Each month you will be required to submit data of patient discharges to various agencies. This data submission is mandatory and is required approximately two weeks into the following month. Hospitals are required to submit data to:

• PHDB [Private Hospital Data Bureau]
• HCP [Hospital Casemix Protocol]
• State health departments also require data – you only need to submit data to the state the facility is located in

PHDB – Private Hospital Data Bureau

This data is collected by the Commonwealth. FYDO easily collects this information during the admission and discharge process, and at the end of month you can run a report to export this data to a file in the format PHDB requires.

Once FYDO produces the file, you will need to upload this file to the Data Submission Portal (DSP). To arrange access to the DSP please email hcp@health.gov.au with the following details:

• Facility Provider Number
• Facility Name
• Facility Address
• Facility Phone
• Name of data submitter (an individual)
• Email where verification reports can be sent to

For more information, please contact PHDB on:
Phone: 02 6289 8058
Email: hcp@health.gov.au

Visit the PHDB website click here.

HCP – Hospital Casemix Protocol

This monthly data submission is in a similar format to the PHDB file, however this data is sent to the patient’s health fund. FYDO can produce a file at the end of each month for each health fund. If in the month of March there were no discharges for Medibank, then FYDO will not produce a file for Medibank.

You will need to contact each health fund and request access to their portal so that you can submit this data at the end of each month. There is only one portal for the entire Australian Health Service Alliance (AHSA) group. For a list of health funds that are part of AHSA, click here.

Below are some of the funds you may need to report to, and how to request access:

• AHSA portal click here
• BUPA portal, send an email to hcp@bupa.com.au
• HCF portal click here
• Medibank portal click here
• NIB portal click here
• Mildura Health, send an email to hcp@mdhf.com.au
• Hunter Health Insurance (formerly Cessnock Districts Health), send an email to enquiries@cdhbf.com.au
• Latrobe Health, send an email to hcp@lhs.com.au
• St Lukes Health, send an email to hcpdata@stlukes.com.au

State Health Departments

The state your facility resides in also requires data at the end of each month. Like PHDB and HCP data, FYDO makes this easy each month. FYDO is able to create a file in the format your state requires. Each state has a different file format.

You will need to contact the representative in your state and request access, and instructions on where to submit your file each month.

NSW Health – Phisco data

Contact: Roman Leszcynski
Phone: 02 9391 9995
Email: iscos@doh.health.nsw.gov.au
Email: Roman.Leszczynski@health.nsw.gov.au

VIC Health – VAED

Phone: 03 9096 8595
Email: hdss.helpdesk@dhhs.vic.gov.au
Website for more information click here.

QLD Health – QHAPDC

Phone: 07 3708 5679
Email: QHIPSMAIL@health.qld.gov.au
For more information click here.

WA Health – HMDS

Phone: 08 9222 4362 (Inpatient Data Collections)
Email: DoH.AdmittedDataCollection@health.wa.gov.au

ACT Health

Phone: 02 6205 5249
Email: dsd.informationmanagementhub@act.gov.au
Email: Prathima.Karri@act.gov.au
For more information click here.

TAS Health

Contact: Cynthia Rogers
Phone: 03 6166 1081
For more information click here.

SA Health – ISAAC

Email: Health.ISAACSubmissions@sa.gov.au
For more information click here.

Cancer Registers

NSW & ACT

Email: information@cancerinstitute.org.au
Phone: 02 8374 5600
For more information click here.

VIC

Email: vcr@cancervic.org.au
For more information click here.

For instructions on how to Extract Hospital Data from FYDO visit our wiki page:
Hospital Data Extraction

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

Medicare & DVA

Organisation	Phone/ Email
Medicare	P: 1800 700 199F: 02 9895 3190
MBS Interpretation	P: 13 21 50E: askMBS@health.gov.au
DVA	P: 1300 550 017

Health Funds

Closing the ‘Accounting Period’ refers to locking down your financial figures up to a given date (usually the end of the month) so that they cannot be changed. 

We do not recommend closing the accounting period for the last month, on the first day of the current month. Rather, give yourself seven to ten days to get your figures to a point where you are happy. That is, after all rejections and adjustments are made. 

