Simplify existing forms: Hide options that aren't relevant to your operations.

Extend functionality: Add new, custom options to existing fields or introduce entirely new questions.

Improve data accuracy: Ensure your forms capture precisely the information your organization requires.

Form Settings

Organization Manager/Administrator:

Enabling Sections: Once customization features are enabled, the Organization Manager can activate specific form sections for customization within your organization's Form Settings.

Customization Power: Has full control over hiding/showing Pharmapod default options, adding/managing custom options, and creating/managing custom fields.

Facility-Level Control: Can apply customization settings across all facilities or to selected ones, and can "lock" settings for facility managers.

Facility Manager/Administrator:

Limited Access: Can manage form settings only for the facilities they are directly assigned to.

Restrictions: May find certain options "locked" if an Organization Manager has applied a lock.

View Only: Users without manager access have view-only rights to the Form Field Settings overview page.

Note: This user may be the same as the Organization Manager, but is not necessarily the same.

Form Field Settings: Form Field Settings allows the Administrator to configure each section of an event report to meet the organization/facility’s operational needs and workflows.

Summary Page Tools Management: The Summary Page Tools Management allows the Administrator to configure the various summary page tools/Continuous Quality Improvement (CQI) tools, such as Staff Involved, Notified/Informed, Linked Facilities, Risk Matrix, Root Causes, and Contributing Factors.

Notifications: Notification configuration triggers notifications based on the conditions or rules the Administrator configures. Administrators can configure multiple conditions based on two operators:

Integrations: Integrations automate reporting data to third-party entities as required, such as the NHS, NIDR, and CAMER. Organization Managers can view the enabled integrations at the organization level and enable/disable them as appropriate. Note: Not all organizations or facilities require integrations; therefore, not all organizations or facilities will see this feature.

Note: All items with a red asterisk are mandatory elements that require a selection.

Result on the Form: The hidden option will no longer be immediately visible when filling out a new form. It will be located behind a View more link at the bottom of the section. Clicking View more will reveal all hidden options. Clicking View less will hide the options again.

Result on the Form: The entire main category and all its associated options will be hidden behind the View more link. Clicking View more will reveal all hidden options. Clicking View less will hide the options again.

Purpose: An Organization Manager can prevent Facility Managers from changing the "hidden" status of specific main or subcategories. This ensures consistency across all facilities if certain options must always be visible or hidden across an organization.

How to Lock: When managing options, click the tool icon next to the option/category and select Locked for Facility Update, represented by a padlock icon.

Result: All fields and options within that section will revert to their original Pharmapod default settings.

Result on the Form: Your newly added custom values will appear alongside the default Pharmapod options in the relevant section of the form.

Edit Custom Value:

Note: Even if a custom value has been used in existing events, you can still edit its text. Existing event summaries will update to display the new text.

Delete Custom Value:

Important: A custom value cannot be deleted if it has been selected at least once in any existing event. If it hasn't been used, it will be permanently removed from the form settings.

Enable/Disable Custom Value:

Effect: If disabled, the custom value will disappear from the form view for new events.

Existing Events: If a custom value was previously used in an event and then disabled, it will still appear in the summary view of that existing event. However, if you edit that existing event, the disabled value will no longer be visible as an option to select.

Hide Custom Value:

Effect: The custom value will be hidden behind the View more link on the form.

Locked for Facility Update (Custom Options):

Similar to default options, Organization Managers can lock custom options to restrict Facility Managers from changing their status (edit, delete, enable/disable, hide).

Purpose: This powerful tool specifically affects custom values within a section.

How it Works: When applied, all custom values you have added to that section will be permanently removed from your form settings. They will no longer appear in any new form views.

Impact on Existing Events: Saved custom values in existing events will not be affected immediately in the summary view. However, if you edit an existing event that previously used a now-reset custom value, that value will no longer be selectable or visible in the edit form.

Select Section:

Choose where your new question should appear on the form (e.g., What Happened, Incident Details, Risk and Harm Details).

Question:

This is the actual question text that users will see and answer on the form. (e.g., Which group of patients were affected by this incident, how was the group identified, etc.).

Description (Optional):

Provide a brief explanation of the field's purpose or specific instructions for the user.

Example: Add details about the after effects of the incident and the ordeals that need to be addressed. This information helps to be proactive in issue resolution.

Display Description in the form:

Yes - Display as placeholder: For text-based fields (Single/Multiple Line Text), the description appears as grey text inside the input box, guiding the user.

Yes - Display as hover helper: A small helper icon

will appear next to the question. Users can hover over it to see the description. This is applicable for all field types.

No: The description will not be displayed on the form.

Field Type:

This determines how users will provide their answer. Choose based on the nature of the data you want to collect:

Single Line Text Field (character limit 250): For short, concise text answers (e.g., Patient Name).

