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 Multi Item Fees tab allows the entry of any contracted All Inclusive Package Fee for more than one item number. For example, a bundled fee for a colonoscopy & gastroscopy together.
For more information on adding Same Day Fees, please see our page
Hospital Health Fund Fees – Same Day Fees 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 However, it is a good way to ensure accounts aren’t accidentally billed at outdated prices)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 Multi Item Fees tab
7. Click Edit
8. If entering amended prices, use the Actions dropdown to select Move to Old Charge, so that the fees listed in the current contracted fees can be moved into the Old fees fields, before they are updated
9. Enter the item numbers that coincide with the case base fee in the MBS columns
10. Enter the casebase fee amount in the Casebase column
11. Leave the Type as Bulk, unless there is a specific fund code that needs to be entered for those items. E.g., NIB codes COL1 or PKG38 etc., in which case, choose Prefix from the drop down
12. Selecting Prefix from the drop down will then allow the health fund specific code to be entered into the Code column NB. Only codes that have previously been added to Settings > Items are able to be typed in this section & they may require Eclipse Mapping
13. Selecting AddOn from the drop down will allow for a fee to be added to the Fee column. This would be used to add a surcharge fee when billing this combination of items to a health fund and would be outlined in the relevant health fund contract
14. The DVA column is used if there is a “H” or other code in the DVA contract that is relevant to the group of item numbers
15. Use the Excl OS column if the other services /prosthesis charges associated with the procedure are unable to be raised in conjunctions with the case base fee. NB for this function to work the Exclude fee when billing tick box will need to be ticked in each relevant prosthesis
16. Use the GST tick box if the fee is inclusive of GST
17. Use the in the Action column to remove any lines that are no longer needed
18. Click Save

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

Other Settings
Casebase 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 DRG Fees tab allows the entry of any contracted fees pertaining to DRGs.
For more information on adding Same Day Fees, please see our page
Hospital Health Fund Fees – Same Day Fees Set Up

DRG Fees are also able to be imported into FYDO from an Excel file. Please see our instructional wiki page below to find out how to do this:
Hospital Health Fund Fees – Importing DRG Fees

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 DRG Fees tab
7. Search for the required DRG or to update all fees click Edit
8. If entering amended prices, use the Click to Move Current Charge into Old Charge option so that the fees listed in the current contracted fees can be moved into the Old fees fields
9. Locate the required DRG in the DRG Column. They will be listed in alphabetical order. If adding a new DRG, a new line becomes available below the table to add the next DRG.
10. Add the applicable Same Day fee into the Same Day Rate column
11. Add the applicable Inpatient fee into the IP Rate column
12. Add the Short Stay Trim into the SS Trim column
13. Add the applicable Short Stay Fee into the SS Fee column
14. Add the Long Stay Trim into the LS Trim column
15. Add the applicable Long Stay Fee into the LS Fee column
16. Add the Transfer Trim into the TFR Trim column
17. Add the relevant Transfer Discount into the TRF Disc column
18. Tick the GST box (scroll right) if the fees are inclusive of GST
19. Click Save once all fees are entered

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

Other Settings
Casebase Fees
Casebase Multi 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 Overnight Accommodation Fees tab allows the entry of any contracted fees.
For more information on adding Same Day Fees, please see our page 
Hospital Health Fund Fees – Same Day Fees 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 old prices)
6. Select the Overnight Accommodation Fees tab
7. Select the required Accommodation Type from the drop down. (Accommodation Categories can be added or amended in Settings > Accommodation Categories)
8. Click Edit
9. If adding amended fees, use the More Actions dropdown to select Click to move all Current Fees to Old Fees
10. If the fees are required to mirror the Minimum Benefits fees (Entered in Settings > Minimum Benefits), use the More Actions drop down & select Copy Rates from Minimum Benefits
11. A pop up will appear to give all required options regarding copying the Minimum Benefits Rates into the Health Fund Contract rates
    
12. Full Cover Fees can be added to the first section of the screen
13. Basic Cover Fees can be added to the second section of the screen
14. When entering fees, use the   to adjust the Day that the fees apply to. This will automatically adjust the following line to continue on.
15. Add the relevant fees into the Shared, Private & Rebate columns
16. Click Save
17. The user is then able to select the next Accom Type that they require & follow the same process again

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

Other Settings
Casebase Fees
Casebase Multi Fees
Hospital Health Fund Fees – DRG Fees

There will be some instances where insured patients need to pay for part of their procedure.
Maybe some of the procedures is classified as a cosmetic procedure, maybe they have restrictions on their level of cover & the hospital is able to raise a charge to the patient for those extra procedures.
Maybe the hospital is contracted for 2nd Tier rates and can charge a patient gap or they want to charge a credit card surcharge to the patient.
Whatever the case may be, FYDO accommodates this split method of billing the health fund AND the patient seamlessly.

