This page is designed to guide your team through the process of connecting to My Health Record (MHR) via your FYDO account. It outlines the key steps to ensure a seamless integration, helping your hospital streamline the process of uploading of Discharge Summaries.

By preparing ahead of time, you’ll have everything needed for a smooth transition, allowing both staff and patients to benefit from a more connected healthcare experience.

Explore the page to ensure your team is ready for this important integration, and feel free to contact us with any questions at (02) 9632 0026 or support@alturahealth.com.au

On the 28th of November 2023 we partnered with the Australian Digital Health Agency to present a webinar to our customers. This webinar provided essential information on the steps required for your hospital’s integration with MHR.

Click the link below to access the slideshow from this presentation. It offers step-by-step instructions on tasks like how to register a seed organisation, registering for PRODA, linking your Healthcare Identifiers to HPOS, registering your organisation for HPI-O, and more.

Implementing My Health Record in a Private Hospital or Day Surgery Webinar

Additional information on how to register your organisation for My Health Record can be accessed here.

My Health Record Timeline

The Advisory AS18/11: Implementing systems that can provide clinical information into the My Health Record system outlines the timeframes for implementation of a system to upload Discharge Summaries to MHR.

As of September 2024, this advisory stated:

To comply with Actions 1.17 and 1.18, health service organisation must:

• By June 2024, have developed a detailed plan that complies with:
  – all requirements of Part 5 of the Rule;
  – user of national patient and provider identifiers (IHIs, HPI-Os, HPI-Is); and,
  – user of standard national terminologies.

• By December 2024, have ongoing monitoring and evaluation of compliance with the requirements of Action 1.17 and 1.18.

Accrediting agencies are required to:

• Review evidence that:
  – From July 2024, the organisation has completed a gap analysis, has a detailed plan and the plan is being implemented
  – From January 2025, the organisation has as system to monitor and evaluate compliance with Action 1.17 and 1.18.
• Rate Action 1.17 as met, only if the organisation demonstrates achievement of the specific requirements of the Action in the relevant year.
• Rate Action 1.18 as met only if the organisation demonstrates embedded processes in accordance with the specific requirements of the Action in the relevant year.
• Rate Actions 1.17 and 1.18 as met with recommendations if there is evidence of a gap analysis and finalised plan endorsed by executive and the plan is being implemented and monitored (NB. where these requirements are met, these actions may be rated ’met with recommendation’ for no more than one accreditation cycle).

The information above outlines that, from January 2025, the health service organisation are expected to works towards implementing systems capable of providing clinical information to MHR. Additionally, organisations must have processes that

• describe access to the system and
• maintain the accuracy and completeness of information the organisation uploads

What can you do to prepare for the MHR integration?

Facilities can ensure they are ready for the integration as soon as it becomes available by:

• Ensuring they have registered their organisation and obtained their HPI-O
• Collecting the individual HPI-I’s of their doctors
• Review Advisory AS18/11 to conduct the required gap analysis and ensure a detailed plan is in place and being implemented.
• Await an email, from us at FYDO, that advises of our CSP number so that you can link your HPI-O
• Set required access levels for all staff to Upload and Remove Discharge Summaries from MHR. This can be done by an authorised staff member from your facility by navigating to Settings > User Groups.

We appreciate your patience and support as we continue to undergo conformance testing, with the Australian Digital Health Agency, to implement this integration with MHR.

Most functions available in the Appointments Screen can be accessed by selecting the required episode & using your mouse to right click. This menu can also be accessed with a single click on the appointment time which allows users on tablets to access the menu as well.

