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Software Capabilities

Hospital Housekeeping Software

Staffing
Assign­ments & Sched­ul­ing
Mobile Clean­ing Inspec­tions
Mobile Team Com­mu­ni­ca­tions
Advanced Sur­vey Capa­bil­i­ties
Deci­sion Engine
Dash­boards & Report­ing
QR Code Capa­bil­i­ty

Staffing
Get the right number of people.

Accurate Database of Your Unique Facility Cleaning Data

  • At its core, ES Opti­miz­er is a data­base orga­niz­ing an inven­to­ry of all your clean­able space.
  • Rooms are orga­nized by build­ings, floors, areas, assigned tasks, and clean­ing fre­quen­cy.
  • Vital clean­ing met­rics are assigned to each room: room type, square footage/units, floor sur­face, and clean­ing steps.
  • Clean­ing times and task fre­quen­cies for each room are eas­i­ly viewed and adjust­ed.
  • Over 90 health­care room type clean­ing stan­dards devel­oped over the last 30 years.

Staffing Analysis & Reports

Justify labor costs for any situation.

  • Jus­ti­fy staffing requests with detailed, data-dri­ven reports.
  • Cre­ate unlim­it­ed Staffing Analy­ses based on com­plete, accu­rate facil­i­ty data.
  • Run, ana­lyze, and imple­ment “What If?” sce­nar­ios to eval­u­ate pro­posed changes to your clean­ing pro­gram, such as bud­get restric­tions or addi­tion­al require­ments on the EVS team.

Assignments & Scheduling
Make sure your team knows what to do.

Daily Assignments

Balanced, standardized, easy-to-read work assignments.

  • The soft­ware cal­cu­lates clean­ing time in each assign­ment as you build it.
  • Mul­ti­ple fil­ter­ing capa­bil­i­ties to find rooms/tasks to add to work assignments—filter tasks by fre­quen­cy, room type, and loca­tion.
  • Insert notes with time adjust­ments.
  • Drag and drop rooms to put clean­ing sequences in order.
  • Auto­mat­ic inser­tion of breaks based on clean­ing time totals.
  • Choose from dif­fer­ent work assign­ment for­mats for employ­ees and man­agers.
  • Com­bine assign­ments to build short staff assign­ments when absen­teeism cre­ates staffing chal­lenges.

Project Work

Stop dropping scheduled work to put out fires.

  • Make a sol­id plan for project work.
  • Cre­ate project assign­ments and work orders with a few clicks.
  • Track sched­uled projects ver­sus com­plet­ed.
  • Know when projects are com­plet­ed.
  • Choose from default project fre­quen­cies or cus­tomize your own.
  • View sched­uled project work on a dai­ly cal­en­dar.
  • Cre­ate reports.

Census-Based Scheduling

The right number of people in the right place at the right time = Greater Productivity.

Changes in cen­sus, espe­cial­ly dai­ly dis­charges, are your best oppor­tu­ni­ties to reas­sign staff and improve pro­duc­tiv­i­ty.

  • Get a snap­shot of patient room assign­ment work­loads at the start of each day.
  • Retrieve and import vital bed infor­ma­tion from your ADT sys­tem.
  • Eas­i­ly set dis­charge quo­tas for each work assign­ment based on the day’s cen­sus.
  • Ana­lyze dai­ly pro­duc­tiv­i­ty results.
  • Enter projects and flex-time data to cre­ate accu­rate pro­duc­tiv­i­ty reports.

Days On/Off Scheduling

Easy to ensure all work assignments are covered… at a glance.

  • Build a cus­tom mas­ter tem­plate from your work assign­ments.
  • Drop-down menus show dai­ly avail­abil­i­ty from one week to ten weeks out.
  • Apply the mas­ter tem­plate across cal­en­dar dates with one click.
  • Sched­ule PTO while see­ing the holes in the ros­ter.
  • Print dai­ly sign-in sheets and post sched­ules by employ­ee and assign­ment.
  • Run atten­dance reports with spe­cif­ic PTO data by employ­ee.

