From time to time, it will be necessary to report on Aboriginal & Torres Strait Islander statistics. FYDO makes this extremely easy using the Episode Stats report.

1. Select Reports from the main menu
2. Select Episode Stats
   
   
3. In the Group By (Primary) field select Indigenous
4. Select the date range required in the From & To fields
5. Click Update
   
   

The report will give you the total number & percentage total of episodes that fall under each category.

FYDO allows users to easily & efficiently send SMS/Text Messages to patients’ & pick-up contacts. Templates can be added to FYDO to allow users to send different types of pre-set messages with the click of a button.
SMS templates use “tokens” to draw information from the patients’ appointment & populate the message with the patients’ relevant information.
Below are some examples of text message templates that facilities can use, along with the tokens that will need to be added to ensure the templates work for all patients.

SMS Templates can be added to FYDO by following the instructions in this link:
Adding SMS Templates to FYDO

Pre-Admission Text
Dear <<patFirstN>>, Your appointment at <<EpLoc>> with <<EpDocTitle>> <<EpDocLastN>> on <<EpDayL>> <<EpAdmDate>> will be at <<Time12h>>. Please reply YES to confirm your appointment. Many Thanks

Payment Reminder
Dear <<patFirstN>>, When you arrive for your appointment with <<EpDocTitle>> <<EpDocLastN>> on <<EpAdmDate>> your out of pocket expense will be $<<EpExcessCo>>. This is payable on admission. Please reply YES to confirm you are aware of your hospital fee or call <<EpPhone>> if you have any queries. Many Thanks

Preadmit Paperwork Reminder
Dear <<patFirstN>>, Please click on the link below to complete your admission forms for your appointment on <<EpAdmDate>> at <<Time12h>>. Add preadmit URL in here.

Fasting Times
Dear <<patFirstN>>, In preparation for your procedure on <<EpAdmDate>> at <<Time12h>> please ensure you cease eating food at <<TimeFF12h>> and have no further fluid after <<TimeFW12h>>. Please contact <<EpLoc>> on <<EpPhone>> if you have any queries. Many Thanks

Patient Experience Survey
Dear <<patFirstN>>, Thank you for visiting <<EpLoc>> on <<EpAdmDate>>. If you would like to give feedback regarding your admission, please follow the link below. Add patient survey URL in here.

Dear <<patfirstn>>, Thank you for attending <<EpLoc>>.  We are committed to continuous improvement and would value your feedback.  Please click on the following link to complete our online survey. Add URL to patient survey here.

Pre-Operative Phone Call Reminder
Dear <<patFirstN>>, Please contact <<EpLoc>> on <<EpPhone>> to speak with our nurses regarding your appointment on <<EpAdmDate>>. Many Thanks

Change of Admission Time
Dear <<patFirstN>>, Your admission time for your appointment on <<EpAdmDate>> has changed. Please now arrive at <<EpLoc>> at <<Time12h>>. Many Thanks

Post-Operative Message
Dear <<patFirstN>>, We hope you are recovering well following your procedure at <<EpLoc>> on <<EpAdmDate>>. Please contact us on <<EpPhone>> if you have any concerns or queries. Many Thanks

Estimated Pick Up Time for Patient
Dear <<patFirstN>>, your admission time on <<EpAdmDate>> will be <<Time12h>>. We anticipate that you will be ready for collection from <<EpLoc>> at <<TimeP12h>>.

Estimated Pick Up Time for Pick Up Person
Dear <<PUfirstn>>, we anticipate that <<patFirstN>> will be ready for collection from <<EpLoc>> at <<TimeP12h>>. Please alert staff at reception when you arrive. Many Thanks

Pick Up Person – Patient Ready
Dear <<PUfirstn>>, <<patFirstN>> is now ready to be collected from <<EpLoc>>, <<EpLocAdd1>> <<EpLocSub>>. Please report to reception on arrival. Many Thanks

Dear <<PUfirstn>>, Please return to <<EpLoc>> at <<EpLocAdd1>> <<EpLocAdd2>> <EpLocSub>> as <<patFirstN>> is now ready to be discharged. Many Thanks

Outstanding Account
Dear <<patFirstN>>, following your procedure at <<EpLoc>> your account was finalised & there is now an outstanding amount payable by you. Please call <<EpPhone>> to arrange payment. Many Thanks

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
   4. Other Services being billed
   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.
4. 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
5. 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

FYDO allows users to have the available theatre times & default appointments to be set for every day. However, sometimes facilities will have the need to open a theatre on a day that it would usually not be opened on.
This can easily be done in FYDO by adding a Non-Standard Day to your theatre by following the instructions below.

