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. 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

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

There are a number of ways this can be done. Most commonly it would be done while making an appointment.

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 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.

Navigating the Appointments Screen

1. Ability to select required date and return to the current day using the Today option
2. Search – to locate a particular patient/booking
3. Date being displayed along with Number of patients booked & Minutes the theatre is booked, & still available, for
4. View – gives the ability to choose how the theatres are displayed
   1. All – shows all theatres for 1 day
   2. Individual – shows 1 theatre for 1 day
   3. Weekly – shows 1 theatre for the whole week
   4. List – shows all appointments in 1 list
5. Select which Theatre is required
6. Filter the patients viewed to include/exclude cancelled patients etc
7. Create Custom Views so that relative information can be easily displayed to enable efficient workflow
8. Print Theatre Lists, Send Bulk SMS’s to patients & Re-Order Lists

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
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 Patient History / 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 History
3. Once in the Episodes screen ensure that the correct episode 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.