The first step in this process is to ensure the patient is entered with their Health Fund Details for the episode. And then adding the items to the Edit Appointment Screen.

As seen below, FYDO gives the option to Send Invoice To the Health Fund or the Patient. This allows the user to select certain items that will be billed to the patient.

Each facility is able to add their own “codes” to the Other Services list in FYDO. This can be done by following the instructions for Adding Other Services Codes (Hospital) and then adding the corresponding fees by following the instructions for Adding Fees for Other Service Codes (Hospitals)

After all required information is entered, the user can click Save. They will then be prompted to review the information, as FYDO wants to be sure that the items are being bill correctly.

Therefore click Ignore and Save.

From here, the user is able to proceed to creating the IFC. This is where we will be able to see that the items being billed to the health fund will attract a rebate. And the items being billed to the patient will not attract a rebate.

Once the IFC is produced the patient will be able to clearly see which items attract a health fund rebate & which items do not.

For information in receipting payments for these types of episodes visit these instructions for

There will be some instances where insured patients need to pay for part of their procedure.
Maybe some of the procedures is classified as a cosmetic procedure, maybe they have restrictions on their level of cover & the hospital is able to raise a charge to the patient for those extra procedures.
Maybe the hospital is contracted for 2nd Tier rates and can charge a patient gap or they want to charge a credit card surcharge to the patient.
Whatever the case may be, FYDO accommodates this split method of billing the health fund AND the patient seamlessly.

To create an IFC for a patient whose admission is only partially covered by the health fund, see instructions on Creating an IFC for an Episode that is Partially Covered by the Health Fund

To receipt the patient for their Insured & Uninsured portions of their payment at the same time navigate to the appointments screen, right click on the episode & select Excess/Deposit.

Then use the Fund Excess section to receipt the payment that is required to go towards the Insured Fund Invoice and use the Patient Account Deposit section to receipt the payment that is required to go towards the Uninsured Patient Invoice.

Click Save & Print to produce a copy of the receipts for the patient.

If you navigate to the History/Episodes screen you will be able to see that there has been an Insured Invoice Number raised, along with an Uninsured Invoice Number raise.

FYDO gives users the ability to customise the Appointments Screen to allow them to view the information that is important to their role. This assists in workflow & efficiency & allows users to view different information depending on the task that they are undertaking.
All custom views that are created for each facility are available to all users. Each user is then able to select their favourite view to open as their default. These instructions will provide ideas for different views & the set up required to accomplish them. For further details on how to create custom views please see the page on Creating Custom Views

Included below are examples of All View ideas. Please see our other pages on Individual & Weekly View ideas for those view types.

Administration View

Doctors Name View

Status Colours View

IFC Complete View

Procedure View

FYDO gives users the ability to customise the Appointments Screen to allow them to view the information that is important to their role. This assists in workflow & efficiency & allows users to view different information depending on the task that they are undertaking.
All custom views that are created for each facility are available to all users. Each user is then able to select their favourite view to open as their default. These instructions will provide ideas for different views & the set up required to accomplish them. For further details on how to create custom views please see the page on Creating Custom Views

Included below are examples of Individual View ideas. Please see our other pages on All & Weekly View ideas for those view types.

Administration Pre-Operative Process

Pre-Operative Phone Calls View

Theatre View

Recovery View

Patient Contact Information View

Status View

In addition to creating the Status Custom View the user will need to ensure the desired colours are set up in
Settings > System Configuration > Hospital.

Coding View

Billing View

Once the episode is complete it is required to be Coded. The episode needs to be Admitted for the Coding Screen to be made available. FYDO integrates with TurboGrouper & utilising this program, along with FYDO will result in a seamless coding & grouping process.

