If you are already sending claims to the health funds, either manually / via another software or have already registered with each health fund, then you do not need to register again with the health funds. If this is you, then go to straight to step 2.

If you have never sent a claim to a health fund before nor have registered with the health funds yet, then you will need to start at step 1.

Step 1 – Register provider/s with each health fund

Each fund is different in their registration process. Some will require a form to be completed and signed, while others require an online form to be completed.

Forms required

The table below lists all downloadable and online forms to register a new provider number with the funds. Depending on the fund, it takes anywhere from one to three weeks to process these. Most funds will email you once your registration is processed–just make sure to check your Spam/Junk folder as they sometimes get sent there. In case there was no notification email, we recommend that you call or email them a week after you send the forms to check if they are processed.

Links are accurate as of 1 May 2024 but may be changed by the funds any time.

Step 2 – Get your practice ID for BUPA

BUPA is the only fund that will assign you a practice ID. We need this practice ID so we can add it to your FYDO account. It goes with the claim when it gets sent electronically to BUPA. Without it, they will reject the claim.

To get the most out of your training session, our goal is to send a few claims out to Medicare and/or Veterans and/or to the health funds (ECLIPSE), then monitor those first few claims and ensure they get paid correctly. This way, we can ensure everything has been set up correctly for you.

Below is a checklist of things to prepare and have ready for your training session.

Please make sure to have at least 2-5 patients to bill. You need the following about the patients you plan to bill:

• Patient first name, last name, date of birth, Medicare (or Veterans – if Veterans claim)
  • e.g. Michelle, Romero, 19/11/1981, 2111-11111-1 (or if a Veterans number NX123456)
• If doing ECLIPSE (i.e. billing the health fund), you will also need the patient’s health fund and membership number
  • e.g. Bupa, ABC12345
• You need the servicing provider’s details:
  • Doctor name and provider number
• If the service provided was referred, you need to have the referral details, such as referring doctor’s name and provider number, as well as the referral date
  • e.g. Dr Pete Sampras, provider number 123456AF, referral date 01/01/2017
• About the invoice itself, you will need the following
  • The item number/s performed, i.e the MBS e.g. 104, 110, 42702 etc
  • The date the patient was seen, i.e. the date of service
• If you plan to do ECLIPSE (i.e. in hospital), you will also need:
  • The hospital’s provider number. Call the hospital, hey should be able to provide this to you. However, if this proves difficult, please let us know prior to your training, so we can try to track it down for you.
• For BUPA, we will need to know the practice ID for each provider.

For more details, see https://wiki.fydo.cloud/how-to-prepare-for-eclipse-clinics/

DVA Community Nursing

Minimum Data Requirements for DVA Community Nursing Claims:

PATIENT DETAILS

• Patients Full Name
• Date of Birth
• Sex/Gender
• Veterans Number
• Referral Details – Doctor Name, Provider Number and if they’re a GP/Specialist
• Date of Admission
• First Cycle Date (First date of care)
• Discharged Date (If the client has been discharged from care)

BILLING DATA

• Cycle Date
• Overnight Care Dates (If overnight care is provided, each overnight care needs to be billed on the actual date the service was provided)
• Total number of Hours and Visits for each type of workers for the whole 28 day cycle:
• Clinical Nurse Consultant (CNC)
• Enrolled Nurse (EN)
• Nursing Support Staff (NSS)
• Registered Nurse (RN)

You will need to follow these steps when you go to install the Fydo print Scanner tool and it complains that IIS is older or maybe not even setup.

Setting Up IIS

1. Go to Control Panel > View by: Large/Small icons > Programs and Features > Turn Windows features on or off
   
2. Enable all features which are shown in attached screenshot and click ok. It may ask for reboot.
   
3. Let it all Install

Download/Install the Print Tool

1. Please call or email to request a download link
2. Install with Admin Permissions
   (If you get ISS issues please follow previous steps or contact Altura Health Support Line)
3. Launch the FYDO Print Tool
   (Note this will need to be done on every machine)
4. Once launched login to the app
   1. Hospital Name (Grab your hospitals unique name from your FYDO url)
      
   2. Username (From FYDO Login – email)
   3. Password
5. Click Login
6. Click Sync
   (Note this might take some time, wait for completed message before closing)
   

When we migrate your data across from your old system into FYDO, it is important you check the data to ensure all information has come across correctly and there is no data missing. 

