Adding Doctors or Surgeons to FYDO can be easily done by a user that has the required access level.

1. Navigate to Settings
2. Select Doctors

3. Use the Search field to find a specific doctor
4. To Edit a doctor already entered, simply double click on their line
5. To Add a new doctor select Add Doctor

6. For multi-location databases, you will be required to select the Location that the doctor is to be added to.

7. Minimum details required to add a doctor are First Name, Surname and Speciality.

8. Add in as much information as you would like. Provider numbers can be required for data extract and claiming purposes.
9. Doctors assigned the Speciality of Anaesthetics will be displayed in the Anaesthetist field throughout FYDO and won’t be admitting doctors.
10. All other Specialties (including customised ones, added by the facility) will be included in the Doctor/Surgeon dropdowns in FYDO.

FYDO gives the option to view all the doctors expiry dates for AHPRA, Insurance and Credentailing. These dates can by displayed by selecting View > Dates. These dates are colour coded to allow easy identification if they are expiring soon:
– Red Date > Expired
– Orange Date > Due to expire within the next 3 months
– Black Date > Not due to expire for over 3 months

Users are able to export the Doctors List to Excel or PDF if required.

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!

Email: support@alturahealth.com.au
Phone: (02) 9632 0026

To start using the Automated SMS feature, here’s what you’ll need to have in place:

• An SMS Account: You’ll need an SMS account set up in FYDO. If you’re not sure whether you already have one, contact our team.  
• SMS Templates: You’ll need to set up SMS Templates. Detailed instructions are available on our Adding SMS templates – FYDO Wiki
• 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!

1. Navigate to Settings
2. 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.  

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 Discharge SMS 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!

Email: support@alturahealth.com.auy
Phone: (02) 9632 0026

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:

1. 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.
2. 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.  
3. 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.  
4. 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.
5. 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.

At FYDO, we are committed to continuously enhancing the security and convenience of our platform for our valued customers. And because of that, we use Single Sign On (SSO) to FYDO! This feature will allow you to access FYDO using your existing credentials from Microsoft or Google, simplifying your login process while maintaining the highest level of security.

SSO is a secure authentication process that enables you to log in to multiple applications with a single set of credentials. By integrating SSO, we aim to provide you with a seamless and efficient log in experience.

When you log in, you will notice two buttons for Microsoft and Google account access, as pictured below.

If you are already logged into your browser with either a Google or Microsoft account, you can click on the applicable button to log in. This will take you directly to the FYDO dashboard or the Two-Step Verification Process via SMS, email, or an Authentication App as usual. 

Note– The account you use must already be set up in FYDO to proceed. 

If you are not already logged into your browser with an account, you will be prompted to ‘Pick an account’ or ‘Use another account’ as shown below. You will need to enter your password to proceed. 

You may still use your email and password to log in unless your FYDO account subscriber has forced SSO to be used. In that case, you may receive a message at the top of the screen, as shown: 

If you receive the message above, please try using the Microsoft or Google buttons. If you still have problems logging in, contact your FYDO account subscriber (the person in charge of FYDO at your facility) before reaching out to Altura Health Support. 

If you have forgotten your Microsoft or Google password, please contact your IT department. This issue is separate from FYDO and cannot be addressed by Altura Health Support.

How to enforce SSO in FYDO

SSO authentication can be enforced for all or selected users. Once SSO is enforced, an email invitation will be sent to the applicable user/s, advising them to activate their account via SSO. The user does not need to use the email invitation link; they can go directly to the FYDO website. 

Note: Once a user is required to use SSO by their facility, their existing password will be deleted. 

To enforce SSO for all users: 

1. Go to Settings > Security and click Edit. 

2. Tick the SSO as Mandatory tick box (as shown below) and click Save. 

If, for any reason, some users are unable to authenticate using SSO, they can be reverted back to the standard email/password authentication method. 

To revert all users to email/password authentication:

1. Simply untick the SSO as Mandatory box in Settings > Security. 

To revert specific users to email/password authentication: 

1. Go to Settings > Users
2. Double-click on required user
3. Click Edit
4. Untick SSO Mandatory
5. Click Save

Reverted users will receive another email invitation to set up their new password. 

You can see which users have SSO enforced and whether they have successfully authenticated using SSO by going to Settings > Users.  

• SSO Blank: User not forced to use SSO
• SSO Red Cross: User forced to use SSO but not activated
• SSO Green Tick: User has activated SSO

There may be instances when a user needs to change their FYDO log in email address. This can be done by the user themselves by following the steps below.
The only exception is the Subscriber who is unable to change their email address themselves & will need to contact FYDO Support if amendments need to be made.

1. Hover over User Profile (Your Initials)
2. Select Edit Profile
   
3. Select Edit
4. Amend Email
5. Click Save
   

The new email address will need to be used for log ins from there on.

Need to change your timezone? Read on to learn how!

Note: This setting is unique to the user. Therefore, each user will need to check their own timezone settings.

1. Hover over the profile icon (Your Initials)
2. Click on Edit Profile.
3. Select Edit
4. Select the desired TimeZone.
   

Click Save and you’re all done! You have successfully updated your TimeZone on this profile.

If a user needs to amend the mobile number, that is used for 2 step authentication, they can follow the instructions below.

