If a remittance is received in paper form, or any form other than eclipse.
These steps are also to be followed when an uninsured patient makes an additional payment towards an invoice that has already been raised.

1. Hover over the Accounts icon in the main menu & select Payments
   
   
2. Select the Location (for a multi-location database, single location systems will automatically populate)
3. The Payment Date will automatically be set to the current date. Depending on access levels you may be able to back date if required
4. Select the Payment Type
5. Enter the total Amount of the payment being receipted
6. Type the name of the company that the payment is being received from in the Drawer field
7. Click on Click to Search for an individual Account to display the Patient Lookup box to search for a patient name, MRN, DOB, Invoice Number etc
8. Double click on the patient or episode or invoice that you wish to apply the payment towards
9. The account will display on the screen with the Outstanding amount & the Allocated amount
10. If the Allocated amount is different than the system has pre-populated, you can simply click in the field & over-ride the price.
11. Repeat steps 7 >10 for subsequent invoices included in that payment
12. You will be unable to allocate the payment until the Total Amount & the Allocated Amounts match
13. Once the Out of Balance field is zero you can click Save
    
    
14. If there is a discrepancy between the Outstanding amount & the Allocated amount you will be prompted to print out a report showing the Outstanding Balances. Click Yes to enable these amounts to be chased up
    

If a patient or health fund is required to be refunded the system will reflect this transaction by following these steps.

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 Refund
5. Once Refund is selected for the Type, the Payment Type field will be displayed so the method of the transaction can be documented
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 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
    
    

Receipting a patient payment on admission e.g., Excess payment, payment of account etc

1. Select required patient & Right-Click to expand menu
2. Select Excess/Deposit

3. Complete required information

4. Deposit type
   a. Fund Excess for all excess payments or payments that are required to be applied to a health fund invoice
   b. Patient Account Deposit for all payments to go towards an uninsured invoice
5. Transaction Date will automatically populate with the current date
6. Select payment Type e.g., EFTPOS, Cash, Cheque etc
7. Enter the Amount that has been paid
8. Select the Payment Description relative to the payment being made. NB. These descriptions are fully customisable & can be amended to suit the facility. This can be done in Settings > Deposit Types
9. Complete Drawer, Reference, Bank & Branch when payment is made via Cheque
10. Select Save or Save & Print to produce a printed copy of the receipt

Both Fund Excess & Patient Account Deposit receipts can be processes simultaneously to save the user following the above process twice.

These transactions can be found by selecting the required patient & using the Right-Click to display the menu and selecting Episode.

Select the required episode date from the list at the top of the screen.

The receipt can then be re-printed by using the Invoice Options on the right of the Episode screen & selecting Deposit Copy.

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 & 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 Screen, on the right-hand side in the Medicare/ health fund section, by clicking OPV Check

2. Before the OPV is successful, the Medicare Number field & the Health Fund Number field will appear in a red font with a cross.

3. Once the information has been successfully verified, it will appear with a Green Numbers and a tick, to indicate the information matches the records held by Medicare and/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, of a red hourglass.
5. Hover over this icon to display a reason for the unsuccessful verification.

6. 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:
– Updating the patients’ first name. E.g. From Sam to SAMUEL
– Updating the last digit of the Medicare Card. E.g. From 5 to 6
– Updating the Medicare Reference Number. E.g. From 1 to 4
This may result in needing to run the OPV Check a second time to verify the Health Fund details.

7. 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

8. If the patients’ name varies from what Medicare has documented, to what the Health fund has, utilise the Alias Name field under the Health Fund section (as shown in image below). In order to successfully verify the details in this instance:

   1. Enter the patients name, as it is shown on the Medicare Card, in the Patient Details section. FYDO has to have what Medicare has in this section.
   2. Enter the patients name, as it is show on the Health Fund Card, in the Alias Name field
   3. Run Check again

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.
   For procedures that do not have a specific MBS (e.g. dental procedures) ensure any fund specific items are removed, and the Illness Code field is then activated to allow checks to be performed for particular procedure types.
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. 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. 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 Appointment.
   Type the new appointment time in the Time field & click Save
3. Right-Click and hover over Copy/Cut/Paste/Delete
   Select Cut Appointment
   Click on the new appointment time, Right-Click and hover over Copy/Cut/Paste/Delete
   Select Paste Appointment 
   Once the Edit Appointment screen appears, select Save. 
4. To copy a booking select the appropriate booking
   Right-Click and hover over Copy/Cut/Paste/Delete
   Select Copy Appointment
   Select the desired appointment date & time for the duplicate
   Right-Click and again hover over Copy/Cut/Paste/Delete
   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 right-click 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 patient 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 a Theatre Roster has already been entered into the system
11. Add information required according to your facility work instructions. For example:

    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 & 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