Theatre Screen – New Save Feature

We are excited to introduce a new feature on the Theatre Screen that allows users to seamlessly add, and save, information without closing the screen. The new Save & Continue button is particularly beneficial for facilities that need to input data during procedures, enabling real-time updates without the need to repeatedly reopen the screen.

The existing functionality of the Save button will remain unchanged and will now be called Save & Exit.

Unbilled Revenue Report Additions

Theatre ID and Theatre Name have been added to the Unbilled Revenue Report > Excel – Raw Data Export.

Bug Fix – Invoice On Hold Feature

The issue that some users were experiencing with the Invoice On Hold feature not functioning correctly has now been resolved.

This feature gives facilities the ability to:

• Place an Individual Health Fund on hold (Settings > Health Funds)
• Place a Head of Group Health Fund on hold (Settings > Health Funds)
• Place an Individual Episode on hold (Edit Appointment)

Each facility has the flexibility to customise Invoice Hold Reasons to accommodate their specific requirements for placing invoices on hold. This can be done, by a user with the required access levels, by navigating to Settings > Hospital > Invoice Hold Reason.

For Individual Health Funds and Head of Group Funds that are placed on hold, users will receive the below alert if they attempt to bill an episode that is linked to an on-hold health fund. However, there will be no visual cue in each individual appointment, as this field is intended to be used for placing only that specific episode on hold (e.g. Awaiting Pathology). This distinction ensures facilities can differentiate between a health fund being on hold and an individual episode being on hold, allowing them to utilise both features simultaneously if the need ever arises.

New Report – Item Stats

A new Item Stats Report has been added to FYDO that allows users to obtain statistics on all items listed in the Theatre Screen.
This will allow users to collate data easily and efficiently on numbers of procedures performed, whether they are primary or subsequent procedures.

Revenue Report Additions

Additional fields have been added to the Excel – Raw Data Export of the Revenue Report. These fields include:

• Theatre ID
• Theatre Name
• Time In Theatre (First theatre visit)
• Time Out Theatre (First theatre visit)
• Minutes in Theatre (First theatre visit)

Security Settings Relocation

The Security Settings, originally located in System Configuration, can now be accessed directly from Settings. This change is designed to provide more control over user access to this section of FYDO.

These Security Settings include:
– Webhooks
– API Key
– 2 Factor Authentication Settings
– Single Sign On Settings

A new permission control has been added to Settings > User Groups. This change helps facilities grant specific users access to System Configuration without necessarily providing access to Security.
The new permission control will be defaulted to ‘D – Deny’ for all users except the Subscriber, who can adjust this setting for the required user groups.

Adding Multiple Label Templates

FYDO now supports multiple label templates. Users can choose from various label templates, loaded into their database, by utilising the Other Label option under Chart Label.
The Default chart label template will still print when any of the original options (Chart Label x1, Chart Label x2 etc) are selected.

When selecting the Other Label option, a pop-up will display a list of available Chart Label Templates.

Bug Fixes

• The original default Print List > Order of List (Theatre, Booking Time, Doctor, Anaesthetist) has been reinstated.
• The speed issue some sites were experiencing while running the Arrears Report has been improved.
• The problem some users encountered with updating the doctor from the Theatre Roster Screen, which was not feeding into DOX, has now been resolved.

New Option Added to Print List

We have introduced a new ‘Order of List’ option in FYDO, allowing lists to be organised based on Theatre and Admission time, in addition to the original option of Booking Time.

New “Other Services Only” Invoice Feature

FYDO has an exciting new feature that allows users to raise an Other Services Only Invoice for booked appointments. Episodes do not have to be admitted and discharged for this function to be utilised, which will allow invoices to be raised for sundry items e.g. sunglasses, RAT tests or cancellation fees.

This option is located alongside the Create Invoice option on the Appointments Screen right-click menu, with the fast key “I” still retaining its original function of creating a normal invoice for the episode, once it is complete.

When Other Services Only is selected, users will see a reduced version of the normal invoicing screen, where they can add the required items that are to be billed to the patient prior to clicking Proceed to see charges.

Following the normal invoicing process, the charges for the item will be displayed to enable the user to check the amounts prior to clicking Save or Print & Save.

All functions, including the calculation of GST, are the same as the usual invoicing screen.

Addition to the Arrears (Hospital) Report

The Excel – Raw Data extract of the Arrears (Hospital) report will now show the Theatre Name along with the Theatre ID.