1. Make an Appointment allows users to add a booking
2. Edit Episode allows users to amend an existing booking
3. Copy Appointment allows users to copy an existing booking & paste it to another time or date
4. Cut Appointment allows users to move an existing booking & past it to another time or date
5. Paste Appointment allows users to place an appointment that they have previously copied or cut
6. Episodes gives a list of all episodes for that patient, along with financial information
7. Arrived gives users the ability to mark patients as arrived as they present to the facility
8. Unarrived gives users the ability to undo the above function if it has been performed accidentally
9. Excess/Deposit is where a receipt for a patient payment can be generated
10. Admit is the page where the admission time & information is recorded
11. Discharge is the page where the discharge time & information is recorded
12. Theatre is the page where all the theatre information including times, item numbers, other services etc are recorded
13. Coding is the page that the relevant diagnosis & procedure codes are entered & where the episode can be grouped
14. Inpatient is where information regarding scheduled inpatient procedures, bed allocation & leave can be recorded
15. Certificate is where Type C, Type B, psychiatric etc certificates can be entered into FYDO to be transmitted electronically via ECLIPSE
16. Clinical Indicators is where certain indicators relating to the episode can be recorded. This feature allows for efficient collation of statistical data
17. Confirmed gives users the option to make appointments as confirmed
18. Check List allows users to mark off tasks easily & efficiently as they are complete e.g., OEC, IFC, Consent Form etc
19. Send SMS gives the user the option to send an SMS to the patient or to their pickup person
20. Chart Labels is where labels can be printed for the patient chart
21. Wristband is where a wristband label can be printed for the patient
22. Delete Appointment allows users to remove an appointment from the system. This option does not appear on any reports & is it is only suggested to use this option if the appointment was made in error. (For all cancelled appointments use the Cancelled field in the appointment screen)
23. Document is where all documents that have been generated in FYDO & have been scanned into FYDO are kept
24. Create Letter allows users to create letters in FYDO from preloaded templates
25. Quick Form allows users to print other forms that have been loaded into the database. For example, DVA Claim Forms or Discharge Summaries
26. HC21 Left will print the side of the HC21 form that the patient must sign
27. HC21 Right will print the side of the HC21 form that displays all the codes pertaining to the episode & the side that the Authorising Hospital Officer will need to sign for manual claims
28. HC21 Back will print the back of the HC21 form that is required for Certificates
29. Create Invoice is where users will go to invoice the episode
30. IFC is where users will go to generate an Informed Financial Consent for the episode
31. OEC is where users will go to perform an Online Eligibility Check for the patient for that admission
32. EMR will be displayed if the facility integrates with an external Electronic Medical Record system

From time to time, it will be necessary to report on Aboriginal & Torres Strait Islander statistics. FYDO makes this extremely easy using the Episode Stats report.

1. Select Reports from the main menu
2. Select Episode Stats
   
   
3. In the Group By (Primary) field select Indigenous
4. Select the date range required in the From & To fields
5. Click Update
   
   

The report will give you the total number & percentage total of episodes that fall under each category.

If an episode is accidentally admitted or discharged, the user can Un-admit or Un-discharge following the steps below.

1. Navigate to the appointment that needs to be Un-admitted and/or Un-discharged
2. Use the Right Click Menu to select Episodes 
   
3. If the episode has been admitted, & discharged, Right Click on the required Episode and select
   Un-discharge
   
4. The user will be asked to Confirm that they are sure they want to un-discharge the episode.
   
5. The Right Click process will need to be repeated to then Un-admit the episode
   
6. The user will again be prompted to confirm that they want to un-admit the episode.
   
7. Once this process has been followed, click Back to Appointments and the episode will have been returned to the status of B for Booked

FYDO gives users the ability to enter Cancer Registry information & export the data for ease of submission.

Once in the Cancer Registry screen, enter all relevant information for your state & click Save.

 

The Cancer Registry Data can then be exported in the same manner that you export all your monthly data.

For more information on Data Extracts, see Hospital Data Extracts

FYDO gives users the ability to customise the Appointments Screen to allow them to view the information that is important to their role. This assists in workflow & efficiency & allows users to view different information depending on the task that they are undertaking.
All custom views that are created for each facility are available to all users. Each user is then able to select their favourite view to open as their default. These instructions will provide ideas for different views & the set up required to accomplish them. For further details on how to create custom views please see the page on Creating Custom Views

Included below are examples of All View ideas. Please see our other pages on Individual & Weekly View ideas for those view types.