Multiple Lines Text Area (character limit 3000): For longer, detailed text responses (e.g., Describe the incident in detail).

Single Select Radio Option (minimum 2 options required): For questions where only one answer can be chosen from a predefined list (e.g., Was the medication dispensed correctly? Yes / No).

Multi-Select Checkbox Option (minimum 2 options required): For questions where multiple answers can be chosen from a predefined list (e.g., How was the prescriber informed? Phone / Email / In-person).

Single Select Dropdown Option (minimum 2 options required): Similar to radio buttons, but presents options in a dropdown menu, useful for longer lists.

Add Option Values (for Radio, Checkbox, Dropdown types):

Enter all the predefined choices for your question.

You must provide a minimum of two options. The last two options cannot be deleted.

Mark as Mandatory Field:

Yes: Users must answer this question before saving the event. (Does not affect "Save as Draft").

No: The question is optional.

Assign a Default Value (for Radio, Checkbox, and Dropdown types):

Yes: Allows you to pre-select an answer that is most common for your business case. This option will be pre-selected when the form loads.

No: No default selection.

Default Value: If Assign a Default Value is Yes, select the specific option that should be pre-selected.

Add Field to:

This determines when the custom field appears in the event lifecycle:

Both Submitters & Reviewers form (New & Edit view): The question will appear when a pharmacy staff member reports a new event, and also when the event is edited by a reviewer.

Reviewers form only (Edit view): The custom field will only appear when an event is being reviewed or edited. This helps keep the initial submission form simpler for pharmacy staff.

Result on the Form: Your new custom field will appear in the specified section of the form, ready for data input.

Editing Fields:

You can edit the question text, description, and other settings of a custom field at any time.

Disabling Fields:

You can disable a custom field to remove it from new form views.

Important: If a custom field has been used in existing events, disabling it will not remove the data from the summary view of those events. However, when editing such an event, the disabled field will no longer be visible as an input option.

Deleting Fields:

A custom field cannot be deleted if it has been used in at least one existing event.

If it has not been used, you can delete it permanently from your form settings.

Role-Based Access for Managing Custom Fields:

Organization Manager: Has full control over custom fields, including editing, enabling/disabling, and setting facility-specific applications. Can also apply locks.

Facility Manager: Can only update custom field settings for the facilities they are directly assigned to. They cannot manage custom fields if they are "locked for facility update" by an Organization Manager.

Non-Managers: Have view-only access.

All Facilities: The custom field will be active for all facilities within your organization.

Selected Facilities: You can choose specific facilities where the custom field will be displayed. This is useful for questions relevant only to certain locations (e.g., pharmacies in a specific province or under a particular administrative body).

How to Set: This option is usually found within the custom field's edit page in the Organization Manager view.

Medication(s): The event involved one or more medications.

Medical Device(s): The event involved one or more devices.

Clinical Service(s): The event involved one or more clinical services.

Name: You can name the notification in a way that will resonate with your organization’s users.

Conditions: Specify whether the notification will trigger when ANY of the conditions are met or if ALL must be met.

Recipients: Specify who should receive the notifications if the conditions are met (by Position/Job Role or Involvement).

Position/Job Role:

Users in the selected position(s) assigned to the facility that owns the event

Notify all users with the selected position(s)

Facility Access

HIDE notification from recent activities and form settings for facility access users

Reporting Option

Send notifications for anonymous cases (Anonymized for users not directly assigned to reported facility)

Email Content (appended to the body of the email notification)

You can type in the text you would like included as the body of the email for this specific notification (250 character limit).

Reporting Configuration Status: Enabled or Disabled

Reporting Configuration Name: You can name the Reporting Option in a way that will resonate with your organization’s users.

Applies To: When conditions are met by new and/or existing facilities, the users will be able to report events using the configured submissions options.

Form Header and Disclaimer: These are free text boxes and should include general information to users about submitting the form. This general information will be displayed at the top of the form in New and Edit views when the submitting facility meets the stated criteria.

Standard Submission (Users assigned to facility and head office user with case manager access can view all data)

Identifiable Event Data is Anonymized for Head Office (e.g., facility, staff, patient fields). Head Office is defined as users not directly assigned to the facility with access to the event.

Head Office will have no access to the event. Head office is defined as users not directly assigned to the facility with access to the event.

Default Option: If any of the above configurations are in place, the Administrator can select which will be the default option that shows when the user launches the form.

Closure Rule Status: Enabled or Disabled

Closure Rule Name: Free text box where you can name the Closure Rule in a way that will resonate with your organization’s users.

Rule Type:

Form Field Based Conditions: When conditions are met by new and/or existing facilities, the users will be able to close events using the configured submissions options.

Events closable by users with positions:

Events closable by users