Have you ever needed to produce a single PDF for a health fund that includes the Invoice, HC21 Left signed by the patient AND HC21 Right signed by the hospital representative?

Maybe you even need to add a Type C Certificate into the file!

FYDO has made this process easy, with a feature that does it all for you! Follow the steps below to learn how.

1. Upload a completed HC21 Left document to the patients Documents (or any document that needs to be included. e.g. Type C or Acute Care Certificate)

2. Navigate to Episodes
3. Ensure the correct Episode is selected
4. Ensure the correct Invoice is selected
5. Utilise the Invoice Options dropdown
6. Select Combined HC21 & Inv

7. Select the HC21 Left document that you had previously loaded into the patients Documents in step 1. And any certificate that also need to be included in the single PDF file.
8. Click Print Invoice

FYDO will produce a single PDF that includes:
– Invoice
– HC21 Right
– Documents that were selected

The HC21 Right will need to have the Authorising Hospital Officer’s Signature and Date added. Most PDF programs will allow this electronically.

Save the document and submit to the health fund.

When health funds or companies pay for accounts with a manual remittance (I.E it isn’t electronic through ECLIPSE) the payment still needs to be receipted in FYDO. These instructions will explain how to do that:

From the Accounts Tab, select Payments

Populate all required fields as per below:

1. Ensure Payment Date is correct
2. Add Payment Type
3. Type Amount received
4. Document the Drawer who made the payment
5. Add a Reference No. if required
6. If payment is made via Cheque, add the Bank and Branch
7. Utilise Click to Search for an Individual Account to search for patients and manually add them to the payment.
8. Once all entries have been added, ensure the payment isn’t Out of Balance
9. Click Save

If a payment has been receipted in one transaction but needs to be allocated to two separate invoice numbers or episodes, you can follow these instructions to “split” the payment into the two required amounts:

Navigate to the Episodes Screen and locate the payment that needs to be amended.
Utilise the menu icon (three dots on the transaction line) to select Split Transaction.

A pop-up will appear, displaying the total amount of the original transaction in the top line.

Enter the amount you wish to allocate to the first receipt in the top line. The second Amount field will automatically populate with the remaining balance.

Click Save.

The original transaction will now appear as two separate lines.

Please see our wiki page for instructions on how to Reallocate the Transaction to another invoice or episode for this patient.

Reallocate Transaction (Hospital)

In some instances, a payment may need to be reallocated to another invoice or episode for the patient.

If the transaction needs to be split into two amounts before reallocation, please refer to our wiki page for instructions on how to Split Transaction/Payment (Hospital).

Split Transaction/Payment (Hospital)

To reallocate a payment, navigating to the Episodes Screen and locating the relevant payment.
Utilise the menu icon (three dots on the transaction line) to select Reallocate Transaction.

A pop-up will appear displaying all of the patient’s other invoices across all admissions. This is particularly useful when reallocating a deposit from one episode to another – for example, in the case of a cancelled procedure.

Once the appropriate invoice is selected, click Link Payment.

In the example below, the $150 deposit has been reallocated from Invoice 582 to Invoice 583.

Navigate to the Episodes Screen and select the invoice that requires the refund.
Utilise the Invoice Options dropdown to select Adjust Invoice.

1. The Transaction Date will populate as the current date but can be amended if required to reflect the actual date the refund was processed.
2. Select Refund in the Type field.
3. The Payment Type field is displayed allowing the facility to record how the refund was processed.
4. Add the refund amount to the corresponding Allocated field.
5. Click Save

FYDO now has the option to import Casebase Fees from an Excel file.
It is important to note that the file must be an Excel file and must be set out in the same way as the sample template below. There is also a link below to download a blank template:

Use the same column titles as can be seen in this spreadsheet example. 

Column headings need to be:
A – MBS
B – Casebase
C – Procedure
D – Type
E – DVA
F – OutlierDays
G – OutlierRate
H – GST
I – ExclOS
J – IgnoreStepDown
K – ExcludePrivateRoom

The above layout reflects the content, and order of information, that is displayed on the Casebase Fees tab in FYDO.

If the file is not formatted in this way, with the exact column titles, the data will not be able to be imported into FYDO or will upload into the wrong fields.

