Receiving admission forms that have been submitted online through the patient portal

1. Select Data I/O and then PreAdmit Holding Bay from the main menu.
2. The list of submitted forms is shown on the LEFT and a preview of the admission form on the RIGHT.
3. For patients that are Not Linked, click on the 3 dots and select Link Patient. If there is no matching patient select “Create New Patient”
   
4. Print or download the paperwork using the icons, Print or Print All, in the top right corner of the preview screen. Print will just print the form that is being previewed. Print All will print any additional forms that the patient has attached also.
5. The 3 dots can also be used to Commit the document to the patients record.
6. Documents can also be Committed in Bulk by selecting all the entries using the check boxes on the left.
7. Using the Select Bulk Option dropdown box select Bulk Commit.
8. If committing forms individually, you’re given the option to assign the form to a particular episode. A pop up will give the option to Link to Episode with a drop down to choose the particular episode.
9. You can also choose to update the Admission Form Received checkbox on the Edit Appointment Screen while committing the form as well.
10. You are also given the option to update Health Fund Details for the particular episode if the PreAdmit form has different details than what is listed in FYDO.
11. These forms will now be saved in the corresponding patients Documents.
12. If you would like to attach the documents to the patients record, but NOT automatically update the patient record, then UNTICK the “Update Patient Record” checkbox before committing.
13. If you have committed a patient, but cannot remember who they were, go to the Settings and select Logs. This will give a list of who has been committed.

All new Patient Alerts can now also be viewed from the Preadmit Holding Bay! Simply click the flag icon:

Performing an Online Patient Verification check with Medicare & with the health fund helps to ensure the correct patient information is entered into the system & that the Online Eligibility Check (OEC) will be successfully transmitted

1. OPV checks can be performed from the patient information screen, down the bottom left corner, by clicking Check
2. Before the OPV is successful the Medicare Number field & the Health Fund Number field will appear the same as all other fields
   
3. Once the information has been successfully verified it will appear with a green border & tick, to indicate the information matches the records held by Medicare or the Health Fund
4. If the information isn’t able to be verified a visual alert will be displayed, in the top right corner, stating Verification Issue
5. Hover over this icon to display a reason for the unsuccessful verification
6. If the reason is as shown, in the below image, the fund wasn’t able to be verified as the system was returning the Medicare information. Simply click Check again to check the health fund details
   
7. Once both Medicare & Health fund information has been successfully checked the Green Border & Tick will be displayed with both numbers
   
8. The OPV will automatically be performed when making a patient booking. As long as the relevant patient information is available, the check will run once you click Save, after completing the Appointment Screen
   
   
9. If the patients’ name varies from Medicare to the Health fund, utilise the Alias Name field under the Health Fund section (as shown in image above). In order to successfully verify the details in this instance:
   1. 1. Enter the patients name, as it is shown on the Medicare Card, in the Patient Details section as the patients real name
      2. Enter the patients name, as it is show on the Health Fund Card, in the Alias Name field
      3. Run Check again
10. In some instances, the OPV will be able to identify the patient, even if the details are slightly incorrect. If this happens the Verification Issue icon will become visible & you will be able to hover over it for information regarding the check. Some examples of this would be:
    1. 1. Updating the last digit of the Medicare Card. E.g. From 5 to 6
       2. Updating the Medicare Reference Number. E.g. From 1 to 4
       3. Updating the patients’ first name. E.g. From Sam to SAMUEL

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
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. 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. 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 Episode. Type the new appointment time in the Time field & click Save
3. Right-Click and select Cut Appointment. Click on the new appointment time, Right-Click and select Paste Appointment
4. To copy a booking select the appropriate booking, Right-Click and select Copy Appointment. Select the desired appointment date & time for the duplicate, Right-Click and 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 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 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 they have already been entered into the system
11. Add information required according to your facility work instructions. For example:
    1. 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

After the data has been exported from Visicode

1. In the main menu go to Data I/O and select Visicode Import
   
   
2. Select the Location
3. Click Choose a file
4. NB. File must be in a .txt format to be imported. Other file formats will not work
5. This will produce a list of all the patient information found in the file
6. Click Import
7. This will automatically update the Coding & run the Grouper
8. There will be an Excel spreadsheet download for information purposes. This file will show if any of the data imported was unsuccessful.

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 details & 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. Template gives the ability to choose between the IFC templates that are available in your 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

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 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