In other words, it ensures that the figures seen on your revenue report run out of FYDO match the figures seen on your bank account, to the cent. And that those figures then cannot be amended in FYDO. 

So let’s see where the accounting period is closed.

Start off by going over to settings.

 

 

Then, click Close Accounting Period.

 

 

 

Enter the date you wish to lock your figures to and hit Save.

 

 

 

I should also mention that this action is recorded in FYDO’s audit log, so you can see who closed the accounting period and when.

To view the audit log, go to Settings, then click on Logs.

 

You will see a log similar to this when the accounting period is closed.

To access a list of the referring doctors you have added into Fydo simply follow the below steps:

1. Click on Settings

2. Then, Referring Doctors

This will display a list of all the referring doctors you currently have.

To add a referring doctor, click the yellow Add Referring Doctor button on the top right hand corner of your screen:

To Edit the details of an existing doctor, simply click anywhere along the row for that doctor, and you will be taken to the edit screen:

To get started editing, click on the Edit button on the top right hand corner of the page.

Whether you decided to Add a new Referring Doctor, or Edit an existing one, you will be met with the same screen:

Simply fill out, or change the fields as needed.

Remember, the required fields for a referring doctor are:

• Provider Number – You can put a 0 if you do not have the number. Please note that you will need to enter it before submitting your claims, or you will run into rejections.
• First Name and Surname
• Type (GP or Specialist) – This affects the length of the referral, GP: 12 months, Specialist: 3 months.
• Speciality (If Specialist is selected)

While there are a few other fields, they are optional. You can also upload any Doctors files that may be applicable such as APHRA, Drivers Licence, etc.

Once you are happy with your changes, click the green Save button to lock them in.

You are also able to Create and Edit referrals from within the Patient Details, should you wish to do so, please see our Creating a Patient wiki page.

In Fydo, there are a few different ways we can search a patient.

 

Depending on if we have Patient or Other selected, there are different filters available. An easy way to see this, is to hover your mouse over the blue question mark.

 

This will bring up a helpful menu like so:

 

Lets go over the two ways to search, and the filters associated with them.

---

Patient:

 

Date of Birth: Search by Date of Birth

Name: A search by Last Name,First Name

There are a few different ways to use this filter, here are some examples of how I can search for the patient Alan Smith.

• Last Name Only: Smith,
• First Name Only: ,Alan
• Partial Search: Sm,Al
• Full Name: Smith,Alan

While there are a few different ways to search for a patient, some searches will narrow the results greatly compared to others, try out a few to see what works best for you.

MRN: A search by the patient’s Medical Record Number

Please note that you can search for a partial number. In the case of Alan Smith and his MRN of 123; we can search a few different ways.

• Full Number: 123
• Partial Number: 23 or 12

Searching for the full number will narrow your results down compared to a partial search.

---

Other:

 

File #: The file number of the patient. Can be set in the Patient Details.

 

Admission #: Admission number for the patient (this is a number for patients that have Hospital episodes). Can be found in Episodes, from the Patient Details screen.

To search for the below Admission, I would have to search: a:1497

 

Invoice #: If the patient has been billed, you can search by an Invoice Number. This can be found in Accounts, from the Patient Details screen if you are a Medical Practice. For Hospitals, this can be found in Episodes, similar to the Admission #

To search for the above Invoice, I would have to search: Inv:12573

 

Mobile: Mobile number of the patient.

Medicare: Medicare number of the patient.

When creating a patient, if the details are similar enough to a patient already in Fydo, you will receive the following message.

 

This message is Fydo taking measures to ensure you do not create duplicate patients. As you can see in this example, it is letting me know a similar patient was found. For Fydo to try to match existing patients, you will need to enter a minimum of:

• First Name and Last Name
• Date of Birth

If you enter just the first and last name, it will not try to find similar patients, you do need to enter the date of birth for the check to occur.

Despite this, you may realise at some point that you have a duplicate patient. If you run into this issue, read ahead to find out how to merge the patients together.

---

 

How to Merge Patients

First search the patient/MRN that will become obsolete, after this process, & open their Patient Info Screen.

In the top right hand corner of the Patient Details screen you will see 3 dots which will display a drop-down menu with a Merge option.

 

You will now see a screen with the patient’s details and a search bar.

