Exporting Reportable Data (PHDB/HCP/State specific/Cancer Registry)

1. Select Data I/O from the left-hand menu
2. Select Data Extracts

3. Ensure correct location is selected (for facilities with multiple locations)
4. Select the month you need to extract
5. Select the type of data you need to extract
6. Select Prepare Extract
   

7. You will be shown:

   1. Total Number of Episodes for the period
   2. Number of Episodes Ready to be exported
   3. Number of Episodes with Errors that require attention
   4. A list of the episodes that need amendments in order to have your data ready for submission
   5. An option to print the list of errors, or export it for further action

8. Navigate to the screen that is identified as Where to fix and amend the information that is required. This can be done with a Right Click on the line or using the Patient Name Hyperlink to navigate to the require screen.
9. Once all errors have been rectified, follow the above steps again to check that the data is ready to export
10. Data is ready to export once there are no more errors documented in the list.
11. Once all errors are rectified the Print & Export To options in the top right corner (e. in the above image) will change to a Submit button. Click Submit
12. Your data files will be saved in FYDO
13. You can download this file by using the down arrow ⇓ under the Action column with a normal mouse click (not a Right Click)
14. You can upload these files directly into the appropriate portal. (Ensuring the file name for BUPA does not contain any symbols)
15. Once uploaded there is no need to keep a copy of the file on your computer, as you are able to access & download again if required from FYDO.

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

There are several ways to do this, but the most common method is during the appointment booking process.

1. Once you have navigated to the date & time for the appointment, right click & select Make an Appointment
2. This will open up the Patient Lookup box where you are able to search for the desired patient
3. If you are unable to locate the patient click the Create New Patient button

4. You are required to add a minimum of First & Last Name and all other fields are optional when initially adding a patient (but be aware that certain fields may be required, once the patient is admitted, for reporting purposes)
5. Once all desired information is entered click Save
6. The appointment screen will then open to add all required information for that particular booking

Patients are also able to be added without having an appointment scheduled.

1. Select the Patients tab from the left main menu
2. Search to see if the patient is already entered into the system
3. If they have not previously been added, click Create Patient

4. You are required to add a minimum of First & Last Name and all other fields are optional when initially adding a patient (but be aware that certain fields may be required, once the patient is admitted, for reporting purposes)
5. Once all desired information is entered click Save

If a patient cancels their appointment

1. Search for the patient OR
2. Navigate to the date & theatre that the patient is booked for
3. Select the patient & right click to open menu
4. Select Edit Episode

5. Use the Cancelled drop down to select a reason for cancellation (N.B these cancelled reasons are fully customisable & can be added or edited in Setting under the Cancelled Reasons option to assist facilities obtain the cancellation data that they require)
6. Click Save

7. The patient will now be displayed with a strikethrough & the appointment time will be available to book another patient
8. To view your screen without the cancelled patients, use the Filter Dropdown Based On and select All Appointments Exc Cancelled

9. To view the cancelled patients ensure you select All Appointments Inc Cancelled from the Filter Dropdown
10. To reinstate an appointment, follow the above steps 1 > 4 and remove the cancellation reason from the episode before clicking Save

Options for dealing with cancelled patients

Depending on how far a patient is along their journey, there are different ways to handle a cancelled episode. For example, a patient who cancels before arriving at the facility will need to be handled differently than one who cancelled after admission.
The facility should determine the most appropriate option for each individual scenario. Below are a few options for processing these cases in FYDO:

Option 1
If the patient did not arrive at the facility and was not admitted, the standard cancellation instructions above will apply. The episode will not be admitted and will simply be cancelled.

If the patient did arrive and was admitted but did not proceed, the facility can choose to revert the episode back to a booking by Un-discharging and Un-admitting the episode. Again, this will be up to the facility to decide if this is require depending on how far the patient journey progressed.
This can be done via the Episodes Screen by utilising the Right-Click Menu.

The patient may need to be refunded any moneys paid, or the facility may choose to keep it and apply to another admission down the track.

Option 2
If the patient was admitted and progressed partway through their journey, the more appropriate option may be to complete the episode by admitting and discharging them.
Depending on how far they progressed, you may need to populate the Visit to Theatre field with No Theatre Procedure Performed when discharging the episode.