Training & QA
Continued Performance Improvement

Employee Training

Manage training effectiveness.
  • Sched­ule, doc­u­ment, and man­age employ­ee train­ing.
  • Cre­ate your own in-ser­vices or choose from over 50 stan­dard­ized class­es.
  • Sched­ule in advance and print accu­rate sign-in sheets.
  • Doc­u­ment atten­dance and test scores.
  • View and print indi­vid­ual train­ing records.
  • Report on com­plet­ed class­es, atten­dance, and scores.

Mobile Training Management

Manage training effectiveness.
  • Sched­ule train­ing on the mobile app.
  • Doc­u­ment atten­dance and scores on the mobile app.
  • Mobile app accepts employ­ee sig­na­tures.

Mobile QA Inspections

Eliminate paper and data re-entry.
  • Cre­ate inspec­tions based on dai­ly assign­ments.
  • Cus­tomize the scor­ing sys­tem.
  • Con­duct clean­ing inspec­tions in the field with our mobile app.
  • No real-time inter­net con­nec­tion required for data col­lec­tion.
  • Data syncs over the cloud to the ES Opti­miz­er database—no sec­ondary process­es or data entry need­ed.
  • Abil­i­ty to attach pic­tures and com­ments to each inspec­tion step.
  • Access over 40 cus­tomiz­able reports.

Mobile Team Communications
Know the work is getting done.

Mobile Daily Assignments & Policing Assignments

  • Drop paper assign­ments and check­lists. Doc­u­ment dai­ly and project clean­ing on mobile devices instead.
  • Tech­ni­cians mark tasks com­plete as they go in the mobile app.
  • Real-time dash­boards and reports show man­agers the sta­tus of assign­ments through­out the day.
  • Gen­er­ate between-case his­to­ries with time stamps for lock-in staffing jus­ti­fi­ca­tion.
  • Eas­i­ly cre­ate clean­ing log reports required by reg­u­la­tions or poli­cies.

Mobile Task Management

  • Sched­ule, assign, and reas­sign tasks to team mem­bers from your mobile device to theirs.
  • New task alerts are deliv­ered to a technician’s device with audio and visu­al noti­fi­ca­tions.
  • Tech­ni­cians can doc­u­ment addi­tion­al tasks request­ed by cus­tomers.
  • Both tech­ni­cians and man­agers can log and inspect com­plet­ed project work with their mobile devices.
  • Tech­ni­cians can scan a room’s QR code to time­stamp arrival or the start of the task.

Mobile Communications App

Connect the entire team with one communications app.

  • Web-to-mobile, mobile-to-mobile, and mobile-to-web in a sin­gle tex­ting plat­form that keeps all team com­mu­ni­ca­tions at your fin­ger­tips.
  • Com­mu­ni­cat­ing via the com­mu­ni­ca­tions app elim­i­nates the need for EVS cell phones, pagers, and phone tag.
  • In-app audio and visu­al alerts ensure incom­ing mes­sages get read.

EVS Dashboard Shows Completed Work in Real-Time

  • View up to 9 charts in the dash­board.
  • Cus­tomize the dash­board by choos­ing built-in charts or cre­ate your own.
  • Fil­ter dash­board data by employ­ee, area, super­vi­sor, and date range.

Revolutionize
Customer Service

Any Customer Can Submit Mobile Service Requests

  • The soft­ware gen­er­ates unique QR codes and Tex­ting codes sig­nage for each space in the facil­i­ty.
  • Signs can be cus­tomized by room type, types of requests, and issues to report.
  • Post QR code sig­nage in any room or high traf­fic area.
  • Vis­i­tors, patients, and staff can request ser­vice on any mobile phone via QR code scan or Text mes­sage.
  • Ser­vice requests are auto­mat­i­cal­ly logged in the data­base and sent to the des­ig­nat­ed man­ag­er. The man­ag­er then dis­patch­es the task to a tech­ni­cian. The tech­ni­cian then com­pletes the task and marks it com­plete in the app, send­ing a com­plet­ed alert to the man­ag­er.

