/

Ready to manually update your health funds fees? Let’s get started!

First, go to Settings > Bulk Fee Update

You will now see the Bulk Fee Update screen where you will need to update two sets of fees for each health fund. The first set are the “Old fees/ codes” and the second set are the “Current fees/ code” (To be updated in that order). 

1. The Old Fees are what will be charged for services where the Date of Service is prior to the introduction date of new fees for a given item.
2. The Current Fees are the latest fees and will be charged for services where the Date of Service is on or after when new fees were introduced for a given item. 

In other words, every item has two fees – the current fee and the last fee before the current. Therefore, before we can update the current fees, we need to push them to the old fees.

Updating the old fees

There are a number of ways to update fees:

• Importing an Excel file – update fees from excel file
• Percentage – update fees as a percentage of the old or current fees
• Pricing – update fees by dollar amount 

This blog post recommends using the percentage option. So, as shown in the screenshot below:

1. Set the Update Fee Level to: the health fund you wish to update fees for,
2. Set the Codes to:  Old Codes,
3. Set the Change Fee By: to Percentage 
4. Set the Base Fee Level to: the same health fund chosen in step 1
5. Set the Percentage to: 100.00

Then, click the Save button

This will replace the Old fees of all items for the selected health fund with the current value of the current fees.

Updating the current fees

Next, we must update the current fees; and we do this on the same screen as above. We will be updating the health funds fees by importing an Excel sheet.

As shown in the screenshot below:

1. Set the Update Fee level to: the health fund you wish to update fees for,
2. Set the Codes to: Current Codes,
3. Set the Change Fee By to: Importing an excel file

Next, you’ll need to download the excel file containing the fees for that health fund from our website at the link below:

https://au.acsshealth.com/healthfundfees/

Note: Be sure to download the appropriate file based on your state (if applicable) and Gap or No Gap (if applicable).

Once downloaded, browse for the file using the Browse button, select the file, and hit Save.

This will replace the Current fees of all items for the selected health fund with the latest fees released by the health fund, from the Excel sheet uploaded.

That’s it! You have successfully updated the fees for the health fund. Repeat the process for as many funds as necessary.

Need to bill an overseas patient? Read on to learn how.

Step 1: Bill manual invoice

Overseas claims are received and processed manually. This means you cannot bill such claims through eclipse for electronic lodgement. Therefore, you’ll need to create and send a manual invoice.

Note: Ensure the Bill Type is set to: Private and the Type is set to: Health Fund

Step 2: Print manual invoice to PDF

Note sure how to print invoices? Click here to learn how

Step 3: (Conditional – If claim is for Medibank or AHM) complete the corresponding claim form and save it to your computer

• Medibank – click here to download claim form
• AHM – click here to download claim form

Step 3: (Conditional – If claim is for BUPA, ) complete BUPA batch header form and save it to your computer

• • Click here to download batch header form
  • Enter the practice name as the location of the service and the practice id as the doctor’s BUPA FundPayeeId

If you have previously entered the doctor’s FundPayeeId into FYDO, you may find it by going to Settings > Doctors:

Step 4: Send off the documents

• Once you are ready to send off the invoice, contact the health fund and ask what email address they would like the manual claim sent to, as well as whether they require any other supporting documents
• Need their contact details? Follow the link below:

https://wiki.fydo.cloud/medicare-and-fund-contacts-dealing-with-rejections/

Step 5: Follow up & pay off the invoice 

• We’d recommend you call the health fund a couple of business days after you email them to ensure your email has been received and will be looked at in the coming days
• After this point, you may wish to follow up every couple of weeks, inquiring whether or not your invoice has been paid
• Once the invoice has been confirmed to be paid, pay it off on FYDO

That’s it! That’s how to do overseas billing for patients. 

From time to time, you may need to resend an already sent batch. But before we discuss how you’d do this, let’s first discuss why you may need to resend a batch.

In almost all cases, you’d need to resend a batch if it either:

• Has not yet been paid / rejected within the expected period (up to 2 business days for Medicare/ DVA claims and up to 4 weeks for health fund claims). You’ve then called the health fund, Medicare, or DVA, and found out they have not received the claim. Thus, they’ve asked you to resend it
• Has been partially or fully rejected and you can rectify the cause of rejection without rebilling

You do not want to resend a batch if:

• It is rejected and you wish to resend it as it is, without making any changes to the original claim. Since, if nothing changes about the claim, it will likely be rejected again
• If you have not first spoken with the body receiving the claim. It is always recommended that you first contact the organisation receiving the claim and inquire. This is because you do not want to send a duplicate claim if you do not need to. In most cases, this is not a major concern. However, it could cause problems such as a rejection of both claims (the original and the duplicate) or increased processing time if a duplicate claim is received

With that addressed, if you still need to resend an already sent claim, read on.