How to Format an Excel File for Casebase Fee Upload

Data from a Health Fund contract can be transferred into the relevant columns of the template, or a copy of a contract can be modified using the following steps:

1. Save a copy of the contract (do not edit the master copy)
2. Go to Casebase Fee tab or section in the contract
3. Remove any lines above the header table so that there is only one header row
4. Delete any columns that do not contain the required information as per the images above
5. Ensure the names and order of all columns and the header row match the template exactly

How to Upload Casebase Fee File into FYDO

1. Go to Settings & select Fees Setup

2. Choose your location from the dropdown menu (only applicable to multi-site users)
3. Select required Fund
4. Ensure Same Day Fees tab is selected and Click Edit

5. Update Start of Current Fee and End of Current Fee dates
6. Click Save

7. Click Casebase Fees tab
8. Select Edit

9. Open the Actions dropdown and select Move to Old Charges – this step is optional, however it is recommended as it ensures that episodes prior to the new contract dates are billed at the appropriate rates, otherwise all unbilled episodes will be billed at the newly loaded rates
10. Click Save

11. Click Edit again
12. Utilise the Actions dropdown again to select Import Fees

13. Click Fee Type and select Current File

14. Click Upload Fees File and locate the relevant Excel file to be uploaded
15. Click Upload

16. Casebase items and fees will populate into the Casebase Fees tab
17. Click Save
18. Select Print to print or download, then conduct a spot check with the contract to ensure fees have populated correctly

Note:  If a Casebase item no longer exists in the new fees, but there was an old rate, the line will remain in the fees screen and Current will show as $0 (Old will show the previous rate).  If a DRG has a zero-dollar balance under the Current fees AND the Old fees, FYDO will automatically remove this line from the fees page, as it is no longer required.

FYDO now has the option to import DRG fees from an Excel file.
It is important to note that the file must be an Excel file, and must be set out in the same way as the sample template below. 

Or click the link below to download a blank template:

Using the same column titles as can be seen in this spreadsheet example. 

The above layout reflects the content, and order of information, that is displayed in FYDO.

If the file is not formatted in this way, with the exact column titles, the data will not be able to be imported into FYDO, or will upload into the wrong fields.

How to Format an Excel File for DRG Upload

Data from a Health Fund contract can be transferred into the relevant columns of the template, or a copy of a contract can be modified using the following steps:

1. Save a copy of the contract (do not edit the master copy)
2. Go to DRG tab or section in the contract
3. Remove any lines above the DRG header table so that there is only one header row
4. Delete any columns that do not contain the required information as per the images above
5. Ensure the names and order of all columns and the header row match the template exactly

How to Upload DRG File into FYDO

1. Go to Settings & select Fees Setup

2. Choose your location from the dropdown menu (only applicable to multi-site users)
3. Select required Fund
4. Ensure Same Day Fees tab is selected and Click Edit

5. Update Start of Current Fee and End of Current Fee dates
6. Click Save

7. Click DRG Fees tab
8. Click Edit

9. Click More Actions and select Click to move all Current fees to Old and follow instructions – this step is optional, however it is recommended as it ensures that episodes prior to the new contract dates are billed at the appropriate rates, otherwise all unbilled episodes will be billed at the newly loaded rates
10. Click Save

11. Click Edit
12. Click More Actions and select Import Fees

13. Click Fee Type and select Current File

14. Click Upload DRG Fees File and locate the relevant Excel file to be uploaded
15. Click Upload

16. DRG items and fees will populate into the DRG Fees tab
17. Click Save
18. Select Print to print or download, then conduct a spot check with the contract to ensure fees have populated correctly

Note:  If a DRG no longer exists in the new fees, but there was an old rate, the line will remain in the fees screen and Current will show as $0 (Old will show the previous rate).  If a DRG has a zero-dollar balance under the Current fees AND the Old fees, FYDO will automatically remove this line from the fees page, as it is no longer required.

Adding or amending an MBS item in FYDO for the purpose of updating descriptions, adding facility specific cosmetic codes or removing items that are no longer needed.
The item numbers are updated in FYDO with each National Procedure Bandings Update.
Facilities will be responsible for updating the Theatre Band (State) according to their relevant contracts.

