FYDO allows you to produce an Informed Financial Consent (IFC) for a patient that is not entered into your database.

This feature is particularly helpful in enabling the facility to provide patients with quotes prior to them scheduling their appointment.

To create a hospital quote for a new patient that does not already have an appointment booked in FYDO, navigate to the Patient List screen, selecting Create Hospital IFC

Here, you will need to input the patient and procedure details:

1. Title
2. First Name
3. Surname
4. Date of birth
5. Select the patients funding source
6. Confirm the correct hospital location
7. Doctor/ surgeon
8. Date of admission and discharge
9. Length of time the procedure will be
10. The type of anesthetic to be used
11. Enter all required MBS item numbers/ items
12. Enter all required prosthetics, consumables or other services
13. Create IFC

Now you have created the IFC, check the patient details and items are correct.

The charges will be populated from the contract fees entered to FYDO for the funding source chosen for this quote.

If you need to add a discount to the hospital fee, you can do this here by entering a % or amount you would like to discount the total fee by.

You can also add a message to the quote by selecting the IFC Message dropdown to select a preset message, or you can create your own by choosing Custom Message.

If there is any information you would like to amend, select Edit IFC.

Once all the information is confirmed as correct, ensure you have the correct Template selected and Save & Print

Your quote will then download ready for you to provide to the patient.

If you need to create a quote for a patient who has a medical record in FYDO but does not have an appointment booked yet, you can do this from the Patient Details screen by selecting the three dots on the top right-hand side of the screen, then selecting IFC Hospital.

This will prepopulate the patients personal and fund details requiring you to only input the planned procedure details:

1. Confirm the correct hospital location
2. Doctor/ surgeon
3. Date of admission and discharge
4. Length of time the procedure will be
5. The type of anesthetic to be used
6. Enter all required MBS item numbers/ items
7. Enter all required prosthetics, consumables or other services
8. Create IFC

Once you have confirmed the details are correct, select Save to save this directly to the patients Documents tab, or Save & Print to save directly to the patients Document tab as well as make it available immediately to view and print.

FYDO has the capability to assist you in culling and archiving your medical records, allowing you to follow your local legislation on Medical Record Retention.

Use the Medical Record Retention report, which has been designed to assist in identifying which patient records may be eligible for culling within a specified date range. This report identifies patients who have been last seen during the selected date range, with the Last Seen From field defaulting to 20 years prior.

This report is for identification purposes only and will display episodes eligible for culling however, no record will be archived automatically, and the chart status must be manually updated. Development is underway on the next phase of this feature, which will introduce an automatic archiving functionality.

As retention requirements vary state by state, particularly in how a minor is defined, you can select the appropriate Definition of Minor Age to align with local regulations.

To archive a record from this report, select the line of the patient you wish to archive and right click selecting Chart Tracking then select Add Chart Movement.

Here you can select the Borrower Name, Volume, add a Note and select the Status as Archived.

This movement will always be displayed under the Chart Tracking tab. You can see the time, user, status and date this was moved.

If you wish to Archive the patient in FYDO

Go to the Patient Details tab and scroll down to the Other Information field and change the Archived status to Yes.

When searching for patients, the archived records will only appear if you tick Show Archived.

To make the record active again, simply change the Archived status on the Patient Details screen back to No.

Reinstating the chart record can also be done if you Add Chart Movement on the Chart Tracking tab again, changing the Status to Active. 

Users can now utilise the Make Recurring feature to add multiple bookings for the same patient on a daily, weekly, monthly or yearly basis. Appointments can even be made on certain days of the week e.g. Mondays, Wednesdays and Fridays. This feature is particularly beneficial for rehab and mental health facilities, where daily admissions are common for specific programs.  

Utilising this feature results in all the appointments being linked, which enables facilities to link program codes to all episodes, allowing FYDO to determine which days to apply step-downs. 

1. Using the Right-Click menu, select Make Appointment.
2. Once you have selected your patient, and within the Edit Apt screen, click on Make Recurring.