Please ensure you follow the steps below and test your data before we move to the final migration stage. We recommend you have your old system open as well as your new FYDO account and compare all information listed below. We ask you to compare 40 patients from a range of different dates to ensure we get a good overview of data that has come across. 

Please check:

• 10 very old patients  (we recommend between 5-10 years old depending on the length of time you have had your system).
• 10 patients who have been admitted within the last 2-3 years 
• 10 Patients who have been admitted within the last 12 months 
• 10 Patients who have been admitted within the last 3-6 months

When checking these patient records you need to ensure the following information has come across:

• Patient demographics (Patient name, DOB, address) 
• Referring doctor information if applicable
• Marital status, language, indigenous status etc.
• Episode information  (If a patient in your old system has 3 episodes in your old system please ensure there are 3 episodes in your FYDO system). 
• Coding information
• Appointment screen information  (please ensure your FYDO appointment screen matches your old system for the same dates).

Please note: Depending on the system we are migrating your data from, bringing across all this information may not be possible and in this case, your FYDO onboarding specialist will highlight the information you need to check. Once you have checked the data is correct please email us at sales@acsshealth.com to confirm you are happy with the data migration and we will proceed to the final migration stage. If you have any issues with your data migration, please contact your FYDO onboarding specialist as soon as possible. 

Need to order SMS credits? Read on to learn how!

There are two places where you may order SMS credits. The first is through the settings, and the other is through the SMS sending screen. We will first explore ordering through the SMS sending screen. If you wish to order through the settings screen, please scroll down to – Ordering credits – through the settings screen

Ordering credits – through SMS sending screen

Start off by going to Appointments > Select an action > Send bulk SMS

From there, you may click on the Order more SMS credits button to order additional credits.

Ordering credits – through the settings screen

Start off by going to Settings > System Configuration

Then, tab over to the SMS Account tab and click on the Order more SMS credits link.

From there, complete the form and proceed to payment.

Note: the more credits you order, the lower the cost per credit.

That’s it! Once your order is complete, the credits will be applied to your account nearly instantly. 

Should you have any issues or questions regarding your order, please do not hesitate to contact us at support@acsshealth.com or on (02) 9632 0026.

For each of the health funds, send an email to the contact/s below, advising them that you would like to register your facility for ECLIPSE IHC claiming or if you need to edit your bank details.

Include the following information:

• Facility Name
• Facility Provider Number
• Contact Person
  • Contact Person’s Position/Role
  • Contact Person’s Email Address
  • Contact Person’s Phone Number
• Bank Account Details
  • BSB
  • Account Number
  • Account Name
  • Bank
  • Branch

There are few things we will need to prepare prior to go live within your FYDO account. Your FYDO onboarding specialist will work through these things with you.

Theatre List

If you are an existing hospital and have theatre list you are already happy with and do not want any modifications to it, send us a copy of your existing theatre list and we will re-create it in FYDO. If you do have a theatre list and have been wanting to make some modifications to it, definitely use this opportunity to make those edits. Simply markup on your theatre list what you would like edited (by hand is totally fine).

The default FYDO Theatre List is here can be downloaded here, feel free to make modifications to the default also if you like.

If you have any other types of lists you want built such as a recovery list, food list, please send them over to us to build in FYDO.

Informed Financial Consent

If you already have an approved IFC template, please send it over to us.

Alternatively, the default FYDO IFC can be downloaded here, feel free to make modifications to it and send it back to us.

Labels

If you are planning to get an EMR like DOX for example, you most likely will not print labels from FYDO. However, if you are not getting an EMR then you may wish to print out chart labels and a wristband label from FYDO.

The chart labels can be 14, 16, 18 etc on a sheet. Let us know how many on a sheet and we will make them fit on your labels.