1. Go to Settings
2. Select Items from the General menu
   
3. Add all MBS Codes will update all items in your FYDO system according to the current National Procedure Bandings.
4. Use the filters to search specific categories or groups etc
5. Use the Show Inactive tick box to view any items that have been made inactive in the database
6. Use the Export To option to export the list that is shown on the screen to an Excel spreadsheet
7. Use the Search field to find a specific item number or key word to determine if the item is already in the system. All items that include the searched information in the description will also appear
8. If the required item number displays, double click anywhere on the line to open the information
9. If the required item number doesn’t appear, and it needs to be added, click Add Item
   
   
10. Add the item number, or desired code, into the Number NB. This field will never be editable after it has been created & saved
11. Add the description for the item into the Procedure Name (The Number & Procedure Name fields are both mandatory fields that are required to add an item)
12. The Notes field is available for any notes that may be required that relate to the item. It has no effect on how the item number is billed or displayed & can only be seen by navigating to this screen
13. Linked Procedures give the ability to add ICD procedure code base items to link to this item number. This can make coding the ICD procedures easier. (Hovering over the for the explanation of this field at any time)
14. Category, Group & Sub Group are fields that will pre-populate when a real MBS item number is added. FYDO will look up all these values, from the MBS Schedule, and import them. These values will be updated whenever a new MBS update is loaded & there is no need to edit these manually
15. Item Type is a field that can help categorise the item being entered. (NB. These Item Types can be added by going to Settings, Item Types & clicking Add Item Type). This field allows the user to allocate items to a group (e.g., cardiology, consults etc) and to run reports on the items that are grouped together by the category
16. Qty on Hand can be used in conjunction with the item type
17. Modal is not required for hospitals (this is a clinic related field)
18. Rule is used to determine the rules to apply step downs etc for doctor billing
19. 100% Rebate is to be ticked when the Medicare benefit is 100%, rather than 85% for in room services and is only applicable for doctor billing
20. R-Type is to be ticked if the item requires a referral. NB. This only relates to radiology/imaging items for doctor billing
21. Stock Item is not required for hospitals (this is a clinic related field)
22. Ask Quantity is not required for hospitals (this is a clinic related field)
23. Use the following to ensure the item is classified correctly, according to the relevant banding & accommodation types:
    – Theatre Band (National) – will be updated by FYDO automatically
    – Theatre Band (State)
    – Day Type – will be updated by FYDO automatically
    – Patient Class – will be updated by FYDO automatically
    – DVA Accommodation
24. Tick Same Day Accom Band 1 Override if the item number can only have a band 1 accommodation billed in conjunction with it, regardless of the anaesthetic type or length of procedure
25. Tick Accom Item if the item being entered is required to be billed as an accommodation fee, as per the health fund contract
26. Tick Eclipse Code Mapping if the code being entered requires mapping to be able to be sent via Eclipse for billing. E.g., COL1, PKG38 or D001
27. Tick Item Excluded from PSG to exclude the item from the IHC PSG/MSG segment when being sent via eclipse. E.g., for NIB endoscopy claims
28. Tick Miscellaneous/ADA Code if the item is required to show in the Miscellaneous code section for data submission, instead of in the MBS code section. Commonly used for dental codes
29. Tick Timebase if this item is required to be billed according to the time it takes. Ticking this box will alert the system to look in the Timebase Fees set up for the chargeable fee
30. Click Save
31. To Deactivate an item number, follow steps 1-4 above & click Edit
32. Un-tick the Active box & the word will change to Inactive
33. Click Save
34. To Re-Activate an item, simply tick the Inactive box again & click Save
35. To remove an item number all together click on the Blue Drop Down Arrow on the right of the screen (as seen in the first image above) and click Delete item
36. You will be asked to confirm that you want to delete the item. Click Yes

Once the episode is complete, an invoice can be raised to a health fund or patient.
For an invoice to be raised, the episode needs to be:
– Admitted
– Discharged
– Theatre Complete tick box checked (depending on the facility requirements)
– Coding Grouped (depending on the facility requirements)

1. Open the Appointments Screen and locate the required episode
2. Right Click to reveal the menu & select Create Invoice

3. The Create Invoice page will display with the following necessary information:

1. All patient information specific to the episode
2. Billing information including:
   Billing Type
   Theatre Times
3. Procedure Items being billed (drawn from Theatre Screen if entered)
4. Other Services being billed (drawn from Theatre Screen if entered)
5. The Bill To feature allows other services to be billed to the patient or a third-party company, even if the main invoice is being billed to a health fund. Selecting Patient from this dropdown will create a separate invoice/invoice number for the patient account
6. The Financial Notes & Episodes notes fields will reflect notes that have been entered into the patients’ Episodes screen.
7. As long as all required information has been previously entered into the Theatre Screen, there should be few reasons that anything on the Create Invoice page needs to be amended
8. Click Proceed to see charges

