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.

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.
Clinics 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 & clinics are able to enforce the use of this in Settings > System Configuration. 

Download Invoice

We have added a new Download Invoice option to the Accounts screen within a patient file. Clinics who have direct printing setup for FYDO will benefit from this new option, as previously they were unable to download an invoice.

For previous updates, please visit https://wiki.fydo.cloud/updates-clinic/

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.

Appointments Screen Custom View Addition

Users will now be able to create custom views that display the patient’s Preferred Name on the Appointment Screen.

Patient Name Hover Additions

When users hover over the patient’s name, they will now be able to see the patients Preferred Name & their Maiden Name.

Bug Fix

• The issue some users were experiencing with being unable to reallocate payments has been resolved.

For previous updates, please visit https://wiki.fydo.cloud/updates-clinic/

Procedure List Update

The long-anticipated addition to the Proc Notes field in the Edit Appointments screen has now been implemented & facilities can add default settings to their Procedures list to maximise efficiency when booking appointments. Please see our newsletter from Tuesday for more information:
Procedures List Update Newsletter

Appointments Screen Custom View Additions

Users will now be able to create custom views that display information regarding Certificates for the episode. One option is to display a green tick once a certificate has been entered for the episode. The second option is to display the text that has been entered for the certificate. This new option will allow users to easily identify if the certificate has been entered prior to transmitting the claim via ECLIPSE.

Users also now able to display the patients Preferred Name on the Appointment Screen.

Patient Name Hover Additions

When users hover over the patient’s name they will now be able to see the patients Preferred Name & their Maiden Name.

New logs for Preadmit Holding Bay

Additional logs have been added to show if patient information has been updated by Preadmit paperwork being Automatically Linked or Manually Linked by a user.
Updates made to the patients’ screen by Preadmit will also now be recorded in the logs.

New Permission Level

Users can now be prohibited from amending fees while creating an IFC.
This permission level works in conjunction with the already available option called Create Invoice – Edit Charges that enables a user to edit fees when creating an invoice.

Procedure List Update

Following the exciting announcement in our Hospital Update Newsletter on the 19^th of July 2023 (FYDO Hospital Update – 19.07.2023), regarding the new Procedure List features, we are pleased to announce that Phase 2 will be implemented into FYDO this week which will result in it being fully functional.

The new feature allows facilities to pre-set default fields for any item in their Proc Notes list. This will result in certain fields automatically populating when that particular procedure is selected. Reducing repetitive data entry, when adding appointments, resulting in a much more efficient process for users.

Facilities can prepare for this new update by adding defaults into FYDO now!
Procedure List defaults can be added in Settings > Procedures by either double clicking on an existing entry or utilising the “Add Procedure” option to make a new entry.

Fields that can be defaulted are:

• Anaesthetic Type
• Appointment Minutes
• Item Numbers
• Other Services

There is no requirement to add these defaults. Facilities that choose not to utilise this feature will notice no change in the way that the appointments screen functions. There is also no requirement to add ALL defaults and FYDO will allow users to add only the defaults that they wish.

However, to ensure that this feature doesn’t negatively impact customers that choose NOT TO use it, we need to make you aware of exactly how it will work:

• Procedures WITH default fields set in ALL options will populate all relevant fields
• Procedures WITH default fields set in SOME options will populate only the fields with defaults & other fields will still need to be added manually
• Procedures WITHOUT default fields set will not populate any fields & all information will need to be added manually
• Fields can be amended after the default has been added however if another option from Proc Notes is selected, after the amendment is made, the field will be reverted to the set default
• If a user selects an option from Proc Notes that DOES have defaults set but then makes an amendment to another option, that DOESN’T have defaults set, FYDO WILL NOT remove any options added by the first selection. The user will need to manually remove any items that are no longer required. This has been done deliberately to ensure that items are not inadvertently removed for our facilities that do not wish to utilise this feature.

Please feel free to contact us should you have any questions regarding

Health Fund Codes can now be edited

Users are now able to edit the Fund Code for existing health funds.
This will assist in ensuring all fund codes are correct for ECLIPSE transmissions & enable them to be amended should they ever change. Users will be given an alert if the code they are entering already exists in their database.

Added Health Fund Audit Logs

Any changes made to Health Fund Details in Settings > Health Funds will now be listed in the audit logs.