As ECLIPSE does not support admissions under multiple doctors, FYDO must be configured and used in the same way.

Patients must therefore be admitted under the primary admitting doctor only, with all admission details recorded within the same episode.

Where multiple procedures are performed by different doctors in different theatre visits, these should be managed using multiple theatre admissions within the episodes Theatre Screen.

The doctor who performed each individual procedure can then be recorded within the Coding screen, which is the only area where procedure-level doctor allocation is supported.

1. Book the patient into FYDO with the Primary Admitting Doctor listed in the Dr/Surgeon field
2. If you’d like to document the Secondary Surgeon for completeness of records, they can be entered into the Surgical Assistant field. N.B this field isn’t transmitted electronically via ECLIPSE, and the secondary surgeon cannot be identified in the electronic claim in any way as that isn’t supported.
3. Patient is Admitted as usual under the Primary Admitting Doctor
4. If all procedures are performed in the one theatre visit, all Items can be entered together under the First visit to theatre
5. If the patient requires two visits to theatre to have each procedure performed separately, the Multiple Visit to Theatre dropdown can be utilised to enter the additional visits
6. Multiple Visits to Theatre will be identified with the Multiple icon

7. The Coding Screen allows for each Procedure Code to be assigned to a specific Surgeon/Dr. This is the only place in FYDO that allows for each doctor to be documented against the procedure code they performed.

All other discharge and billing processes for this episode will function as normal.

FYDO allows you to produce an Informed Financial Consent (IFC) for a patient that is not entered into your database.

This feature is particularly helpful in enabling the facility to provide patients with quotes prior to them scheduling their appointment.

To create a hospital quote for a new patient that does not already have an appointment booked in FYDO, navigate to the Patient List screen, selecting Create Hospital IFC

Here, you will need to input the patient and procedure details:

1. Title
2. First Name
3. Surname
4. Date of birth
5. Select the patients funding source
6. Confirm the correct hospital location
7. Doctor/ surgeon
8. Date of admission and discharge
9. Length of time the procedure will be
10. The type of anesthetic to be used
11. Enter all required MBS item numbers/ items
12. Enter all required prosthetics, consumables or other services
13. Create IFC

Now you have created the IFC, check the patient details and items are correct.

The charges will be populated from the contract fees entered to FYDO for the funding source chosen for this quote.

If you need to add a discount to the hospital fee, you can do this here by entering a % or amount you would like to discount the total fee by.

You can also add a message to the quote by selecting the IFC Message dropdown to select a preset message, or you can create your own by choosing Custom Message.

If there is any information you would like to amend, select Edit IFC.

Once all the information is confirmed as correct, ensure you have the correct Template selected and Save & Print

Your quote will then download ready for you to provide to the patient.

If you need to create a quote for a patient who has a medical record in FYDO but does not have an appointment booked yet, you can do this from the Patient Details screen by selecting the three dots on the top right-hand side of the screen, then selecting IFC Hospital.

This will prepopulate the patients personal and fund details requiring you to only input the planned procedure details:

1. Confirm the correct hospital location
2. Doctor/ surgeon
3. Date of admission and discharge
4. Length of time the procedure will be
5. The type of anesthetic to be used
6. Enter all required MBS item numbers/ items
7. Enter all required prosthetics, consumables or other services
8. Create IFC

Once you have confirmed the details are correct, select Save to save this directly to the patients Documents tab, or Save & Print to save directly to the patients Document tab as well as make it available immediately to view and print.

Users can now utilise the Make Recurring feature to add multiple bookings for the same patient on a daily, weekly, monthly or yearly basis. Appointments can even be made on certain days of the week e.g. Mondays, Wednesdays and Fridays. This feature is particularly beneficial for rehab and mental health facilities, where daily admissions are common for specific programs.  

Utilising this feature results in all the appointments being linked, which enables facilities to link program codes to all episodes, allowing FYDO to determine which days to apply step-downs. 

1. Using the Right-Click menu, select Make Appointment.
2. Once you have selected your patient, and within the Edit Apt screen, click on Make Recurring.

3. Recurring Appointments can be configured using flexible Daily, Weekly, Monthly, or Yearly schedules, allowing appointments to repeat at customised intervals (e.g. every 2 days, every 3 weeks, the 1st Monday of each month, or annually on a specific date).
4. Once you have made your selections, press Save.

Daily Recurring Appointment Example

5. Appointments in a recurring series also include additional options for Edit Appointments or Delete Appointments, which are:
   – This Appointment
   – This and all following Appointments
   – All Appointments in this series.

This fantastic feature allows patients to receive, review, and sign their IFC before arriving at the facility, with the signed document automatically returned to FYDO for staff to view.

Patients will require a Preadmit ID to send the IFC electronically. You can check they have this by finding this icon on the Patient Details screen.

If the patient does not have a Preadmit icon, this means they have not been linked to Preadmit or they do not have a Preadmit Account.