 

Simply search for the patient you wish to merge the current one with. You will see the Patient Lookup box, containing any patients found.

 

The Patient Lookup menu also has all the regular ways to search for a patient.

Select the patient you wish to merge the current one with and you will now see the previous Merge Patient screen with additional details of the patients to be merged

 

Ensure the patients being merged are correct, as this process cannot be undone if an error is made.

Now click the green Merge button, and you are all done! The patients have now been merged.

Should you try to merge two patients with differing details, Fydo will stop you with the following error message.

 

As you can see, the patients here have differing Date of Births, so Fydo will not let me merge them.

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The Audit Log

The Audit Log, is a log Fydo stores to keep track of which user has performed which action. In the case of merging, we will be able to see which user has performed the merge, as well as the details of said merge.

To access the Audit Log, first select Settings

 

 

Then Logs from the menu

 

You will now see the Audit Log:

 

This screen shows us some important information such as:

• Username: The user who performed the action
• Message: What happened, in the above case we have some logins and the patient that was merged.
• Date created: The date this action happened, as well as the time.

If you ever need to confirm what has happened in Fydo, the Audit Log is the perfect place to check.

 

 

To get started, head to the Patient menu, and click ‘Create Patient’

 

 

 

You will see the Patient Details screen, here we can enter relevant information such as: Name, Gender, Date of Birth, Address, Contact details, Medicare/DVA Numbers and Health Fund Membership.

 

---

Referring Details

The Referring Details section gives us a few options.

1. Select a previous referral for this patient.
2. Search for an existing doctor in Fydo to use.
3. Create a new doctor.

Begin by searching for the doctor, either by Name or by Provider Number.

Select the doctor you need as the referral, then the date of the referral, and you are all set!

Don’t have the referring doctor in your system? Read below to see how to add them.

---

Adding a Referring Doctor

Click on the ‘Add Referring Doctor’ button to be taken to the doctor creation page.

Here we can enter any relevant details for the doctor. Things such as their:

• Provider Number
• Name
• Practice Name (Optional)
• Speciality
• Contact Details (Optional)

 

When you are done, click the green Save button.

---

When you are done creating your patient, again click the green Save button.

All done! We have created our first patient.

 

To understand the importance of an Online Patient Verification, and how to do one yourself: Click Here

From the Patient Screen, select the more actions drop down, then Delete Patient

You will see the confirmation box. If you wish to proceed, click Yes

Done! The patient has now been deleted.

You might also run into the following message when trying to delete a patient:

As the message states the patient may have one or more things stopping the deletion; things such as:

• Outstanding Hospital Episodes
• Appointments
• Outstanding Invoices

If you wish to delete this patient, you will have to resolve any of the above issues first.

---

The Audit Log

The Audit Log, is a log that Fydo stores to keep track of which user has performed which action. In the case of a patient being deleted, we will be able to see which user has deleted the patient, as well as the patient’s details.

To access the Audit Log, first select Settings then Logs

This will take us to the Audit Log.

Here we will be able to see what has happened within Fydo.

In the above example, we can see the log on a patient that was deleted. This log shows us key information such as:

• Username: The User who performed the action
• Message: What happened, above we can see the patient was deleted; it displays the patients name and MRN
• Date created: The date this action happened, including the time

If you ever need to confirm what has happened in Fydo, the Audit Log is the perfect place to check.

 

An Online Patient Verification (OPV) is a check you should perform before billing a patient, to avoid potential rejections. This function will check the details you have entered against the records Medicare, DVA or a Health Fund have on their system.

Please Note: A passing OPV does not mean the claim will be paid. It merely means the patient has, or had a membership at the date of the OPV.

---

How to perform an OPV

FYDO will automatically run an OPV check, if all the correct information is entered, when an appointment is saved. However the OPV can also be done manually if required.

First, head to the Patient Details. At the bottom of the record you will see the Eligibility Screen as shown below.

 

Please Note: If the Last Medicare and Health Fund Check fields have a red date, this means the last check was more than 3 months ago. If they have a green date, it was done in the past 3 months.