Addition to the Deleted Transactions Report

The Deleted Transactions Report now has an Excel – Raw Data option. This option can be utilised by running the report and clicking on Export to > Excel – Raw Data.

1^st of November National Procedure Banding & MBS Update

The latest update of the National Procedure Banding & MBS Medical Fees has been loaded into FYDO.

Addition to the Adjustments (Hospital) Report

The Excel – Raw Data extract of the Adjustments (Hospital) report will now show the Theatre Name along with the Theatre ID.

Addition to the Payments (Hospital) Report

The Excel – Raw Data extract of the Payments (Hospital) report will now show the Theatre Name along with the Theatre ID.

Bug Fixes

• The issue that some users experienced when trying to apply a 4-digit figure to the discount field, on the IFC, has been resolved.
• The issue that some users experienced when trying to print the HC21 – Right form, over multiple pages,
• has been resolved.

Theatre Roster Additions

Further to our update on the 5^th of October, facilities are now able to utilise the reasons they have added in the Settings for Theatre Roster Cancellations & Delays.

See our previous Newsletter Update in the link below for instructions on how to add these customisable reasons to your FYDO database.

FYDO Hospital Update – 5/10/2023

Once Cancelled Reasons (Theatre Roster), Theatre Reasons for Delayed Finish & Theatre Reasons for Delayed Start are added to FYDO, users will be able to assign them in the Theatre Roster.

The Cancelled Reason (Theatre Roster) will be displayed as an option to select when a booked Theatre Roster is Cancelled.

The Reason for Delayed Start & Reason for Delayed Finish can be added by locating the required Theatre Roster & utilising the right-click menu to select Edit Roster.

The Session Confirmed tick box can be used to indicate that the times have been confirmed & the delay reasons have been added.

PHASE 3 of the implementation of this new feature will see the data added to the Theatre Rosters Report. So keep an eye on these newsletters for when that has been released!

Cancer Registry Improvements

Users in QLD, VIC, ACT & NSW will now be able to Copy Previous Cancer Registry Entries with this new feature that will increase data entry efficiency.

My Health Record addition to Edit Appointment Screen

A new tick box has been added to the Edit Appointment Screen in preparation for the MHR / FYDO integration later this year.
This is to record the patient’s consent to information being uploaded to their MHR.
By default it will be ticked & can then be unticked if the patient withdraws their consent for information, from that episode, being uploaded.
This box currently doesn’t do anything & will only start to work once the integration is implemented. However, users are able to start to utilise this feature now in order to become familiar with how it works.

New Fasting Options in Edit Appointment Screen

FYDO now has fields where Fasting Food & Fasting Fluids can be entered.
These fields allow users to add time frames that will then be used to calculate the actual time that the patient will be required to stop eating & drinking.

The addition of these fields is PHASE 1 of the implementation of this new feature, with PHASE 2 being the addition of tokens that allow users to utilise these times on theatre lists, in text messages & on forms generated from FYDO. Once the tokens are developed these fields will be fully operational, so keep an eye on these newsletters for when PHASE 2 is released!

Adding these fields in minutes will mean that the fasting times will calculate correctly according to the Appointment Time, Planned Time in Theatre Time or Procedure Time.
Adding in minutes also ensures that the calculated times will amend accordingly if the appointment time is rescheduled.

For example, if the patients admission time is 10:00am the following will be reflected:
Fasting Food = 360 minutes (6 hours) therefore the time will show as 4:00 am
Fasting Fluid = 120 minutes (2 hours) therefore the time will show as 8:00 am
Then if the patients appointment time is amended in FYDO these times will automatically recalculate accordingly.

If facilities utilise the Planned Time In Theatre time or the Procedure Time they will also be able to use tokens that will base the fasting times off those times, instead of the Appointment Time.

Bug Fix

Users will now be able to type all requires symbols in the Other Notes field when adding & editing appointments.

New Log for Deleted Theatre Rosters

There is a new log in Settings > Logs that shows when a Theatre Roster has been deleted, who deleted the roster & when.

Nursing Staff & Assistants can automatically populate in the Theatre Screen!

This wonderful new feature will reduce repetative data entry to greatly improve efficiency!

The Nurses & Assistants, listed in the Theatre Roster, will now populate into the Theatre Screen for any linked episodes as they are Admitted.
To utilise this new feature, add the known theatre staff into the Theatre Roster prior to admissions commencing.