3. Recurring Appointments can be configured using flexible Daily, Weekly, Monthly, or Yearly schedules, allowing appointments to repeat at customised intervals (e.g. every 2 days, every 3 weeks, the 1st Monday of each month, or annually on a specific date).
4. Once you have made your selections, press Save.

Daily Recurring Appointment Example

5. Appointments in a recurring series also include additional options for Edit Appointments or Delete Appointments, which are:
   – This Appointment
   – This and all following Appointments
   – All Appointments in this series.

From 1 November 2025, some health funds (e.g. NIB, ARHG) required the use of MMA ECLIPSE mapping codes for certain items. 

Hospitals are now required to submit IHC miscellaneous mapping codes for applicable items, instead of using the standard PX codes. 

Additionally, some items are no longer valid under the latest Prescribed List of Medical Devices and Human Tissue Products – Private Healthcare Australia (PHA) 

What this means for you: 

• You’ll need to apply the new DR mapping code via the updated menu when working with relevant funds or fund groups.

• Ensure fees are correctly maintained and aligned with agreed fund-specific rates.

Log into the Preadmit Hospital Portal

1. Head to the Signatures tab
2. Search for the patient you require
3. Actions > Delete

 

This fantastic feature allows patients to receive, review, and sign their IFC before arriving at the facility, with the signed document automatically returned to FYDO for staff to view.

Patients will require a Preadmit ID to send the IFC electronically. You can check they have this by finding this icon on the Patient Details screen.

If the patient does not have a Preadmit icon, this means they have not been linked to Preadmit or they do not have a Preadmit Account.

To link a patient to Preadmit, ensure they have a valid email address in the email field and click the three dots in the top right-hand corner to select Get Preadmit ID.

This will perform a check with Preadmit and if the patient has a Preadmit account matching the email listed in FYDO, it will link up with a Preadmit ID.

If a message appears saying No Preadmit ID Found, you will need to instruct the patient to create a Preadmit account as they most likely do not have one. You can also check the Hospital Preadmit Portal to see if they potentially have an account under a different email. If this is the case, you can update their email in FYDO and re-run the check.

Once the patient has a Preadmit ID, you can create the IFC as normal.

On the IFC fees page, there are two buttons that will be automatically ticked if the patient has a Preadmit ID. These buttons are Send IFC to Patient Portal and Send HC21 to Patient Portal. If you want to send the IFC and HC21 to the Patient Portal, ensure these remain ticked. (They will automatically be ticked for all patients with a Preadmit ID. If the patient does not have a Preadmit ID, you will be unable to tick these boxes, they will be greyed out.)

**Once the IFC has been sent to the Patient, it will take you back to the Appointment Screen and give you a message to say it has been successfully sent to Preadmit** 

Once the patient has signed their forms, they will be sent back to FYDO. The forms will automatically allocate themselves to the patients MRN, however, you will need to open the Preadmit Holding Bay in order for the forms to download.  

**You WILL NOT need to link and commit the IFC and HC21, the holding bay just needs to be opened for the forms to download.** 

Once the Preadmit Holding Bay has been opened and the forms have automatically downloaded, they will be present in the Documents tab on the patients file.  

Custom Appointment View 

You also have the ability to add IFC Created and IFC Signed to your Appointment screen by using the custom views. (See below image). These columns will automatically tick based on the actions performed. 

If you would like to set up custom views, please see the wiki for instructions Creating Custom Hospital Views in the Appointments Screen.  

This page provides an overview of the available API endpoints within FYDO, along with a summary of the data shared through each endpoint.

For clarity, the following terms are used throughout this document:

• PII (Personally Identifiable Information): Any data that can be used to identify an individual, such as name, date of birth, contact details, or identifiers like MRNs.
• PHI (Protected Health Information): Health-related information that is linked to an individual, including clinical data, diagnoses, procedures, and appointment details.

This information is intended to support your internal governance, privacy compliance, and decision-making when enabling access for third-party systems to your FYDO database via APIs.

