For paper recalls that come from Suppliers not yet on the NotiSphere platform, managing them is effective and flexible when using NotiSphere. NotiSphere enables the Provider organization to maintain visibility across recall activities with simple approaches.
There are two main methods to managing paper recalls within NotiSphere:
Send Recall Responses Only
Manage Workflows & Send Responses
Send Recall Responses Only
When Suppliers send paper recalls, there is typically a response form that Providers scan and email back to the Supplier. Managing these responses using NotiSphere eR Responses takes just a few minutes. Users simply scan the form, fill out a few fields in NotiSphere and send. This approach enables providers to maintain a repository of activity for the organization. It also sends an email message to the Supplier that your organization would like to start receiving electronic notifications within NotiSphere.
The process is very fast to implement and provides an easy way to leverage NotiSphere with Suppliers who are not yet on the platform all while streamlining responses. Learn more about sending eR Responses
Manage Workflows and Send Recall Responses
NotiSphere also enables organizations to more fully manage paper recalls within NotiSphere using workflow and other features. This is a great option for organizations who want greater visibility and tracking of actions within their organization related to paper recalls.
Once the organization receives a paper notification, the Recall Coordinator creates a Recall on the NotiSphere platform for their own organization's use – this is very simple and takes just a few pieces of information. Then the appropriate teams are included in the workflow for that recall as Delegates and are alerted through email. Once they reply, the Recall Coordinator can then complete the paper response form and respond to the supplier while creating a repository of recall activity within NotiSphere. This section will review a common approach to leveraging workflow flexibility within NotiSphere to accomplish this.
Basics for Managing Workflows and Sending Recall Responses
This section will review the basic steps for creating a recall, engaging delegates, monitoring delegate activities and responding to Supplier. This approach takes just a few steps to set up. Please feel free to discuss this basic approach with your NotiSphere team to determine if there are additional features that might be helpful to your particular organization.
Administrators and Recall Coordinators have the ability to create and manage recalls.
Below are the basic steps to managing a paper recall using workflow options in NotiSphere:
Add Recall
Start by selecting the Recalls tab on the left side navigation menu.
You will see a list of any existing recalls that have been added by your organization or sent to you electronically from the Supplier.
To add a paper recall, click ‘ADD’ button on the right
Include Recall Details and Attach Notification
1 – Add required recall information found on the notification
2 – Attach a scanned copy of the notification
3 – Enter a brief description and risk to health in the sections below
Click “Save and Close” at the bottom of the page (You may wish to add Products and Actions, but that is not a necessary step with this approach)
Engage Workflow Functionality
From the Recalls list, open the recall you added and click on ‘Workflow’
The recall itself may look spare compared to ones you receive from Suppliers. That is ok as long as key information was added and the recall notification was scanned and attached in the prior step.
Fill out Workflow Details
1 - Click on “Delegates” button
2 - Add Delegate emails and Comments
Add the corporate email addresses of Delegates in your organization who you wish to review the recall and respond to you with information. The user does not need a login to NotiSphere to act as a Delegate. You may also set up distribution lists (Lab Team in the example) Go to Recall Settings and select Distribution List to create and manage lists.
3 - Add Actions
A list of standard actions created by your Admin will be available to choose from. Select the appropriate action from the list for your Delegates using the checkboxes. If there are no actions available, it means the Administrator has not yet created actions. Creating Template Actions
4 - Attach Materials
Check the boxes next to any supporting materials you wish to send to the delegates. These are typically the documents uploaded when creating the recall. Use the ADD button to include additional documents that are not already part of the recall details.
5 - Click Send – the Delegates will receive an email with information about the recall and a link to the workflow actions you just created. The Delegate will respond using the link without a need to login to the platform.
Next, we will review what the Delegate sees.
Delegate Receives Email and Acts
Below is an example of what the Delegates will receive when you send out Delegate Actions from the recall you create.
1 - The recall will come from NotiSphere Recall Management and the subject will read Recall Notice – Action Required
2 - Any comments you included will appear below the standard verbiage of the email
3 - A link will take the Delegate directly to the reply page for that recall
Delegate Replies to Recall Coordinator
After a Delegate clicks the email link, they will be presented with a form like this from within NotiSphere
1 - Description and Recall Details – These are provided as information to the Delegate. These were entered by the Recall Coordinator when the recall was created.
2 - Risk to health – This is provided as information to the Delegate. This was entered by the Recall Coordinator when the recall was created.
3 - Any supporting documents – These are provided as information to the Delegate. These can be viewed or downloaded by the Delegate. These were included when the Delegate workflow was created.
4- Recall Response Actions – the Delegate provides responses to these actions. These actions were included when the Delegate workflow was created.
5 -Click Submit Response – when the Delegate has completed the actions, the Delegate clicks Submit Response
Recall Coordinator Monitors Delegate Actions
As Delegates work on the actions requested related to the recall, the Recall Coordinator / Admin will have visibility through the Workflow tab on that recall to view progress.
1 - Click Status Button – to view replies and monitor activity, click on the Status button. To add additional Delegates, click on the Delegates button
2 - View Repliesand Status - by Delegate or by Action
3 - Review Replies – monitor activity by Delegate email, reply status and tasks complete along with a description of the task and any response details
4 - Send a reminder to any that are Pending
5 - Download a file of Delegate activity related to this recall
Send Recall Response to the Supplier and Complete the Recall
Once sufficient information has been collected from your Delegates, the Recall Coordinator fills out the response form and scans it.
1 - Click "Mark Recall as Complete"
2 - Click "Confirm" – Are you sure you want to mark as complete
3 - Attach scanned Response Form and click Save – a pop up of the email to be sent to the Supplier will appear
4 - Choose Yes to send the email response to the Supplier. Choose No to keep recall in Draft
The email will be sent to the address specified when setting up the recall and should be the email address shown on the recall notification. An example of what will be sent to the Supplier will be shown to you before you click Yes to send