To link a patient to Preadmit, ensure they have a valid email address in the email field and click the three dots in the top right-hand corner to select Get Preadmit ID.

This will perform a check with Preadmit and if the patient has a Preadmit account matching the email listed in FYDO, it will link up with a Preadmit ID.

If a message appears saying No Preadmit ID Found, you will need to instruct the patient to create a Preadmit account as they most likely do not have one. You can also check the Hospital Preadmit Portal to see if they potentially have an account under a different email. If this is the case, you can update their email in FYDO and re-run the check.

Once the patient has a Preadmit ID, you can create the IFC as normal.

On the IFC fees page, there are two buttons that will be automatically ticked if the patient has a Preadmit ID. These buttons are Send IFC to Patient Portal and Send HC21 to Patient Portal. If you want to send the IFC and HC21 to the Patient Portal, ensure these remain ticked. (They will automatically be ticked for all patients with a Preadmit ID. If the patient does not have a Preadmit ID, you will be unable to tick these boxes, they will be greyed out.)

**Once the IFC has been sent to the Patient, it will take you back to the Appointment Screen and give you a message to say it has been successfully sent to Preadmit** 

Once the patient has signed their forms, they will be sent back to FYDO. The forms will automatically allocate themselves to the patients MRN, however, you will need to open the Preadmit Holding Bay in order for the forms to download.  

**You WILL NOT need to link and commit the IFC and HC21, the holding bay just needs to be opened for the forms to download.** 

Once the Preadmit Holding Bay has been opened and the forms have automatically downloaded, they will be present in the Documents tab on the patients file.  

Custom Appointment View 

You also have the ability to add IFC Created and IFC Signed to your Appointment screen by using the custom views. (See below image). These columns will automatically tick based on the actions performed. 

If you would like to set up custom views, please see the wiki for instructions Creating Custom Hospital Views in the Appointments Screen.  

This page provides an overview of the available API endpoints within FYDO, along with a summary of the data shared through each endpoint.

For clarity, the following terms are used throughout this document:

• PII (Personally Identifiable Information): Any data that can be used to identify an individual, such as name, date of birth, contact details, or identifiers like MRNs.
• PHI (Protected Health Information): Health-related information that is linked to an individual, including clinical data, diagnoses, procedures, and appointment details.

This information is intended to support your internal governance, privacy compliance, and decision-making when enabling access for third-party systems to your FYDO database via APIs.

This page outlines the standard Fydo workflow for:

• Admitting maternity patients
• Registering newborns
• Entering Hospital in the Home (HITH) details where applicable

This ensures patient records, episodes, and downstream integrations (billing, reporting, data extracts) are accurate.

Maternity Patient Admission

1. Navigate to Appointment → Right-Click Menu → Make an Appointment
2. Select the appropriate Patient Category & Accom Type

3. Once the mother needs to be Admitted, this can be done in the usual matter:

• Care type = Acute
• Other details same as overnight Acute
• 💡HITH Start Date – if patient is going to receive Hospital In The Home care during the episode, HITH start date can be entered after patient is admitted.

4. Allocate a Bed to the mother – Appointment → Right-Click Menu → Inpatient → Bed History

Registering Newborns

Newborns must be registered as separate patient records and linked to the mother.

Step 1: Create Newborn Patient Record and admission

1. From the mother’s appointment, Right Click > add Newborn (or create a new patient manually)

2. Enter newborn details:

• Temporary name (e.g. Baby of Jane Smith which can be updated later once the legal name is confirmed)
• Date and time of birth
• Gender
• Most of the details will be inherited from Mother, for example address, GP, Fund etc.
• NOK/Emergency Contact relationship must be reviewed and updated as FYDO blank fills the relationship after copying Mother’s details

3. After the newborn patient details are saved, FYDO will prompt the newborn admission screen. Enter all newborn admission details.

📝Currently only QLD facilities will have below highlighted fields pre-populated for newborn admissions; other state will need to manually assign the relevant values.

Step 2: Link Newborn to Mother

1. This will be linked automatically if baby is registered using the Add Newborn option

From Baby’s record, Mother name is listed and hyperlink to mother’s patient details page:

From Mother’s record, child/ren’s details are also listed:

Discharge Mother and Newborns

Always Discharge from the Mothers Episode

1. Appointments Screen → select Mothers episode →Right-Click Menu → Discharge

📝 If HITH start date is entered on admission screen, HITH end date will auto default to Discharge date, can be updated if needed

2. FYDO will prompt a screen to also discharge the baby

Information can be synchronised from CGOV to FYDO using an API. This feature is helpful for hospitals that utilise CGOV for doctor credentialling, as it can reduce the need for double data entry. The following fields are able to be imported:

You can now send invoices directly from FYDO using your Microsoft 365 email account. This feature uses a secure integration via a Microsoft Enterprise Application called FYDO_EmailSender.