Here is an example of what would be printed on a sheet of 14 chart labels.

Logo

So that we can add your logo to the IFC and your invoice, pls send us a logo in high res in either BMP or JPEG format.

Doctor List

During the onboarding phase we will enter in all your doctors into FYDO i.e surgeons/admitting doctor and anaesthetists, if it is not coming across in some sort of data migration. Provide us with the following:

• First Name
• Last Name
• Provider Number
• Discipline e.g. Cosmetic Surgeon, Anaesthetist

SMS Templates

If you plan to send patients SMS reminders about fasting or their appointment, please send us the wording for the various SMS templates. Here are some examples (note the field such as <patfirstn>> is the mail merge token to insert the patient first name, we will handle the mail merge tokens for you).

EXAMPLE

Hi <<patFirstN>>. Your admission is on <<Date>> at FYDO Hospital at <<Time12h>>. Out of pocket expense is $<<EpExcess>>. Any queries call 1300 123 123.

You can find further SMS Template examples on our other wiki page: FYDO SMS Template Examples

Health Fund Contracts / Uninsured Fees

Part of onboarding your facility onto FYDO, we will initially load your health fund contracts and uninsured fees into FYDO. But to do so, we will need all your contracts sent to us prior to go live.

Each month you will be required to submit data of patient discharges to various agencies. This data submission is mandatory and is required approximately two weeks into the following month. Hospitals are required to submit data to:

• PHDB [Private Hospital Data Bureau]
• HCP [Hospital Casemix Protocol]
• State health departments also require data – you only need to submit data to the state the facility is located in

PHDB – Private Hospital Data Bureau

This data is collected by the Commonwealth. FYDO easily collects this information during the admission and discharge process, and at the end of month you can run a report to export this data to a file in the format PHDB requires.

Once FYDO produces the file, you will need to upload this file to the Data Submission Portal (DSP). To arrange access to the DSP please email hcp@health.gov.au with the following details:

• Facility Provider Number
• Facility Name
• Facility Address
• Facility Phone
• Name of data submitter (an individual)
• Email where verification reports can be sent to

For more information, please contact PHDB on:
Phone: 02 6289 8058
Email: hcp@health.gov.au

Visit the PHDB website click here.

HCP – Hospital Casemix Protocol

This monthly data submission is in a similar format to the PHDB file, however this data is sent to the patient’s health fund. FYDO can produce a file at the end of each month for each health fund. If in the month of March there were no discharges for Medibank, then FYDO will not produce a file for Medibank.

You will need to contact each health fund and request access to their portal so that you can submit this data at the end of each month. There is only one portal for the entire Australian Health Service Alliance (AHSA) group. For a list of health funds that are part of AHSA, click here.

Below are some of the funds you may need to report to, and how to request access:

• AHSA portal click here
• BUPA portal, send an email to hcp@bupa.com.au
• HCF portal click here
• Medibank portal click here
• NIB portal click here
• Mildura Health, send an email to hcp@mdhf.com.au
• Hunter Health Insurance (formerly Cessnock Districts Health), send an email to enquiries@cdhbf.com.au
• Latrobe Health, send an email to hcp@lhs.com.au
• St Lukes Health, send an email to hcpdata@stlukes.com.au

State Health Departments

The state your facility resides in also requires data at the end of each month. Like PHDB and HCP data, FYDO makes this easy each month. FYDO is able to create a file in the format your state requires. Each state has a different file format.

You will need to contact the representative in your state and request access, and instructions on where to submit your file each month.

NSW Health – Phisco data

Contact: Roman Leszcynski
Phone: 02 9391 9995
Email: iscos@doh.health.nsw.gov.au
Email: Roman.Leszczynski@health.nsw.gov.au

VIC Health – VAED

Phone: 03 9096 8595
Email: hdss.helpdesk@dhhs.vic.gov.au
Website for more information click here.

QLD Health – QHAPDC

Phone: 07 3708 5679
Email: QHIPSMAIL@health.qld.gov.au
For more information click here.