Start off by going to Claiming Medical.

If the batch Status is Sent or Processed, you may right-click on the batch and select Reset Batch Status. 

This will make the batch status revert to Closed, allowing you to resend the batch with the Send Batch button.

Otherwise, if the batch Status is Payment Received with a partial or full rejection, double click on the batch to open it up, revealing the invoice(s) inside.

If you wish to resend the invoice in its entirety (with all items inside), simply right-click on the desired invoice and click on Move Invoice Out.

Otherwise, if you wish to resend only a part of the invoice (1 or more items but not all), double click on the invoice, revealing the items inside.

Then, right-click on the item you wish to resent and select Move Item.

This will present you with the below pop-up window; and as you can see, it will move the invoice/ item to the current batch.

Current batch:

• If it is a Medicare or DVA invoice: it will be moved into the Open batch for that provider. If no open batch is present, a new one will be created
• If it is a Health Fund invoice: it will be moved into a new Closed batch.

From here, you may close the batch if it is not yet closed and send it by right-clicking the batch and selecting Send Batch.

Need to bill Medicare, DVA, or a health fund for a patient that is now deceased? 

You can always attempt to send the claim electronically. However, in most cases, you will need to create a manual invoice and send it manually, for manual review. 

So, here’s one thing you can do before you decide whether or not to send the claim electronically. Run the Online Patient Verification check with the As At field date set to the latest Date of Service you wish to bill the deceased patient for.

If the check returns an eligible patient (noted with a green box around the Medicare and health fund card numbers), you may consider sending the claim electronically, as you’re used to. However, this does not guarantee the claim will be paid.

To learn how to create a manual invoice, click on the link below:

https://wiki.fydo.cloud/How-to-create-a-manual-invoice

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. 

For a full list of tokens, click the link below:

https://wiki.fydo.cloud/?s=tokens

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.

For some SMS Template ideas see our helpful wiki page https://wiki.fydo.cloud/sms-template-examples/

Template Tokens

  For the grid that will repeat (for the items)

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

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

Start off by opening the patient’s record and click on the Accounts tab to view their treatment/ billing history.

This button reveals a patient’s billing/ treatment history where each line is an invoice: 

From here, right click on the manual invoice to be paid off manually and click on Apply Payment.

Then, click on the Add Payment button

Enter the payment Type, payment Amount, click Save, and Save again.

That’s it! You’ve paid off the manual invoice.

Needing to remove an invoice? There are two places where you could do so:

1. Via the Patient’s Record, or
2. Via the Batch in Claiming Medical

Additionally, there are two use cases for deleting invoices:

1. Deleting the entire invoice (all items held)
2. Deleting a part of the invoice (1 or some items deleted, but not all)

Let’s take a closer look at both options and use cases.

Deleting through the Patient’s Record

Begin by opening the patient record of the patient in question and click on the Accounts button.

This button reveals a patient’s billing/ treatment history where each line is an invoice: 

So from here, simply double click on the invoice you wish to delete.

This will open up the invoice, revealing the item numbers inside.

From here, you may simply right click on the desired item and select delete, enter a reason, and hit OK to delete the item.

You may repeat this step for as many items as you need to delete.

Note: Deleting the final item in the invoice will effectively delete the entire invoice.

Alternatively, you can delete invoices from the Claiming Medical section of FYDO, found under the Claiming tab.

Deleting through the Claiming Medical

Place your mouse over the Medical tab ($ Sign) and select Claiming Medical.

You will now see all your batches. So select the batch holding the invoice(s) you wish to delete.

This screen is where invoices created go. They go inside a batch that is then sent from this screen.

Note: this does not apply to Private invoices. These are invoices with the Bill Type set to Private in the billing screen.

So you may double click on the batch holding the desired invoice to be deleted.

You will now see the invoice(s) inside the batch.

Import note: Pay attention to the number of items in the invoice in question.

• If you wish to delete all of the items within the invoice, simply right click on the invoice here, and select Delete Invoice

• Otherwise, if you wish to only delete a portion of the invoice (some items, but not all), simply double click on the invoice to open it up. Then right click on the items to be deleted and select Move Item