Column

Description

Event Name (Required)

Name of the Event users will select when reporting a new event. It is also the name seen when running reports and analysing your events. 

Event Reference (Required)

As events are being reported in your system they are numbered sequentially. Characters can pre-fix the event number to indicate the type of event e.g. for Incidents INC-001, INC-002. This can be updated if required. 

• This form is optional.  Without this, the event workflow will trigger straight away.  You may wish to have the first workflow step appear immediately for the reporter and they will have the option to save the form as a draft without completing all the questions.
• You can update this form in the Form Editor and your published updates will show for any newly reported events.
• Should you wish to replace the existing Required Form, or add additional ones to an event, please add the name of the form to the appropriate place on the spreadsheet and inform Radar Healthcare of the updates.

Event Workflow Step Priority (Optional)

This controls how the workflow tasks are prioritised on a user's dashboards. This can be High, Medium, or Low, if left blank the priority will be shown as Not Applicable. 

Can be Confidential? (Optional)

(Yes/No)  If Yes, users will be able to mark the event as confidential when reporting.

Read Enabling Confidential Events for more information.

External Link (Optional)

(Yes/No) If Yes, we will provide a link to report this event without logging into Radar Healthcare. Enabling this may be an additional charge. 

Please see here for more information on external links.

Column

Description

Event (Required)

Name of the Event the email notification relates to.

Email Trigger (Required)

• Send once an event is reported in your system.
• Send following the completion of a required form or workflow step.  This is indicated by the form/workflow step named in brackets.  E.g. [Incident Details Form].
• Send based on an answer given on a required form or workflow step form.  This is indicated by the form/workflow step names in the first brackets, the question named in the second brackets, and the required answer at the end.  E.g. [Incident Details Form], [Is this a Safeguarding related event?] = YES.

Alerts Delivered To (Required)

• To a Role - this will email everyone with that role at the same location, region or organisation that the event is reported against. This is the most commonly used method because it allows you to easily assign the role to key individuals and manage the notifications and responsibilities.
• To an email address - this sends the notification to that specific email address. This is useful in situations where an individual without access to Radar Healthcare needs to be notified, or if you want a notification to be sent to a shared email inbox.
  
  

A separate line should be added for each role/email address that should receive an alert.

Text to appear in email (Optional)

• Reason  - this is a line of text explaining the purpose of the email.  We highly recommend adding descriptive information here so your users know why they are receiving this email and what they are expected to do with this information.

Column

Description

Task Number (Required)

The order in which the workflow steps present. Step ‘0’ represents the ‘Required Form’ that is completed when the event is reported. Decimal numbers indicate steps that appear at the same time e.g. 2.1, 2.2, 2.3

Workflow Task (Required)

There are the names of the steps that are part of your workflow. This could be a Form, Action Plan, Risk Score or Link Related Events step.

More information about the different workflow tasks can be found here.

Due Date Timescale (Required)

Timescale to complete the task. This can be in days (d), working days (wd) or months (m).

Can be calculated from:

• the date the event is created in Radar Healthcare (default)
• x time period after the date that a previous step has been completed  (e.g. 3d after 'Incident Investigation' completed)
• a date entered in a field within an Event form (e.g. 3d after 'Date Complaint Received' in 'Complaint Details')

Role Assigned To (Required)

Enter the Radar Role that should be assigned to complete the task (can be the Reporter or Line Manager). Multiple Roles can be listed, separated by a semi-colon(;) and the system will search each Role, in the listed order, until the task is assigned to 1 User with a relevant Role. This is useful for complex organisations with multiple service offerings, varying job roles across different locations, or where users can change frequently and there may be short gaps in roles and you'd like deputy roles in the workflow to ensure the workflow step is always assigned. 

Enter the Role exactly as it is named in Radar Healthcare, including correct capitalisation and symbols, to ensure the workflow assigns correctly.

Trigger for conditional Workflow Tasks (Optional)

If a workflow task always needs to be completed as part of an event, the trigger field can be left blank.

If there are any workflow steps that only need to be completed in certain circumstances, record the trigger for conditional workflow tasks to be included in the workflow.

[Form Name], [Form Field] = Specific Value

e.g. Trigger a ‘Safeguarding Investigation’ form if [Incident Details], [Is this a safeguarding incident?] = YES

If you need multiple triggers to happen at the same time please list them on the spreadsheet and include the word AND / OR between each so we know they need to all occur for that step to appear.

New Task Email Notification (Optional)

(Yes/No). When the Workflow Task is created send an email notification to the individual User assigned to complete the task. 

Consider if they would find this useful and how many are required, for example, if the user is going to be picking up all the steps on the workflow they may only require an initial email alerting them to the workflow.

If left blank, no notification will be sent.