WA Health – HMDS

Phone: 08 9222 4362 (Inpatient Data Collections)
Email: DoH.AdmittedDataCollection@health.wa.gov.au

ACT Health

Phone: 02 6205 5249
Email: dsd.informationmanagementhub@act.gov.au
Email: Prathima.Karri@act.gov.au
For more information click here.

TAS Health

Contact: Cynthia Rogers
Phone: 03 6166 1081
For more information click here.

SA Health – ISAAC

Email: Health.ISAACSubmissions@sa.gov.au
For more information click here.

Cancer Registers

NSW & ACT

Email: information@cancerinstitute.org.au
Phone: 02 8374 5600
For more information click here.

VIC

Email: vcr@cancervic.org.au
For more information click here.

For instructions on how to Extract Hospital Data from FYDO visit our wiki page:
Hospital Data Extraction

For instructions on how to Re-Extract Hospital Data from FYDO visit our wiki page:
Re-Submitting a Hospital Data Extraction

For claiming

1. You will need to have received your hospital provider number issued to you by the Department of Health, this is separate to receiving a state code.
   See circulars at https://www.health.gov.au/news/phi-circulars?utm_source=health.gov.au&utm_medium=callout-auto-custom&utm_campaign=digital_transformation
2. Once you have your hospital provider number, you will need to link the provider number to your Minor ID.
   We will assist you in this step and send you the necessary Medicare forms to complete, but this can not be started until you receive your hospital provider number.
3. Also, we can not start your ECLIPSE registration with each fund until you receive your hospital provider number. We will also initiate this process for you.

Coder

New hospital operators coming from a clinic environment, may not be aware of the hospital patient workflow which is:

• Pre-admit
• Admission
• Discharge
• Coding
• Grouping
• Billing

The coding step in the workflow, is done by a trained coder. The coder will look at the medical record and then assign the ICD diagnosis and procedure codes to the episode. These are not MBS codes, they are a totally different set of international codes.

For you to be able to send a claim to the health fund each episode needs to be coded. So you will need to hire a staff member that has the ability to code or what most hospitals do is hire a contract coder to do the coding once a week or a fortnight.  We do not recommend having a coder come in once a month, as this will affect your cashflow.

If you need some recommendations for coders, let us know and we will send you names and contacts of coders used by our hospital community.

Grouper Software

As well as each episode needing to be coded, the episode will also need to be grouped. The act of grouping assigns the episode with a DRG, which stands for Diagnosis Related Group. This is an international grouping standard. If you do not assign the episode with a DRG, you will not be able to submit the claim via ECLIPSE, it is just a mandatory field.

Usually a coder once they complete the coding, will click a button within FYDO that will pass the patient details as well as the ICD codes set by the coder to the grouper software. The grouper software will assess the data and return back an appropriate DRG. This will then get saved within FYDO for that particular episode.

The ICD codes and the DRG code get sent to the fund along with the invoice information.

FYDO has integrated with the TurboGouper grouping software. If you need the grouper software, please let us know and we can organise a license for you. The grouper is currently $961+ GST per annum (Price is accurate as of 16 Aug 2023 but is subject to change depending on supplier pricing).

There are some instances where the coder can assign the DRG themselves, we tend to find this possible in very niche disciplines. Best to discuss this with your coder and see if they require you to purchase the grouper or not.

Health Fund contracts

What you charge in a hospital setting is totally different to what you charge in the rooms. Most of the time you will want to seek 2nd tier accreditation at a minimum, otherwise you may need to charge minimum benefits. Ideally you want to negotiate a contract with each fund, however not all funds entertain this with brand new hospitals, they may make you wait a year or so.

We have some contacts that specialise in health fund negotiations, let us know if you want some contacts to help you with this.

Register your hospital with the governing bodies for monthly reporting

A private hospital needs to report data for each episode of care at the end of each month. Data needs to be reported to:

1. PHDB – Private Hospital Data Bureau (data sent to the Commonwealth)
2. HCP – Hospital Casemix Protocol (data sent to each health fund)
3. State Health, i.e. NSW health, QLD Health etc (data sent to state where the hospital resides in)

Please visit our wiki page Data Extracts Setup