1. Open Settings
2. Select Theatre Data
   
3. Double Click on the required Theatre
   
4. Select tab Add Non-Std Days
5. Selected the required Date or click the Close Day tickbox to close the theatre for a day that is usually open
6. Select the Start Time that the theatre will be available from
7. Select the End Time that the theatre will be available to
8. Once the Start Time & End Time have been entered, the appointments will populate with the Default Appointment Type for this theatre
9. The Appointment Type can be amended using the dropdown under the Type column
10. Once all required settings are added, click Save
    
11. Once Non-Standard dates have been added, a new tab View Non-Std Days will be available where users are able to view all non-standard entries
12. The user is able to View the appointment times
13. The non-standard day is also able to be Deleted by selecting the checkbox on the left to display the bin
    

If an episode is accidentally admitted or discharged, the user can Un-admit or Un-discharge following the steps below.

1. Navigate to the appointment that needs to be Un-admitted and/or Un-discharged
2. Use the Right Click Menu to select Episodes 
   
3. If the episode has been admitted, & discharged, Right Click on the required Episode and select
   Un-discharge
   
4. The user will be asked to Confirm that they are sure they want to un-discharge the episode.
   
5. The Right Click process will need to be repeated to then Un-admit the episode
   
6. The user will again be prompted to confirm that they want to un-admit the episode.
   
7. Once this process has been followed, click Back to Appointments and the episode will have been returned to the status of B for Booked

FYDO gives users the ability to enter Cancer Registry information & export the data for ease of submission.

Once in the Cancer Registry screen, enter all relevant information for your state & click Save.

 

The Cancer Registry Data can then be exported in the same manner that you export all your monthly data.

For more information on Data Extracts, see Hospital Data Extracts

When new contracts are negotiated with health funds, amended fees need to be loaded into FYDO to facilitate a seamless IFC & Billing process.

1. Fees can be entered in Settings > Hospital > Fees Setup
   
   
2. For multi location databases, ensure the correct Location is selected
3. Use the Fund drop down to select the required health fund
4. The Start of Current Fee date indicates the date that the Current Fees will be utilised from. Any episode from before the start date will utilise the Old Fees
5. The End of Current Fee date indicates the date that the Current Fees will expire. Users will still be able to create IFC’s for admissions after the End of Current Fee date. However, the system will prohibit billing for episodes that fall after this date. (This date isn’t mandatory. However, it is a good way to ensure accounts aren’t accidentally billed at outdated prices)
6. The Same Day Fees tab contains the Same Day Accommodation Fees and the Theatre Banding Charges 
7. Users are also given the ability to Print the health fund fees, for the selected fund
8. To edit these fees, click the Edit button
   
9. Once in edit mode, you will be able to amend the Start of Current Fee & End of Current Fee dates to indicate when the new contract fees apply
10. Use the More Actions drop down to Click to Move Current Fees to Old Fees before the new fees are entered. This will replicate all the current accommodation fees into the Old Fees columns
11. Enter the new fees in the Full Fee column for the corresponding bands. (C is for Type C procedures)
12. Once all Full Fees are entered, use the More Actions dropdown, and select Click to Move Charge into Full Rebate. This will copy all fees from the Full Fee column over into the Full Fee Rebate (Do not do this step for un-insured fees or for other ‘funds’ that don’t attract a rebate)
13. Depending on the contract agreement, facilities may need to add the Full Fee amount into the Basic Fee column. This can easily be done by using the More Actions drop down.
14. Repeat the same steps 10 > 12 for the Theatre Banding Charges on the right side of the screen
15. Click Save

For further information on how to set up fees, please visit our pages:

Other Settings
Casebase Fees
Casebase Multi Fees
DRG Fees
Overnight Accommodation Fees