For this functionality to work, your Microsoft 365 tenant must allow the required permissions, which may need assistance from your IT department. To find out how to set up your email, see our Setting up to Email from FYDO user guide.

Once successfully set up, you can email an Invoice Copy from the Episodes screen.

1. Under the Invoice Options Drop down in the Episodes screen, select ‘Invoice Copy’

2. Select the Invoice options as usual and click on the ‘Email Invoice’ button

3. Select who you’d like to email, whether it be the Patient or Fund, modify the Email Subject and Body of the email if necessary and click on the ‘Send Email’ button

4. If the email is successful, you should see a message at the top of the FYDO screen like below

⚠️ Important: The email will appear to the recipient as being sent from the shared mailbox (e.g. reception@hospital.org.au), but will still be sent using your personal Microsoft 365 account. The message will be saved in your Sent Items, not the shared mailbox’s.

You can now send invoices directly from FYDO using your Microsoft 365 email account. This feature uses a secure integration via a Microsoft Enterprise Application called FYDO_EmailSender.

For this functionality to work, your Microsoft 365 tenant must allow the required permissions, which may need assistance from your IT department.

Email Verification Step – Before being able to email an invoice from FYDO, you firstly need to verify your email account (either your user account or a shared email account, such as a department email address).

To verify your email, follow these steps:

1. Go to your user account initials in the bottom left corner and select ‘Edit Profile’

2. Select the tab Email Verification and if you want to email from a Shared email account, enter the email address, otherwise leave blank to send from your account you used to log into FYDO.
3. Click on the Microsoft button, which will prompt you with the following screen.
4. Click on the Accept button and if your Microsoft already has the appropriate permissions set, you should get a “Email has been successfully verified” message at the top of FYDO, as shown below.

Note: If you do not see the success message, your Microsoft 365 tenant may not have granted the required permissions. Please contact your IT department and advise them that the FYDO_EmailSender application needs to be granted the following permissions for your user account:

• offline_access
• Mail.Send
• User.Read

You may also not have the appropriate permissions to email from a Shared email account.

IT Support Teams can contact Altura Health Support for assistance if required.

To find out how to email an invoice from FYDO, please see our Emailing an Invoice from FYDO user guide.

In order for patient’s Discharge Summaries to be uploaded into My Health Record (MHR) their Individual Healthcare Identifier (IHI) needs to be successfully verified.
These instructions will explain how this can be done in FYDO.

When creating a new patient, the MHR Consent tick box will be ticked by default. This ensures all episodes created for this patient will automatically have the MHR Consent box ticked at an episodic level.
It will need to be unticked if the patient withdraws consent for information to be uploaded to MHR, and in turn, any bookings created after the patients MHR Consent tick box is unticked will not have the tick selected in the episode.

FYDO will automatically verify the IHI Number when the patient is added to the database for the first time.

If manual verification is necessary, click “IHI Check” after adding the patient.

If you are aware of what the patient’s IHI Number is, and have typed it into FYDO, the check will verify that it is correct.

If you do not have the patient’s IHI Number, the check will retrieve their number and populate the field, provided that the patient can be identified.

The Status, Record Status and Last Verified information will be displayed.

A message will display if the patient cannot be identified.

IHI verifications work according to the same data matching principals’ as the Medicare OPV. To address an unsuccessful verification, users can check certain patient identifiers i.e. the spelling of the first and last name, accuracy of their Date of Birth and Medicare card.

MHR Consent

MHR Consent is available in FYDO on both the Patient Level and the Episodic Level to allow patients the flexibility to withdraw MHR consent for specific episodes.

For facilities that utilise Preadmit, MHR Consent can be obtained when the patient submits their admission form, and the information can be transferred into FYDO. The answer that the patient gives will be reflected on the Patient Screen. If you are interested in setting this up, please reach out to our Preadmit team.

Consent on a Patient Level:

• For patients created in FYDO, MHR Consent is ticked on the Patient Screen by default when a patient is created.

• If a patient withdraw consent completely, this box needs to be manually unticked.

• MHR Consent updates made in Preadmit will update the patient’s MHR Consent status in the Patient Screen. 

Consent on an Episodic Level:

• MHR Consent is defaulted at the point of booking based on the patient’s current consent status in the Patient Screen.

• If the patient has consented, new episodes will be automatically ticked as consented. 

• If the patient has not consented, new episodes will remain unticked.

• After booking, the Edit Appointment Screen consent operates independently from the Patient Screen. This allows consent to be added or removed for an individual admission. 

• If the MHR Consent is not ticked in the Edit Appointment Screen, FYDO recognises that the patient has not consented, and the facility will be unable to upload the discharge summary to MHR.  

For more helpful information related to My Health Record visit our associated wiki pages to:

Add your organisations HPI-O to FYDO here.
Add your doctors HPI-I to FYDO here.
Upload a discharge summary in FYDO here.