As every discharged patient is reported to the Department of Health, a principal diagnosis code is mandatory. If the facility opts to admit and discharge the episode, it will need to be coded.
Please confirm the correct process with your coder. However, as an example, there would typically be a primary diagnosis code, and an additional diagnosis code explaining why the procedure was cancelled.

Other Notes
When raising an invoice, please be aware that if an accommodation band is billed, it is implied to the health fund that the patient received an anaesthetic. In this instance, an anaesthetic procedure code must also be included in the coding screen.
Facilities will need to check their individual health fund contracts in order to decide if they can raise a charge for the particular admission.

Cancellation Reasons

Facilities may be required to collect different cancellation information for benchmarking, auditing, accreditation, and reporting purposes. FYDO makes this easy through customisable Appointment Cancellation Reasons.
Statistics such as Cancelled After Arrival, Cancelled Within 24 Hours, Facility Cancellation and other site-specific categories can all be configured as Cancelled Reasons (Appointments). Once configured, these reasons can be utilised in reporting to provide visibility into why appointments are being cancelled and identify trends over time.
To ensure accurate reporting, your facility should configure the cancellation reasons required for your workflows and educate staff on when each cancellation reason should be used.
Follow the instructions below to set this up.

1. Navigate to Settings
2. Select Cancelled Reasons (Appointments)
3. Click Add Cancelled Reasons (Appointments) to add new cancellation reasons
4. Double click on an existing cancellation reason to amend it

Utilise the correct Cancellation Reason when cancelling bookings, as per the instructions at the start of this page, and statistics than then be obtained from Reports.

1. Navigate to Reports
2. Select Cancelled Episodes
3. Simply run the report for the date range required for a comprehensive list of all cancelled procedures, or
4. Utilise the Cancelled Reason filter to obtain statistics on specific cancellation types

Navigating the Appointments Screen

1. Date – Click on the date to display the calendar to select required date
2. Search – to locate a particular patient/booking
3. Info – will display the Number of patients booked & Minutes the theatre is being utilised
4. View – gives the ability to choose how the theatres are displayed

   1. All – shows all theatres for 1 day
   2. Individual – shows 1 theatre for 1 day
   3. Weekly – shows 1 theatre for the whole week
   4. List – shows all appointments in 1 list

5. Theatres – are able to be selected here
6. Filter – the patients viewed to include/exclude cancelled patients etc
7. Custom Views – Create and select Custom Views to displayed relevant information
8. Action Dropdown allows users to
   Print Theatre Lists
   Send Bulk SMS
   Re-Order Lists

Adjustments via the Adjustments Screen

If an adjustment is required for refund, write off, incorrect billing purposes etc it can be done using the Adjustments Screen or from the Patient History / Episode screen. Both options are explained below.

Making the entry from the Adjustments Screen

1. Go to Accounts in the main menu & select Adjustments

2. For multi-location systems, use the drop down to select the relevant Location
3. Enter the required Transaction Date if it differs from the current date
4. Use the Type dropdown to select the required transaction type e.g., write off, incorrect billing, discount, refund etc.
5. If Refund is selected as the Type, the Payment Type field will be displayed so the method of the transaction can be documented. For all other journal / adjustment Types this field will not be necessary & won’t be displayed
6. Type the required information in the Drawer field
7. Use the Reference No., Bank & Branch fields, if the facility work instructions require, to document additional information regarding a bank cheque for refunds etc
8. Click “Click to Search for an individual Account” and the search box will be displayed to find the required patient. (If processing this adjustment from the Episodes Screen any outstanding invoices will automatically be displayed)
9. Once a patient is selected, the invoices with an outstanding amount will be displayed
10. Use the Show All Invoices option to display invoices that don’t currently have an outstanding balance
11. Type the amount to be refunded in the Allocated column
12. Once you have moved from the Allocated field the system will show you the Possible Balance of the invoice, following the adjustment
13. Once all details have been confirmed & are correct click Save
    

Making the entry from the Episode Screen:

1. Search for the patient using the Search field or by selecting the required admission date & theatre
2. Right-click on the appointment & select Episodes
3. Once in the Episodes screen ensure that the correct date of admission is selected
4. Then use the Invoice Options drop down on the right of the screen to select Adjust Invoice

5. You will be redirected to the Adjustments screen where you can follow the instructions above from step 2.

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/

PLEASE READ FIRST

This guide is intended for users who have too many or out of control debtors. This wiki page does not cover the basics, it is an in depth look at how to work through the debtors. 

