Understand the basics of acting as a NotiSphere Recall Coordinator or Sourcing Coordinator for your organization. Once a Supplier sends an Event Notification within NotiSphere, there are some basic steps.
Acknowledge the Notification
Once a Supplier sends an event through NotiSphere, Coordinators and Administrators associated with affected Sites will receive an email alert from notispherealerts.com.
The alert will include key information about the event as well as a link that will take the user directly to that event within NotiSphere. From there the Coordinator acknowledges receipt of the notification. That lets the Supplier know the location has received the notification. The provider organization can begin reviewing the event details, preparing to complete any required actions and respond back to the supplier if needed.
Respond to Actions Outlined in the Recall or Disruption Event
Within the Event, the Supplier will detail what actions they wish your organization to take regarding the recall or disruption event. While following your organization's internal processes, respond to the Supplier actions outlined within the NotiSphere event. You may leverage workflow options if you would like to include other members of your team in this effort.
Communicate with the Supplier
During the process, use the Communications feature within an event detail if you need to communicate with the Supplier for clarification, to request a credit or other request you may have.
Attach Any Relevant Documents or Notes
Use the Log tab to enter any internal notes or attach any internal documentation relevant to the recall or disruption event. This information will be stored for future reference if needed.
Monitor Overall Progress
During the recall process, a Recall Coordinator, Sourcing Coordinator or Administrator may be monitoring multiple events at one time. The NotiSphere platform provides a Dashboard overview that enables users to monitor progress across all active recalls and disruption. Key information provided includes Event Name, Supplier Name, number of Sites affected, overall progress, Supplier communication alert, days since notification as well as other details. If you need additional information, clicking on the tile takes you to the event details page.
The Recall and Product Disruption tabs provides a tabular view across events with additional filtering options for users as well as access to reports. In addition to monitoring active events, these features enable users to maintain a repository of activity for future reference. Note that Recall Coordinators will see the Recalls tab and the Sourcing Coordinators will see the Product Disruptions tab.
Complete the Recall or Disruption Event
For Recall Events, once all actions are completed, click on the Mark as Complete button on the upper right and click confirm in the confirmation window. This will notify the supplier that you have completed the necessary actions for the event.