Endpoint	Description	Details of Data shared
/api/Anaesthetictype/getAnaesthetictypeSyncList	Anaesthetic Type	Anatype code and description (no PII or PHI)
/api/AppointmentTypes/getAppointmentTypesSyncList	Appointment Type	Appointment type name, length, color, status (no PII or PHI)
/api/BookingCodes/getBookingCodesSyncList	Booking Code 1 and 2	Booking code 1 and 2 description and status (no PII or PHI)
/api/Doctor/CheckPractitioner	Cgov Integration
/api/Doctor/UpdatePractitioner	Cgov Integration
/api/Clinic/getClinicApptsList	Clinic Appointments	Contains PHI for clinical appointments
/api/Codingdiag/getCodingdiagSyncList	Episode Diagnosis Codes	ICD diagnosis code (de-identified PHI)
/api/CodingProc/getCodingprocSyncList	Episode Procedure Codes	ICD procedure code (de-identified PHI)
/api/Countries/getCountriesSyncList	Country List	Country of birth code and description (no PII or PHI)
/api/Diag/getDiagSyncList	Diagnosis Codes List	Latest version of ICD diagnosis code, description and effective date (no PII or PHI)
/api/Doctors/getDoctorsSyncList	Doctor List	Doctor ID, specialty, name, contact details, APHRA, provider number, specialty and insurance details
/api/Drg/getDrgSyncList	DRG List	DRG codes and description (no PII or PHI)
/api/DrSpeciality/getDrSpecialitySyncList	Doctor Specialty List	Specialty code, type, description and status (no PII or PHI)
/api/Episode/getEpisodeList	Episode Details	Contains PHI and PII for each episode within the selected period e.g.: Adm/discharge date/time and Doctor ID etc.
/api/Episode/getEpisodeListAnon	Episode Details	De-identified episodic details
/api/Episode/EpisodeDetailReportList	Episode Details	Aligns with the Episode Stats Report output (Contains PII and PHI)
/api/Episode/EpisodeSurvey	Cemplicity Integration	Contains PHI
/api/Episodeitems/getEpisodeitemsSyncList	Episode MBS Items	Episode identifier and MBS item (no PHI)
/api/Episodeitems/getEpisodeOSSyncList	Episode Other Service Items	Episode identifier and other service item codes e.g.: prosthesis, misc. items etc. (no PHI)
/api/Episodevisits/getEpisodevisitsSyncList	Theatre Time Values	Episode identifier, theatre time, proc time, other theatre personnel e.g.: nurse, surgical assistant etc. (no PHI)
/api/Healthfunds/getHealthfundsSyncList	Health Fund List	Fund code, name, status and other relevant settings (no PHI)
/api/InProcSch/getInProcSchSyncList	Inpatient Procedure Information	Episode ID, theatre, proc date and booking code (no PHI)
/api/Languages/getLanguagesSyncList	Language List	Language code, description, state code and threshold date (no PHI)
/api/Locations/getLocationsSyncList	Location List	Hospital location, address, contact, BSB and account details (no PHI)
/api/LoginDetails/getLoginDetails	FYDO User Login Details	UserID, user Type, username and created date (no PHI)
/api/Mbsitem/getMbsitemSyncList	MBS List	MBS code, description, theatre band, day band, other relevant settings and status (no PHI)
/api/Misccode/getMisccodeSyncList	Misc code list	Code (Prosthesis rebate code and misc/other service code) and description (no PHI)
/api/Morp/getMorpSyncList	Morphology List	ICD morphology code, description and ICD date (no PHI)
/api/Patient/getPatientList	Patient List	Patient demographics (Contains PII)
/api/Patient/Cemplicity	Cemplicity Integration
/api/Patrefs/getPatrefsSyncList	Patient Referral Details	Patient ID, referral no, referral period and referral first visit date (no PHI)
/api/Practice/getPracticeSyncList	Practice List	Practice name, address, contract and status (no PHI)
/api/Proc/getProcSyncList	ICD Procedure List	ICD procedure code, description, sex code and ICD date (no PHI)
/api/Prostheses/getProsthesesSyncList	Prothesis List	Billing code, prod name, company and status
/api/Recdata/getRecdataSyncList	Patient Recall Details	MRN, next recall date, reason, action and recall date
/api/Ref/getRefList	Referring Doctors List	Referral #, name, provider number and contact
/api/Report/GetUnbilledRevenueData	Unbilled Revenue Report	Derived from the same data source and business logic as Unbilled Revenue Report (contains PII and PHI)
/api/Report/ArrearsReportHospital	Arrears Report	Derived from the same data source and business logic as Arrears Report (contains PII and PHI)
/api/Service/getServiceSyncList	Financials Revenue	De-identified episodic ID, service code, date of service, date of transaction, date of audit, charges, GST charges and service code type
/api/Service/getserviceListDoc	De-Identified Financials	Same output as getServiceSyncList, however, no doctors’ names and drawer
/api/Theatres/getTheatresSyncList	Theatre List	Theatre name, type, location ID, color and theatre no (no PHI)
/api/TheatreSchedule/getTheatreScheduleSyncList	Theatre Roster	Date, time, length, theatre, Doctor ID, anaesthetist ID, other nursing staff, reason for delay and cancel status (no PHI)