As each patient is then admitted, the information in these fields is used to populate the Theatre Screen.

Staff will then only need to amend a small number of episodes when they complete the Theatre Screen, after the theatre visit has been complete, as the majority of the fields will be populated for them already.

Amendments to the Documents Screen

For ease of identifying which Episode a document relates to, the User will now be able to see the Admission Date (instead of the admission number) on the documents screen.

New Permission Levels

The access level that was listed as Edit Episode Transactions, which allowed users to delete and reverse transactions/invoices, has been amended into two separate access levels.
This allows facilities to give users access to one of these functions & not the other if it is required.
The settings for the new options, in each User Group, will be the same as was set for the old access level shown below.
Facilities will then be able to amend each one as required in Settings > User Groups

2 Step Authenticator App Additions

FYDO requires all users to complete the 2 Step Authentication process, however they are given the option to use SMS, Email or an App to complete this verification.
Facilities are now able to require users to utilise an Authenticator App to complete the Two Step Authentication Process. 
The Authenticator App is the most reliable & secure option for 2 Step Verification & facilities are able to enforce the use of this in Settings > System Configuration. 

Changes to DRG Fee Setup

Facilities will no longer be required to enter Short Stay or Long Stay Trims & Fees if it isn’t stipulated in their contract.

Additions to the Casebase Fee Setup

Facilities will now be able to add Outlier Days and Outlier Rates to their Casebase fees if their Health Fund Contract requires it.

Theatre Roster Additions

Facilities will soon be given the ability to add reasons for Theatre Roster cancellations & delays to assist in obtaining statistical & utilisation data.
In preparation for this new functionality we have allowed facilities to add customisable reasons for the below fields:
– Cancelled Reasons (Theatre Roster)
– Theatre Reasons for Delayed Finish
– Theatre Reasons for Delayed Start
Adding reasons to these 3 fields in Settings now will ensure that your facility can utilise this new function as soon as it is implemented in a future update!

Bug Fix

The issue that some  users were experiencing with previous Cancer Registry entries not displaying has been resolved.

New Patient Address Logs

Any amendments to a patients address, suburb, state or postcode will now be documented in the Logs that can be found in Settings.

Bug Fix

The issue that some users experienced when exporting the reports to Excel – Raw Data has now been resolved.

Additional EMR shortcuts

Users will now be able to access the EMR shortcut from the Theatre Screen and from the Episodes Screen > Right Click Menu.
This will enable users to access the EMR more efficiently no matter what task they are undertaking.

Additional Wristband Option

Facilities are now able to link 2 different Wristband printers to FYDO to accommodate the printing of Alert Wristbands and General Wristbands.

Inv Hold field on Theatre Screen

The Inv Hold field has been added to the Theatre Screen to allow users to put an invoice on hold more efficiently from there if needed. This is the same field that is already on the Edit Appointment Screen and information populated in one screen will be displayed in the other screen.

The Inv Hold reasons are completely customisable to suit the needs of each facility & can be added in Settings > Invoice Hold Reasons.

Theatre On Hold field on Theatre Screen

A new field has been added to the Theatre Screen to allow users to allocate a reason if the Theatre Complete box is unable to be ticked.

Facilities are able to customise the Theatre On Hold reasons in their own database to suit their needs in Settings > Theatre Hold Reasons.

This new feature will allow users to easily identify what still need to be done in order to be able to tick the Theatre Complete box & invoice the episode.

The Billing Status Report run for the Report Type > Show not billed only will then display this reason for ease of identification.

There will be a new permission level to give users the ability to add Theatre Hold Reasons. As this is a new feature it will be set to Deny for all users by default & will need to be amended for the relevant User Groups.

New My Health Record (MHR) Permission Levels

In preparation for the introductions of the FYDO/MHR integration there has been new permission levels added.
These levels will eventually enable users to Upload to MHR and then there is a separate permission level to allow users to Remove from MHR.
Currently these permission levels will not have any impact on the user or FYDO however facilities are able to give access to these functions now in order to prepare for the implementation of the MHR integration.
As these are new permission levels they will be set to OFF by default & will need to be turned ON for relevant staff.

Bug Fixes

• The issues that some facilities were experiencing regarding VAED data extracts for overnight patients has been resolved.
• The issue that some users experienced when using the new Proc List default fields feature, to add Other Services, has been rectified.
• The issue that some users experienced with Reports > End of Day Banking has been fixed.