First, lets run the report so we can identify patients that need to be investigated. There are 3 Filters we will want to use.

1. Fund – It may be best to look at one fund at a time, and action those together
2. Period – We can filter the report to only show us debtors that are 45 days and older, if your debtors is really bad you may wish to start at 60 days.
3. Details – Offers a detailed view of the report, showing patient information, make sure this is always on.

In the above example, I can see that there are some patients with outstanding debtors, ranging from 45 to 120+ days. The Balance Outstanding column shows me how much each outstanding patient has. The next step is to select one of these patients to follow up on, and we can go through the steps of what has to occur next.

Checking Invoice Status

The next thing we want to do, is head to the patients Episodes so we can see the details of the invoice, the outstanding amount and check the invoice status, so we know what part of the process the invoice had issues on.

To see the Invoice Status, simply select it from the Invoice Options drop down menu, found near the balance for that episode. As you can see below, the status will show us which batch the invoice is currently in, as well as what the Status of the batch currently is. The batch we have investigated below is sitting as Sent. As this episode was from 02/10/2020, this is probably not a good sign, so it is worth taking a further look into it.

There are three main Status’s you may run into:

• Sent – Invoice received no response
• Processed – Invoice has an exception file but no payment
• Rejected – Invoice was just flat out rejected

In all of the above cases, if a batch is old enough to be in the 45+ days Debtors and has an above status, it is time to call or email the Health Fund regarding its issue. They will be able to help with either resubmitting or amending the invoice, depending what is needed.

We also suggest making use of the Financial Notes, also found on the episodes tab. This will let you keep up to date notes, as well as allow all users to see the same notes, so you can track right on the patient record what you have done as a follow up.

Processing Reports

Once you have established that an invoice has an issue, it can be a good idea to check the Processing Report for that claim. Generally, these reports will include a rejection if there was one, and can help you figure out the issue. We can access the processing and payment reports section via the $ and selecting the appropriate option.

Once here, we need to select the Processing IHC tab at the top.

Now we will be able to view and filter processing reports depending what we need to look at. Make sure to select appropriate filters, since we may be looking at some processing reports we will need to use the From and To filter.

The important date to change is the From date. Since if you have this set to a recent date, Fydo will not display older processing reports. I suggest setting it to the date you sent your claim, so you know the processing report will be in range.

Since we are looking for a specific patient, you should then go ahead and search for that patient.

The can simply search by doing Lastname, Firstname. Now its time to look at the processing report, and try to assess why we were rejected.

Assessing the Processing Report

There are a few main things to look at in the processing report, covered below.

1. Claimed – This is how much you claimed for the invoice
2. Approved – This is how much the fund approved. $0 means a rejection, but you may also receive short payments as well.
3. Assessment – It is important not to just look at this field, as the fund has marked it Accepted, even though we clearly have a rejection. Make sure to look at all appropriate data.
4. Explanation – This is the important one, here you will see a brief description of why something has been rejected.

In the above case, I can see that for this patient, the service for 09/12/2020 was within the waiting period. My best bet would be to give MPL a call, and see if we are able to get it paid at all, since while we do know the rejection reason, there is no supporting information for how to get it paid.

In the cases of short payments, it is a good idea to compare the invoice you submitted to your Contract with the fund, and make sure you have charged the appropriate amount. If you have charged the correct amount, again contacting the fund is vital.

In almost all cases, it will end up best to contact the health fund, since many Explanations they provide can be unhelpful, or too short to convey the real reason for a rejection, as such they are the main contact for help, and can assist to get it paid.

Contacting Funds

See our health fund contacts page.

Made a mistake when creating the referral? No problem. Read on to see how to edit or delete referrals.

Start off by opening a patient’s record. Below is an example of the referral section of a patient’s record.

• Add another referral: FYDO allows you to have multiple referrals for a given patient. Use this button to add another referral
• Edit referral: this button allows you to make changes to any of the data fields of a given referral
• Delete this referral: this button will remove the referral
• Active: untick this checkbox to make the referral inactive