Performing an eligibility check with the patients’ health fund to ensure they will be covered for their admission

1. Running an OEC from a booking ensures that all the episode information is carried into the OEC (see “Making a Patient Booking” instructions to make an appointment). OEC’s can be done from the patient screen, however this will require more information to be entered & the excess & co-payment will not pre-populate as the OEC isn’t linked to a particular episode.
2. It is also advised that the Online Patient Verification (OPV) be performed before the OEC (see “OPV” instructions)
3. Navigate to the Appointments screen and locate the patient you wish to perform the eligibility check for
4. Right click on the patient to expand the menu
5. Select OEC

6. The OEC screen will open & the patient & appointment details will be populated with the information already entered into the system
7. If you have entered the predicted item numbers, when booking the patient, they will be carried over into the OEC screen & you will not need to enter them again.
   For procedures that do not have a specific MBS (e.g. dental procedures) ensure any fund specific items are removed, and the Illness Code field is then activated to allow checks to be performed for particular procedure types.
8. Click OK and a check will be performed on each item number that is entered. The check will be saved in the patient’s Documents, when it is returned by the health fund, where it can be previewed & printed if required
9. Click OK and Print to have the health fund check appear on the screen to preview straight away & print if required. (NB this function will only work if the health fund returns the information in a timely manner. Otherwise, it will be filed in the patients’ Documents when it is returned)

10. Information returned will include:

    1. Patient Information
    2. Assessment & Explanation
    3. Admission details as entered to perform check
    4. Financial Status of the cover
    5. Pre-Existing status of the cover
    6. Illness code/Item number that check was performed for
    7. Excess amount
    8. Co-Payment amount
    9. Level of cover name
    10. Level of cover description
    11. Benefit limitations
    12. Exclusions

11. Excess amount & Co-Payment amount will automatically populate in the patient appointment, as long as it has been returned in the correct format from the health fund. If the information hasn’t automatically populated, & needs to be manually entered, this can be done by:

    1. Selecting the required booking
    2. Right click & select Edit Episode
    3. Fill in the required amounts in the Excess & Co-Pay fields in the top right of the screen
    4. Click Save

12. Carefully read all information returned by the fund to determine eligibility for admission. Including descriptions, benefit limitations & exclusions

If a patients admission time changes, there are numerous ways to amend. Any one of the below options will work (you do not have to do ALL of these options in order)

1. Select the patient, click, hold & drag their booking to the new admission time
2. Right-Click and select Edit Appointment.
   Type the new appointment time in the Time field & click Save
3. Right-Click and hover over Copy/Cut/Paste/Delete
   Select Cut Appointment
   Click on the new appointment time, Right-Click and hover over Copy/Cut/Paste/Delete
   Select Paste Appointment 
   Once the Edit Appointment screen appears, select Save. 
4. To copy a booking select the appropriate booking
   Right-Click and hover over Copy/Cut/Paste/Delete
   Select Copy Appointment
   Select the desired appointment date & time for the duplicate
   Right-Click and again hover over Copy/Cut/Paste/Delete
   Select Paste Appointment.

After creating a Theatre Roster patients can be booked.

1. Select Appointments from the main menu
2. Select Date that the booking is required to be made
3. Select Theatre where booking will be made
4. Select Time the booking will be made. Then Right-Click on this time slot to display options
5. Select Make an Appointment from the right-click menu
6. The Patient Lookup screen will be displayed to search for the required patient
7. Select a patient from the list displayed, or click Create New Patient if the patient isn’t shown
8. If Create New Patient was selected, input all known patient data & click Save
9. If a patient was selected in Step 7 (or after the new patient details have been saved) the Make Appointment screen will automatically open
10. Information relating to the theatre, surgeon, anaesthetist, appointment time etc will pre-populate if a Theatre Roster has already been entered into the system
11. Add information required according to your facility work instructions. For example:

    1. Procedure Notes
    2. Length of Booking
    3. Other Notes
    4. Booking Code 1
    5. Food Instructions
    6. Item Numbers
    7. Other Services Codes
    8. Referring Doctor

12. Click Save

To provide patients’ with information they can understand regarding the costs involved with their admission/episode

1. Before an IFC is generated it is advised to run an Online Eligibility Check (OEC) to obtain the out-of-pocket expense for the patient (see “OEC – Online Eligibility Check” instructions)
2. Once the out-of-pocket cost is known, the IFC can be generated from the Appointments Screen
3. Search for the required patient or
4. Navigate to the admission date, theatre & time to locate
5. Right click to expand the options & select IFC

6. Patient & admission details will be pre-populated into the IFC screen
7. If Item numbers were entered at the time of booking, they will be pre-populated into the IFC screen. Otherwise add them under the MBS/Items heading
8. Leaving the Bill Type set to Default will allow FYDO to decide how the fees need to be raise, in accordance with the health fund contracts entered into the system
9. Click Create IFC to see the charges raised for each item

10. Contracted fees will be displayed
11. Patient out of pocket will be displayed
12. IFC Message gives the ability to add a customised message. Use the dropdown to select Custom Message & type the message in the field below
13. The Template field allows you to choose from the available IFC templates in your FYDO database.
    FYDO enables hospitals to set a default IFC template for both insured and uninsured admissions. AS a result, the Template dropdown will display options based on the patient’s health fund.
    – If the patient has a health fund, the Template dropdown will show the insured templates available in FYDO.
    – If the patient is uninsured – or if their health fund is categorised as uninsured in the FYDO database – the Template dropdown will display the uninsured templates added to FYDO.
14. Edit IFC allows you to return to the previous screen to make any changes require to the item numbers etc.
15. Save will generate the IFC & save a copy in the patient Documents
16. Save & Print will generate the IFC & make it immediately available to view & print. This option will also save a copy in the patients’ Documents

1. Select End of Day Banking from the main menu

2. This will open the screen where the user can perform the End of Day Banking
3. For multi-location facilities, ensure the correct location is selected

4. Check each payment off as it is compared with corresponding data for accuracy
5. Ensure Totals match the EFTPOS settlement & cash/cheques taken
6. Total Balance of all revenue received will be shown
7. Click Save & Print
8. You will be prompted to confirm that you want to clear the transactions.
9. Once confirmed with Yes the End of Day Banking Report will be available for printing

Re-Printing End of Day Banking Report

1. Select Reports from the main menu
2. Select End of Day Banking

3. For multi-location facilities, ensure correct location is selected
4. Select the Date & Time for the required report OR
5. Select from the list of Last 50 bank deposits
6. Click Update and the selected report will be displayed on the screen
7. It can then be Printed or Exported using the corresponding blue buttons at the bottom right of the screen

Re-Setting End of Day Banking Report

1. Select Reports from the main menu
2. Select End of Day Banking

3. For multi-location facilities, ensure correct location is selected
4. Select the Date & Time for the required report
5. Click Reset
6. The transactions will now reappear in your End of Day Banking, allowing you to restart the process

If an appointment is required to be removed from the system

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 Copy/Cut/Paste/Delete and then select Delete Appointment

5. You will be prompted to confirm that you are sure you want to delete the appointment
6. Click Yes
7. This action is permanent & is not advised if you are required to collate data on cancelled bookings.
   If statistical information on the cancellation is required, then please see instructions on how to Cancel a Booking at https://wiki.fydo.cloud/cancel-a-booking/

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

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.