When new contracts are negotiated with health funds, amended fees need to be loaded into FYDO to facilitate a seamless IFC & Billing process.
The Other Settings tab allows the entry of the Banding Percentages Breakdown, along with more specific information regarding health fund contracts.
For more information on adding Same Day Fees, please see our page
Hospital Health Fund – Same Day Fees Setup

1. Fees can be entered in Settings > Hospital > Fees Setup
   
   
2. For multi-location databases, ensure the correct Location is selected
3. Use the Fund drop down to select the required health fund
4. The Start of Current Fee date indicates the date that the Current Fees will be utilised from. Any episode from before the start date will utilise the Old Fees (See Same Day Fee Instructions to amend these dates)
5. The End of Current Fee date indicates the date that the Current Fees will expire. Users will still be able to create IFC’s for admissions after the End of Current Fee date. However, the system will prohibit billing for episodes that fall after this date. (This date isn’t mandatory. However, it is a good way to ensure accounts aren’t accidentally billed at outdated prices)
6.  Select the Other Settings tab
7. Click Edit
8. Enter all details relevant to the particular contract (hover over the for further details & information pertaining to the relevant field)
9. Enter the Theatre Banding Percentages to ensure the system calculates the percentage breakdown of the subsequent theatre items correctly. If there are old fees entered, ensure that the percentage breakdown is also entered in the Old column
10. Enter the Casebase Banding Percentages to ensure the system calculates the percentages breakdown for subsequent casebase items correctly. If there are old fees entered, ensure that the percentage breakdown is also entered in the Old column
11. Enter all Miscellaneous Fees relevant to the particular contract
12. Click Save            

For further information on how to set up fees, please visit our pages:

Casebase Fees
Casebase Multi Fees
DRG Fees
Overnight Accommodation Fees

When new contracts are negotiated with health funds, amended fees need to be loaded into FYDO to facilitate a seamless IFC & Billing process.
The Casebase Fees tab allows the entry of any contracted All Inclusive Procedure Fees.
For more information on adding Same Day Fees, please see our page 
Hospital Health Fund Fees – Same Day Fee Set Up

1. Fees can be entered in Settings > Hospital > Fees Setup
   
   
2. For multi-location databases, ensure the correct Location is selected
3. Use the Fund drop down to select the required health fund
4. The Start of Current Fee date indicates the date that the Current Fees will be utilised from. Any episode from before the start date will utilise the Old Fees (See Same Day Fee Instructions to amend these dates)
5. The End of Current Fee date indicates the date that the Current Fees will expire. Users will still be able to create IFC’s for admissions after the End of Current Fee date. However, the system will prohibit billing for episodes that fall after this date. (This date isn’t mandatory. However, it is a good way to ensure accounts aren’t accidentally billed at outdated prices)
6. Select the Casebase Fees tab
7. Click Edit
8. If entering an amended contract, use the Actions dropdown to select Move to Old Charge before the new fees are entered. This will replicate the Current fees across to the Old Fees columns
9. Use the bottom row to add new items
10. Use the to remove any items that are no longer required
11. Enter the item number in the MBS column
12. Enter the casebase fee, listed in the contract, in the Casebase column
13. If there is a procedure fee associated with the item number, it can be entered into the Procedure column
14. Select the relevant Type for the item being added.
    Standard will prompt FYDO to bill just the fee documented in the Casebase column & no accommodation fee will be added
    PerDiem-Proc will add an the relevant accommodation fee to the procedure fee
    PerDiem-Case will add the relevant accommodation fee to the casebase fee
15. The DVA column is where the DVA codes are added (e.g. the “H” codes etc.). NB. All DVA items, with an associated item number, will need to be entered with the item number in the MBS column & will need to be billed using the MBS item number. FYDO will then send the associated DVA code via ECLIPSE to ensure claims are transmitted successfully
16. Tick the GST box if the fee that has been entered is inclusive of GST
17. Tick the Exclude Other Services box if the other services/prosthesis are unable to have a charge raised when billed with the item number. E.g., If a contract stipulates that any prosthesis used is included in the casebase fee. NB for this function to work, each applicable prosthesis code will need the Exclude fee when billing tick box ticked.
18. Once all details have been entered click Save

For further information on how to set up fees, please visit our pages:

Other Settings
Casebase Multi Fees
DRG Fees
Overnight Accommodation Fees