The process of billing NIB Type C procedures, to accommodate the SDEX item, has been simplified in FYDO.

To accommodate the easier workflow, development work has been completed to restructure how FYDO processes these claims, ensuring they can continue to be transmitted electronically and paid successfully via ECLIPSE.

As part of this update:
– It will no longer be necessary to manually add SDEX as an item number to each claim
– FYDO will automatically populate and transmit the required information in the correct segments in line with NIB’s updated requirements

Please see the updated requirements below for billing NIB procedures with a Type C Certificate:

1. Settings > Health Fund Fees > Fund: NIB > Other Settings tab.
   Review the two options below to ensure the setting aligns with your NIB contract stipulations:
   – When Type C – Charge Theatre fees is to be selected if your contract allows theatre fees for the Type C item number.
   – When Type C – ignore Type C accom fee is to be selected if the contract allows for the regular accommodation band (1 to 4) to be billed, instead of the specific Type C Accommodate Fee.

2. The Type C Accommodation Fee must be configured, as it will be used and reported within the Single Value Benefit (Casebase Fee) segment. This can be found in the Same Day Fees tab.

3. NIB Type C procedures are now required to be billed on a per diem basis. When using the Create Invoice screen, please ensure that the billing type is set to Default or Per Diem. FYDO will convert the per diem Type C bed fee into the required Single Value Benefit (Casebase Fee) segment, applying the appropriate mapping code.

If you require any further clarification, please don’t hesitate to reach out.

This page outlines the standard Fydo workflow for:

• Admitting maternity patients
• Registering newborns
• Entering Hospital in the Home (HITH) details where applicable

This ensures patient records, episodes, and downstream integrations (billing, reporting, data extracts) are accurate.

Maternity Patient Admission

1. Navigate to Appointment → Right-Click Menu → Make an Appointment
2. Select the appropriate Patient Category & Accom Type

3. Once the mother needs to be Admitted, this can be done in the usual matter:

• Care type = Acute
• Other details same as overnight Acute
• 💡HITH Start Date – if patient is going to receive Hospital In The Home care during the episode, HITH start date can be entered after patient is admitted.

4. Allocate a Bed to the mother – Appointment → Right-Click Menu → Inpatient → Bed History

Registering Newborns

Newborns must be registered as separate patient records and linked to the mother.

Step 1: Create Newborn Patient Record and admission

1. From the mother’s appointment, Right Click > add Newborn (or create a new patient manually)

2. Enter newborn details:

• Temporary name (e.g. Baby of Jane Smith which can be updated later once the legal name is confirmed)
• Date and time of birth
• Gender
• Most of the details will be inherited from Mother, for example address, GP, Fund etc.
• NOK/Emergency Contact relationship must be reviewed and updated as FYDO blank fills the relationship after copying Mother’s details

3. After the newborn patient details are saved, FYDO will prompt the newborn admission screen. Enter all newborn admission details.

