The Administrator can also manage four additional types of configurations: Notifications, Integrations, Reporting Options, and Closure Rules.
The type of configuration can be selected by clicking Manage Configurations on the right-hand side.
A. Notifications
Notification configurations trigger notifications via email, based on the conditions or rules the Administrator configures. To create a new notification rule, click on Manage Configurations, followed by Create New Workflow.
Name: The name of your newly created notification rule.
Apply this Workflow to: The affected facility/store whose recipients will receive the notification email, i.e., the reporting store or a store that was linked, e.g., a pharmacy serviced by a care home.
Conditions: Rule that triggers the email to send; e.g., events can be sent by an incident type, contributing factor, or a time-based rule such as the time (hours in age) is 0 (instant notification received upon submission). Notifications can trigger based on all conditions needing to be triggered in unison or when any (one) of the conditions are met.
4. Recipients: Send notifications to users by their staff position (as set up on Pharmapod), e.g., pharmacist, designated manager, pharmacy director, etc., or by involvement (e.g., if they were dispensing, a witness to the event, etc.). Users need to be set up as users with an email address on Pharmapod to receive notifications.
(Recipients section options)
5. Email Content: The ability to add additional text to the body of the notification email, e.g., Please review as this event is high priority, etc.
6. Save: Save your newly created notification rule; it’s then visible and editable within Form Settings in the Existing Configurations view (per form).
(Existing Configurations view)
The system is currently only capable of notifying the recipients through email. If the recipient does not have an email address, then the notification will not reach them. If the recipient is a shared email address, then the notification will be viewable by everyone with access to that email.
B. Integrations
Integrations automate reporting data to third-party entities as required, such as the NHS, NIDR, and CAMER. Organization Administrators can view the enabled integrations at the organization level. However, only Pharmapod can enable/disable them.
Note: Not all organizations or facilities require integrations; therefore, not all organizations or facilities will see this feature.
C. Reporting Options
This configuration is applicable when any or all facilities within an organization need to send an automated report to a third party. Examples of such reporting requirements and integrations are with the NHS for customers in England, with NIDR for various Canadian provinces, and with CAMER for customers in California. This configuration is not required to be enabled for all Pharmapod customers.
Click on the right-hand arrow.
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 submission options.
Condition criteria options are:
ANY of the conditions are met, or
ALL of the conditions are met
When
Criteria Options:
Administrative Body
Facility Types
State
Operator Options:
Is Equal To
Is Not Equal To
Value (Free Text Box)
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 a facility or a head office user with case manager access can view all data)
Radio Option Text: Free text box where you can define the radio button option in English.
Radio Option Disclaimer: Free text box where you can define the radio option disclaimer in English.
Badge: Set the abbreviation and color of the badge for the radio option.
Badge Definition: Free text box for the text as it will be displayed to users on the Event Summary page and the Cases page.
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.
Radio Option Text: Free text box where you can define the radio button option in English.
Radio Option Disclaimer: Free text box where you can define the radio option disclaimer in English.
Badge: Set the abbreviation and color of the badge for the radio option.
Badge Definition: Free text box for the text as it will be displayed to users on the Event Summary page and the Cases page.
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.
Radio Option Text: Free text box where you can define the radio button option in English.
Radio Option Disclaimer: Free text box where you can define the radio option disclaimer in English.
Badge: Set the abbreviation and color of the badge for the radio option.
Badge Definition: Free text box for the text as it will be displayed to users on the Event Summary page and the Cases page.
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.
D. Closure Rules
This configuration sets the process for if, when, and by whom a case can be closed. Closure Rules can be added by selecting Manage Configurations > Manage Closure Rules.
Select Add New Closure Rule.
New Closure Rule: Configuration
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: Selected users or users with selected positions only can close the events reported through this form that meet the rules configured.
User Override: Selected users or users with selected positions only can close the events reported through this form if the event does not meet any other field-based closure rules.
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 submission options.
Condition criteria options are:
ANY of the conditions are met, or
ALL of the conditions are met
Note: This does not apply when User Override is selected.
Events closable by users with positions:
Staff Positions: You can select from a list of staff positions:
Chemist Counter Assistant
Dispensing/Pharmacy Assistant
Pharmacist
Pharmacy Owner
Staff in Training/Supervision
Technician
Other
Facility Management Team
Superintendent
Store Supervisor
Area Manager
Regional Manager
Employment Type
Permanent
Locum
Other
Events closable by users:
Select Users: Select from a list of users that have been created within your organization/facility if you would like to designate specific people who can close an event.
Save:
Save your closure rule. It is visible within Existing Configurations after being created (similar to notifications/workflows).