Advanced Survey Capabilities
Get High-Powered Site Surveys

Build Any Survey

  • Build any unique sur­vey.
  • Choose from or mod­i­fy built-in sur­vey tem­plates.
  • Mul­ti­ple scor­ing options — pass/fail, 1–5, etc.; or cre­ate your own.
  • Loca­tion lists—Track where sur­veys are con­duct­ed.
  • Sur­vey­ee lists—Track who is being sur­veyed.
  • Con­trol access with user groups.
  • Option to require sig­na­tures on mobile sur­vey.
  • Add pic­tures of issues to mobile sur­vey.
  • Sched­ule project work from the sur­vey as issues are dis­cov­ered.

Swift Adoption

  • Min­i­mal set­up and train­ing.

Mobile Data Collection

  • Upload sur­vey data wire­less­ly to the cloud-based data­base.
  • Attach loca­tion data pulled from the facil­i­ty data­base.
  • Track where your sur­veys are con­duct­ed, includ­ing depart­ments and even rooms with­in depart­ments.
  • Elim­i­nate paper sur­veys and data re-entry.

Data Ready for Instant Reporting

  • Cloud-based—Upload data wire­less­ly to the cloud.
  • Instant data entry—No more hand­writ­ten notes.
  • Instant reporting—Choose from 30 reports.

Dashboards & Reporting

Dashboards

Customize your own dashboard to view any data in your database.

  • Choose data points and graph types.

Pre-Built Dashboards that include:

  • Depart­ment Man­age­ment Sta­tis­tics, includ­ing: Room Inven­to­ry Stats, Clean­ing Times, Employees/Shift, Project Work Com­plet­ed, QA Inspec­tions
  • Real-Time Progress Met­rics, includ­ing: Per­cent­age of Patient Beds Cleaned, Total Rooms Cleaned by Employ­ee, Total Tasks Com­plet­ed by Employ­ee, Restroom Com­ments (paper prod­ucts out), Duty Com­ple­tion Rate for the Day
  • Sur­vey Usage Num­ber of Sur­veys Com­plet­ed, Top 5 Tem­plates Used
  • Sur­vey Per­for­mance Pass­ing Rates vs. Fail­ing Rates by Sur­vey, Aver­age Score, Num­ber of Faults — Gen­er­at­ed vs. Resolved

Reporting

Reports generated using Crystal Reports.

  • Report on Room Inven­to­ry in mul­ti­ple ways:
    • Clean­ing Data
    • Employ­ee Train­ing Reports
    • Export Dai­ly Work Assign­ments
    • Pro­duc­tiv­i­ty Report­ing
    • Project Work Orders
    • Clean­ing Com­pli­ance
    • Clean­ing His­to­ry & Polic­ing His­to­ry by Date and Time
  • Sur­vey Results reports ready as soon as a sur­vey is com­plet­ed. Export Reports to PDF, Excel, CSV, RTF, XML or Word, Print, Export or Email Reports, Request Cus­tom Reports.

Interoperability

Three Flexible Methods

Smart Facil­i­ty Soft­ware has always worked to col­lab­o­rate with oth­er appli­ca­tions used by our clients’ facil­i­ties. We are com­mit­ted to cre­at­ing a seam­less work­flow for our users even when that work­flow cross­es into oth­er appli­ca­tions. To that end, we have devel­oped 3 ways to send and receive data from oth­er sys­tems.

  1. HL7 Inter­face — An inter­face engine that allows us to send and receive data to mul­ti­ple appli­ca­tions
  2. Tele­track­ing Inte­gra­tion - A unique inter­face designed espe­cial­ly for Tele­track­ing and Smart Facil­i­ty Soft­ware
  3. Upload Cen­sus Data — In its sim­plest form, our inter­op­er­abil­i­ty has always includ­ed the abil­i­ty to Upload Cen­sus Data from any appli­ca­tion at the start of each day.

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