📝Currently only QLD facilities will have below highlighted fields pre-populated for newborn admissions; other state will need to manually assign the relevant values.

Step 2: Link Newborn to Mother

1. This will be linked automatically if baby is registered using the Add Newborn option

From Baby’s record, Mother name is listed and hyperlink to mother’s patient details page:

From Mother’s record, child/ren’s details are also listed:

Discharge Mother and Newborns

Always Discharge from the Mothers Episode

1. Appointments Screen → select Mothers episode →Right-Click Menu → Discharge

📝 If HITH start date is entered on admission screen, HITH end date will auto default to Discharge date, can be updated if needed

2. FYDO will prompt a screen to also discharge the baby

FYDO now supports a digital workflow for sending Informed Financial Consents (IFCs) and National Private Patient Hospital Claim Forms (HC21 forms for insured patients) directly to patients via the Preadmit Portal.

This feature allows patients to receive, review, and sign their IFC before arriving at the facility, with the signed document automatically returned to FYDO for staff to view — reducing paperwork, manual handling, and administration time.

---

What This Feature Does

Once enabled, this feature allows facilities to:

• Send IFCs and HC21 forms digitally via the patient’s Preadmit Portal
• Allow patients to read and sign forms in their own time
• Automatically return the signed IFC to FYDO
• Automatically update Checklist items as the IFC progresses
• Give patients ongoing access to their signed IFC via the Preadmit Portal
• Reduce reliance on paper forms while still meeting informed financial consent obligations

Key Benefits at a Glance

• ✅ Faster, more efficient IFC processing
• ✅ Reduced manual administration
• ✅ Clear visibility of signed vs unsigned IFCs
• ✅ Improved patient experience
• ✅ Reduced paper usage
• ✅ Continued compliance with informed financial consent requirements

---

How the Digital IFC Process Works

At a high level, the workflow is as follows:

1. The facility creates the IFC in FYDO (using the existing IFC screen).
2. The IFC is sent digitally to the patient via their Preadmit Portal.
3. The patient reviews and signs the IFC online.
4. The signed IFC is automatically returned to FYDO.
5. Facility staff can view the signed form directly in FYDO Documents.

No scanning, uploading, or manual checklist updates are required.

---

Automated Checklist Updates

As part of this workflow, FYDO’s Checklist feature is fully automated:

• “IFC Created” is automatically ticked when the IFC is generated
• “IFC Signed” is automatically ticked once the patient signs the form

This provides staff with real-time visibility, right on the Appointments Screen, of which patients have completed their IFCs and which are still outstanding — without any manual intervention.

---

Patient Access to Signed IFCs

Once signed, the IFC remains available to the patient via their Preadmit Portal at any time.

This means:

• Patients can easily access their copy when needed
• Facilities can reduce or eliminate the need for printed copies
• Hospitals continue to meet their obligation to provide informed financial consent documentation

---

Important Requirements

Preadmit Account Required

This digital IFC feature only works for patients who have a Preadmit Account.

If a patient does not have a Preadmit Account, the IFC will need to be handled using existing non-digital processes.

Patients with a Preadmit Account can be identified by the Preadmit Logo displaying on their Patient Screen.

Patients are linked to their Preadmit Portal via the Email Address that they use to log in. FYDO can check existing patients utilising the Get Preadmit ID feature on the Patient Screen for patients with a valid email address entered.

---

Enabling This Feature

This feature must be enabled by the FYDO Support team before it can be used.

If you’d like to implement digital IFCs for your facility, please reach out to our wonderful Support team, who will assist with setup and configuration at support@alturahealth.com.au

Once enabled, the feature will be available directly from the standard IFC screen — no new workflows or screens to learn.

---