1. The Coding Screen can be located by navigating to the Appointments Screen
2. Use the Search feature to find a specific patient or
3. Use the Calendar to view a specific date
4. Once the episode has been located, use the Right-Click Menu to select Coding (Or use the Fast Key ‘g’)
   
   
5. The Coder field will automatically populate with the current user’s name
6. Copy Previous Coding will populate all fields according to a previous admission (This feature is especially handy when a patient has reoccurring admissions for the same procedure)
7. Documents will open a new tab, allowing the user to view scanned documents while coding
8. When a Diagnosis Codes is added, a new line will display below to enter the next code (This field searches Codes or Descriptions) The Type & Indicator can be selected for each individual line
9. Anaesthetic Types are populated from the Edit Appointment Screen and can be edited if necessary (Any changes made here will be reflected in the Edit Appointment Screen)
10. Visit to Theatre is populated from the Discharge Screen and can be edited if necessary (Any changes made here will be reflected in the Discharge Screen)
11. Show MBS allows the user to hover over the button to display the MBS items that have been entered into the Theatre Screen (If these items need to be amended the user will need to navigate to the Theatre Screen)
12. When a Procedure Code is added, a new line will display below to enter the next code (This field searches Codes or Descriptions)
13. Once all required data has been entered click Save
    
    
14. Once the coding has been saved the user will be able to obtain the DRG by running the Grouper (if TurboGrouper is installed)
15. Ensure the correct DRG Version is selected (A default DRG Version can be set up for each fund in Settings > Health Funds which will then populate in this field)
16. Click Run Grouper. This will complete the DRG Code field, the MDC field & the Date Grouped field
17. Once complete click Exit to return to the appointments screen
    
18. The episode will now display a “C” to identify that it has been coded
19. Users are also able to use the Filter dropdown to view Uncoded episodes only

The minor ID, also referred to as the Location ID, will sometimes be required by Medicare. It is the same as your ADV client number. Here’s how to find it in FYDO:

1. Hover over the Support icon
2. Your Minor ID will be displayed in the heading

Claiming Hospital is used to transmit the invoiced episodes to the health funds via ECLIPSE. It consists of 2 tabs, Claims & Not Yet Sent.
These instructions will cover the Claims Tab.
For information regarding the Not Yet Sent Tab see our instructions Claiming Hospital – Not Yet Sent

1. The Claiming Hospital section can be opened by hovering over the and selecting Claiming Hospital.
2. This will open to display the Claims tab which is where all the claims that have been transmitted to the health fund are displayed. It will open to show all outstanding claims. Claims that fall under the category of Receipted or Payment Received are not displayed by default when the page is open. (These categories will be touched on later in the instructions)
3. For multi-location systems, use the Location dropdown to select the desired location
4. The Provider dropdown gives the option to select a certain doctor/surgeon
5. The Status dropdown allows the ability to display the claims according to their current status. (This status refers to the ability of the claim to be sent to the health fund. It is not a response from the health fund. The responses will be covered in the instructions Processing & Payment Reports)
   a. Open
   b. Closed
   c. Closed with Issues – There was a problem sending the claim
   d. Ready
   e. Queued – The claim is waiting to be sent to the fund
   f. Sent (white) – Has been sent to the fund less than 2 weeks ago or the fund has responded
   h. Sent (red) – Has been sent to the fund, but no response has been received for 2 weeks
   i. Processed – The fund has processed the claim
   j. Payment Received – The payment has been received
   k. Receipted – The payment has been received & applied
   l. Rejected – The claim hasn’t been received/accepted by the fund
6. The Fund dropdown allows filtering to a particular health fund
7. The Search field gives the ability to search any information e.g., batch number, invoice number, patient name, amount claimed or paid etc
8. Hovering over the words Closed with Issues or Rejected will display a pop up that will give more information as to why the claim wasn’t successfully transmitted
9. Clicking on the Invoice Number will open a new tab & display the health fund response, if it has been received, in the Processing IHC screen. Information on this tab will be covered in the Processing & Payment Reports instructions
10. The blue arrow on the right of the screen, & also the Right Click feature, gives the option to go to the patient History screen, if you need to view the episode details.
    The Right Click function also allows the user to Remove Batch. However, this would only be utilised if the health fund has confirmed that it didn’t transmit successfully & they will not be making payment towards it. The batch is what allows the system to link this claim to the invoice number. Therefore, if a batch is removed prematurely, the associated invoice number will not display on the Electronic Remittance Advice when it is received from the fund. This makes it very difficult, & a lot more time consuming, to receipt a remittance so we do not advise to remove sent batches without liaising with the health fund first.
11. As mentioned earlier, the Claims screen displays all claims Except Receipted & Payment Received when opening. Therefore, as soon as a payment has been processed in the system the claim will disappear from this screen by default. This allows users to easily identify claims that are still outstanding. Claims with the status of Payment Received or Receipted can always be vied by using the Status dropdown mentioned in #5 above