6. The invoice information is displayed, including:
   Accounting Period (That the revenue will be applied to)
   Bill Type
   ECLIPSE transmission status
7. The Accommodation charges will be shown
8. The Theatre & Other Services Charges will be displayed
9. GST can be amended with a Right Click in the GST Field
10. Custom Invoice Messages are able to be added. (Invoice Message Templates can also be added in Settings > Invoice / IFC Messages, so that they can easily be selected from the dropdown list)
11. Invoice template can be selected
12. Print & Save can be selected when the invoice isn’t able to be sent via ECLIPSE & the user requires a printed or PDF copy of the invoice
13. Save can be selected when the invoice is able to be transmitted electronically via ECLIPSE & the user does not require a hard copy of the invoice

Once the user has selected Save for an invoice that can be transmitted electronically via ECLIPSE, they will then need to send this invoice by following the FYDO wiki instructions
Claiming Hospital – Not Yet Sent

For a more detailed explanation of FYDO invoicing please see:
Hospital Invoicing / Billing an Episode Detailed

Once the episode is complete, an invoice can be raised to a health fund or patient. For an invoice to be raised, the episode needs to be Admitted & Discharged. Depending on the requirements that the facility has stipulated in System Configuration, the Theatre Complete tick box may need to be ticked in order to confirm the item numbers are correct for billing. And the episode may need to be Grouped in order for billing to be able to be done.

A simple invoicing & billing explanation can be found at:
Hospital Invoicing / Billing an Episode – Simple

1. Navigate to the Appointments Screen
2. Use the Search field to locate the required episode or
3. Use the Calendar to select required date & Theatre Tabs to select required theatre
4. Locate required episode & Right Click to reveal the menu
5. Select Create Invoice
                                 
6. The Create Invoice page will display with the following necessary information:
   
   1. All patient information specific to the episode
   2. The health fund being invoiced
   3. Billing Type can usually be left as default. This allows FYDO to review the fees entered for the health fund & bill accordingly by Casebase, Per Diem or DRG
   4. The Status of the invoice being billed: either Full Fee or Basic Fee
   5. The Accommodation Type
   6. The anaesthetic type being billed
   7. The theatre times that the invoice will be based on
   8. The Mode of Separation
   9. The items being billed
   10. The Other Services being billed
   11. The Re-order Item Numbers tick box allows users to keep the item numbers in the order they have been entered in. However, if this box is checked, then FYDO will order the item numbers from highest to lowest banding
   12. The Bill To feature allows other services to be billed to the patient or a third-party company, even if the main invoice is being billed to a health fund. Selecting Patient from this dropdown will create a separate invoice/invoice number for the patient account
   13. The Financial Notes & Episodes notes fields will reflect notes that have been entered into the patients’ Episodes screen.
7. As long as all required information has been previously entered into the Theatre Screen, there should be few reasons that anything on the Create Invoice page needs to be amended
8. Click Proceed to see charges
   
   
9. The Accounting Period date, which the revenue will be applied to, is displayed. (The default date that is selected in this field is set in Settings > System Configuration)
10. The Bill Type that has been used will be displayed
11. The invoice’s ability to be transmitted via ECLIPSE will be shown with the tick box
12. The Accommodation charges will be displayed
13. The Theatre & Other Services Charges will be displayed
14. GST will be displayed if the fees for that item have been set up to include GST. Otherwise, users are able to calculate the GST amount by Right Clicking in the GST Field
15. Custom Invoice Messages are able to be added & the user is able to type the required messages. However, Invoice Message Templates can also be added in Settings > Invoice / IFC Messages so that they can easily be selected from the dropdown list
16. FYDO allows for multiple Invoice Templates to be added. A default template can be set, but if another template is required, it can be selected from the Template dropdown
17. Print & Save can be selected when the invoice isn’t able to be sent via ECLIPSE & the user requires a printed or PDF copy of the invoice
18. Save can be selected when the invoice is able to be transmitted electronically via ECLIPSE & the user does not require a hard copy of the invoice

Once the user has selected Save for an invoice that can be transmitted electronically via ECLIPSE, they will then need to send this invoice by following the FYDO wiki instructions Claiming Hospital – Not Yet Sent