Using the email option for 2 Step Authentication will allow you to received the code via email to be able to log in without the old mobile number. Once logged in you will be able to:

1. Hover over the User icon (Your Initials)
2. Select Edit Profile
   
3. Select 2 Step Authentication tab
4. Click Edit
5. Select Yes to the question Would you like to reset mobile?
6. Click Save
   

The next time you log in you will be prompted to set a new mobile number.

FYDO allows users to easily & efficiently send SMS/Text Messages to patients’ & pick-up contacts. Templates can be added to FYDO to allow users to send different types of pre-set messages with the click of a button.
SMS templates use “tokens” to draw information from the patients’ appointment & populate the message with the patients’ relevant information.
Below are some examples of text message templates that facilities can use, along with the tokens that will need to be added to ensure the templates work for all patients.

SMS Templates can be added to FYDO by following the instructions in this link:
Adding SMS Templates to FYDO

Pre-Admission Text
Dear <<patFirstN>>, Your appointment at <<EpLoc>> with <<EpDocTitle>> <<EpDocLastN>> on <<EpDayL>> <<EpAdmDate>> will be at <<Time12h>>. Please reply YES to confirm your appointment. Many Thanks

Payment Reminder
Dear <<patFirstN>>, When you arrive for your appointment with <<EpDocTitle>> <<EpDocLastN>> on <<EpAdmDate>> your out of pocket expense will be $<<EpExcessCo>>. This is payable on admission. Please reply YES to confirm you are aware of your hospital fee or call <<EpPhone>> if you have any queries. Many Thanks

Preadmit Paperwork Reminder
Dear <<patFirstN>>, Please click on the link below to complete your admission forms for your appointment on <<EpAdmDate>> at <<Time12h>>. Add preadmit URL in here.

Fasting Times
Dear <<patFirstN>>, In preparation for your procedure on <<EpAdmDate>> at <<Time12h>> please ensure you cease eating food at <<TimeFF12h>> and have no further fluid after <<TimeFW12h>>. Please contact <<EpLoc>> on <<EpPhone>> if you have any queries. Many Thanks

Patient Experience Survey
Dear <<patFirstN>>, Thank you for visiting <<EpLoc>> on <<EpAdmDate>>. If you would like to give feedback regarding your admission, please follow the link below. Add patient survey URL in here.

Dear <<patfirstn>>, Thank you for attending <<EpLoc>>.  We are committed to continuous improvement and would value your feedback.  Please click on the following link to complete our online survey. Add URL to patient survey here.

Pre-Operative Phone Call Reminder
Dear <<patFirstN>>, Please contact <<EpLoc>> on <<EpPhone>> to speak with our nurses regarding your appointment on <<EpAdmDate>>. Many Thanks

Change of Admission Time
Dear <<patFirstN>>, Your admission time for your appointment on <<EpAdmDate>> has changed. Please now arrive at <<EpLoc>> at <<Time12h>>. Many Thanks

Post-Operative Message
Dear <<patFirstN>>, We hope you are recovering well following your procedure at <<EpLoc>> on <<EpAdmDate>>. Please contact us on <<EpPhone>> if you have any concerns or queries. Many Thanks

Estimated Pick Up Time for Patient
Dear <<patFirstN>>, your admission time on <<EpAdmDate>> will be <<Time12h>>. We anticipate that you will be ready for collection from <<EpLoc>> at <<TimeP12h>>.

Estimated Pick Up Time for Pick Up Person
Dear <<PUfirstn>>, we anticipate that <<patFirstN>> will be ready for collection from <<EpLoc>> at <<TimeP12h>>. Please alert staff at reception when you arrive. Many Thanks

Pick Up Person – Patient Ready
Dear <<PUfirstn>>, <<patFirstN>> is now ready to be collected from <<EpLoc>>, <<EpLocAdd1>> <<EpLocSub>>. Please report to reception on arrival. Many Thanks

Dear <<PUfirstn>>, Please return to <<EpLoc>> at <<EpLocAdd1>> <<EpLocAdd2>> <EpLocSub>> as <<patFirstN>> is now ready to be discharged. Many Thanks

Outstanding Account
Dear <<patFirstN>>, following your procedure at <<EpLoc>> your account was finalised & there is now an outstanding amount payable by you. Please call <<EpPhone>> to arrange payment. Many Thanks

FYDO allows users to have the available theatre times & default appointments to be set for every day. However, sometimes facilities will have the need to open a theatre on a day that it would usually not be opened on.
This can easily be done in FYDO by adding a Non-Standard Day to your theatre by following the instructions below.

1. Open Settings
2. Select Theatre Data
   
3. Double Click on the required Theatre
   
4. Select tab Add Non-Std Days
5. Selected the required Date or click the Close Day tickbox to close the theatre for a day that is usually open
6. Select the Start Time that the theatre will be available from
7. Select the End Time that the theatre will be available to
8. Once the Start Time & End Time have been entered, the appointments will populate with the Default Appointment Type for this theatre
9. The Appointment Type can be amended using the dropdown under the Type column
10. Once all required settings are added, click Save
    
11. Once Non-Standard dates have been added, a new tab View Non-Std Days will be available where users are able to view all non-standard entries
12. The user is able to View the appointment times
13. The non-standard day is also able to be Deleted by selecting the checkbox on the left to display the bin
    

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/

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, now 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; you will not find them when searching for them, and they will not appear on the list of Referring Doctors.

If you wish to view the doctor again, 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.