Receiving Notifications and Adding Recalls - Providers

NotiSphere makes managing paper recalls received by mail from Suppliers fast and easy. Here is how to add a recall to NotiSphere.

‍

Adding Paper Recall Notifications to NotiSphere

First, select the Recalls tab on the left navigation menu. You may see a list of recalls already added to NotiSphere by your organization or sent to you electronically by the Supplier.

Click the Add button on the top-right of the screen.

Enter Recall Info and attach the notification and other relevant files.

1. Add the required recall information found on the notification you received from the Supplier:

• Supplier Name
• Recall Name
• Recall Type: Select Removal, Correction, Field Safety Notice or Product Advisory.
• Response Email
• Recall Categories: Choose category that is most relevant to your organization from the dropdown menu.
• Site: Indicate which sites or locations in your organization may be affected by this recall.
• Notified Date
• Recall ID: Enter the supplier's recall ID printed on the paper notification. If there is no ID, you may enter a recall ID created by your organization for easy tracking.
• Supplier Rep Email(s): Type in any Supplier Representative or Account Manager email addresses if you would like to keep those indivisuals informed.
• FDA Classification: Select a FDA Classification from the dropdown menu. The classification can be found on the paper notification. If none exists, select "Not Yet Classified."
• Distributor Name: Type in the name of the distributor from which your organization purchases the product(s).
• Mark as Urgent: Click the checkbox to mark the recall as urgent to ensure your organization's staff members act quickly on the recall.
• Supplier Voluntary or Regulatory Mandate: Select either radio button according to what is written on the supplier's paper notification.

‍

2. Upload and attach a scanned copy of the notification or any other relevant files to the recall.

Note: If you upload an image of the product(s), clicking the Recall Image checkbox will display the image on the recall so your colleagues can identify the product(s) and avoid removing the wrong item(s).

3. Enter a brief description and risk to health.

Scroll to the bottom of the screen. Click the Save and Close button to view the details of the recall you just created. Save and Close will also send an email notification to any Recall Coordinators at your organization. (You may wish to add Products and Actions, but that is not required to add a recall in NotiSphere.)

‍

Communicate with Others in Your Organization

If your Recall Coordinator needs to loop in other people in your organization to complete recall actions such as checking inventory, use the Workflow function to do this within NotiSphere. Learn more

Send Recall Response to the Supplier and Complete the Recall

Once sufficient information has been collected from the Delegates, the Recall Coordinator fills out the response form and scans it.

1. Click Mark Recall as Complete.

2. Click Confirm, indicating that the recall should be marked as complete.

3. Attach the scanned Response Form and click Save. A pop up of the email that NotiSphere will send to the Supplier will appear:

4. Include any additional comments you wish to add. (Optional)

5. Choose Yes to send the email response to the Supplier. Choose No to keep the recall in draft mode.

The email will be sent to the address specified when the Recall Coordinator first entered information about the recall in NotiSphere.  An example of what will be sent to the Supplier will be shown to you before you click Yes to send it.