Simply select the following:

1. Type: There are a few different types of verifications that can be performed, depending on what is needed. The image below outlines those options:

 

2. Date: The date of an OPV is quite important, by default it begins at the current date. It is possible a patient may fail an OPV at the current date, but at the Date of Service, they were passing. This could be the case if a patient is deceased, or has since changed their membership.

Now simply click the green Check button, and you have started the verification.

Alternatively, you may also use a shortcut on your keyboard: V

 

---

 

Outcomes of an Online Patient Verification

There are three main outcomes of an OPV. 

1. Successful

If the OPV is successful, you will see the fields that were validated highlighted in green, like so.

 

2. Successful with a Verification Issue

You may perform an OPV, and the fields you verified are outlined in green, however you may notice a blinking purple button signifying a Verification Issue!

 

If you notice this button, Fydo has run into an issue during the verification. Simply hover your mouse over it to see the results.

 

An issue like this means that the data Fydo has submitted to medicare was close enough to the correct details, that Medicare has gone ahead and provided us with the correct information.

We recommend running the OPV again, to confirm if it will pass without issue.

 

3. Failing an OPV

As above, you may again notice the blinking Verification Issue button.

However, this message is different:

 

This usually occurs when the details you have do not match what Medicare or the Health Fund have on record. You should double check the details you have, and possibly follow up with the patient.

 

Token Name	Data	Notes
<<mrn>>	Patient Medical Record Number
<<firstname>>	Patient First Name
<<initial>>	Patient Second Initial
<<lastname>>	Patient Family Name
<<dob>>	Patient Date of Birth	dd/mm/yyyy
<<sex>>	Patient Gender	1 – Male 2 – Female
<<SexDesc>>	Patient Gender Description
<<AdmNum>>	Admission Number
<<Fund>>	Fund Code
<<Membership>>	Membership Number
<<UPI>>	Fund UPI
<<Facility>>	Facility Provider Number
<<Accind>>	Accident Indicator
<<AccDate>>	Accident Date	dd/mm/yyyy
<<AdmDate>>	Admission Date	dd/mm/yyyy
<<DisDate>>	Discharge Date	dd/mm/yyyy
<<SDInd>>	Same Day Indicator
<<LOS>>	Length of Stay
<<OECCode>>	Presenting Illness Code
<<OECCDesc>>	Presenting Illness Description
<<OECItem>>	Presenting Illness Item Number
<<OECIDesc>>	Presenting Illness Item Description
<<EAInd>>	Emergency Admission Indicator
<<ComInd>>	Compensation Claim Indicator
<<PEAInd>>	Pre-existing ailment Request Indicator
<<tranId>>	Transaction ID
<<OECType>>	OEC Type
<<ReqDate>>	Date Requested	dd/mm/yyyy
<<ReqTime>>	Time Requested

 

 

Token Name	Data	Notes
<<OECID>>	Account Reference ID
<<AssCde>>	Claim Fund Assesment Code	A = Accepted
<<FinSts>>	Financial Status	Y = Financial
<<FundRef>>	Fund Reference ID
<<FundSts>>	Fund Status Code
<<FundStsText>>	Fund Status Text
<<MedSts>>	Medicare Status Code
<<MedStsText>>	Medicare Status Text
<<PEA>>	Pre-existing Ailment Potential Indicator
<<ProcessSts>>	Process Status Code
<<CoPay>>	CoPayment Amount
<<CoDesc>>	CoPayment Days Remaining
<<CoRem>>	CoPayment Description
<<Exc>>	Excess Amount
<<ExcDesc>>	Excess Amount Description
<<ExcBonus>>	Excess Bonus Amount
<<BenLim>>	Benefit Limitations
<<Exclusion>>	Exclusion Description
<<TableName>>	Table Name
<<TableDesc>>	Table Description
<<TableScale>>	Table Scale
<<ClaimExp>>	Response back from the Fund

Item Section for OEC

 

Token Name	Data	Notes
ID	Id
Type	Type Code
TypeDesc	Type Description
Code	Code
Charge	Charge Amount
DOS	Date Of Service	dd/mm/yyyy
MBSRate	Schedule Fee
HFCode	Service Fund Assessment Code
HFAmt	Fund Benefit Amount
MedCode	Medicare Explanation Code
MedText	Medicare Explanation Text
MedAmt	Medicare Benefit Amount