Administration View

Doctors Name View

Status Colours View

IFC Complete View

Procedure View

FYDO gives users the ability to customise the Appointments Screen to allow them to view the information that is important to their role. This assists in workflow & efficiency & allows users to view different information depending on the task that they are undertaking.
All custom views that are created for each facility are available to all users. Each user is then able to select their favourite view to open as their default. These instructions will provide ideas for different views & the set up required to accomplish them. For further details on how to create custom views please see the page on Creating Custom Views

Included below are examples of Individual View ideas. Please see our other pages on All & Weekly View ideas for those view types.

Administration Pre-Operative Process

Pre-Operative Phone Calls View

Theatre View

Recovery View

Patient Contact Information View

Status View

In addition to creating the Status Custom View the user will need to ensure the desired colours are set up in
Settings > System Configuration > Hospital.

Coding View

Billing View

Once the episode is complete it is required to be Coded. The episode needs to be Admitted for the Coding Screen to be made available. FYDO integrates with TurboGrouper & utilising this program, along with FYDO will result in a seamless coding & grouping process.

1. The Coding Screen can be located by navigating to the Appointments Screen
2. Use the Search feature to find a specific patient or
3. Use the Calendar to view a specific date
4. Once the episode has been located, use the Right-Click Menu to select Coding (Or use the Fast Key ‘g’)
   
   
5. The Coder field will automatically populate with the current user’s name
6. Copy Previous Coding will populate all fields according to a previous admission (This feature is especially handy when a patient has reoccurring admissions for the same procedure)
7. Documents will open a new tab, allowing the user to view scanned documents while coding
8. When a Diagnosis Codes is added, a new line will display below to enter the next code (This field searches Codes or Descriptions) The Type & Indicator can be selected for each individual line
9. Anaesthetic Types are populated from the Edit Appointment Screen and can be edited if necessary (Any changes made here will be reflected in the Edit Appointment Screen)
10. Visit to Theatre is populated from the Discharge Screen and can be edited if necessary (Any changes made here will be reflected in the Discharge Screen)
11. Show MBS allows the user to hover over the button to display the MBS items that have been entered into the Theatre Screen (If these items need to be amended the user will need to navigate to the Theatre Screen)
12. When a Procedure Code is added, a new line will display below to enter the next code (This field searches Codes or Descriptions)
13. Once all required data has been entered click Save
    
    
14. Once the coding has been saved the user will be able to obtain the DRG by running the Grouper (if TurboGrouper is installed)
15. Ensure the correct DRG Version is selected (A default DRG Version can be set up for each fund in Settings > Health Funds which will then populate in this field)
16. Click Run Grouper. This will complete the DRG Code field, the MDC field & the Date Grouped field
17. Once complete click Exit to return to the appointments screen
    
18. The episode will now display a “C” to identify that it has been coded
19. Users are also able to use the Filter dropdown to view Uncoded episodes only

The minor ID, also referred to as the Location ID, will sometimes be required by Medicare. It is the same as your ADV client number. Here’s how to find it in FYDO:

1. Hover over the Support icon
2. Your Minor ID will be displayed in the heading

FYDO gives users the ability to customise the Appointments Screen to allow them to view the information that is important to their role. This assists in workflow & efficiency & allows users to view different information depending on the task that they are undertaking.
All custom views that are created for each facility are available to all users. Each user is then able to select their favourite view to open as their default. These instructions will provide ideas for different views & the set up required to accomplish them. For further details on how to create custom views please see the page on Creating Custom Views

Included below are examples of Weekly View ideas. Please see our other pages on Individual & All View ideas for those view types.

Administration View

Confirmed View

Coding View