Smart Facility Software Home
Environmental Services Management Software
All Posts By


Five Software Updates: Do More in ES Optimizer Mobile

By | New Features, Software Features | No Comments

We are always working to make the software easier and faster for you to use. Here is the latest round of additions bringing us closer to our goal of making the software effortless.

New Menu on the Mobile App Home Screen

For: ES Optimizer Users
Location: ES Mobile Manager App / ES Optimizer Module

Several great features have been added to ES Optimizer Mobile. So, the menu on the home screen has changed to reflect the application’s broader capabilities which are defined below.

You will now see “ES Optimizer” where the “Quality Management” button was. You will still click this button to conduct Quality Inspections, but there are also new, exciting features under this module. Read on to learn more.





Schedule Tasks & Projects in the ES Optimizer Module of the Mobile App

For: ES Optimizer Users
Location: ES Mobile Manager App / ES Optimizer Module

Managers or supervisors can now schedule tasks on their Apple devices for technicians in the ES Optimizer Module of the mobile app. You will see a new item, “Task and Projects”, in the ES Optimizer menu.

If you use Service Optimizer, rooms that are completed in that app will appear in ES Optimizer as recently cleaned rooms that are ready to be inspected.

You’ll be able to perform the following operations under Task and Project:

  • Add/Edit/Delete/Complete Task
  • Schedule Project
  • Complete Project
  • Add Project Score



Create New Inspections in the ES Optimizer Module on the Mobile App

For: ES Optimizer Users
Location: ES Mobile Manager App / ES Optimizer Module / Inspect

In the past users could only create inspections in the web application. Now they can be created in the mobile app as well.

When you choose “Inspect” in the ES Optimizer module of the mobile app, you will now see the “Add New Inspection” feature. Click this button to add an inspection right on your mobile device.


More Ways to Search for a Room in the Mobile App when adding a Room to a Quality Inspection

For: ES Optimizer Users
Location: ES Optimizer Mobile App / ES Optimizer Module / Inspect

When you pull up an inspection in the ES Optimizer module of the mobile app, there are already rooms assigned to the inspection.  However, if you’d like to add a room, you can do so by clicking on the “+Room” button:

Previously, users could only find a room by searching on the Subsection of the building where the room is located. Now, users have more ways to filter rooms –

  • By Subsection
  • By Assignment
  • By Room Type
  • By Recently Cleaned Rooms

— This feature is available when

used with Service Optimizer! —

When user taps on “+Room”, the screen to the right will be shown to user.


Syncing has been streamlined

For: All Users (ES Optimizer, Survey Optimizer & Service Optimizer)
Location: ES Optimizer & Survey Optimizer Web Apps

Syncing data from the web app to the mobile app and vice versa has been streamlined!

When you make changes on the web application, they have to be synced to the mobile app and vice versa. Before, this process required a two-step process: 1) tapping “Sync” on your mobile device and clicking “Sync” on the web app.

Now it’s just a one-step process. You only have to tap “Sync” on your mobile device. Changes you make in the web app, will automatically be stored in your database.




Every Detail Counts

When you’re working to increase productivity, every detail counts. We hope you find these small additions as big of a game changer as we do.


As always, if you have questions, contact Tech Support at 800-260-8665, extension 2.
Contact Consulting Services at extension 11 to speak to your account representative.

Customers Send Instant Service Requests – Now via Text!

By | New Features, Software Features | No Comments

In 2017, Smart Facility Software introduced Service Optimizer, an add-on to ES Optimizer that makes the entire ES Staff mobile – Technicians as well as Managers. Technicians receive their daily assignments on a mobile device and log their completed work as they go.

One of the exciting developments that came with this functionality is the ability for any customer to digitally send service requests to Environmental Services when a high traffic area is in need of attention. The patient, visitor or staff member simply scans the QR code posted in the area and submits the issue.

Now via Text!

Starting now, mobile service requests are also possible with a simple text message. A 5-digit phone number (a short code) is posted in the high traffic area. Any customer or staff member texts their message along with the room code to the posted short code number.

Whether submitted via QR code or text, service requests are sent immediately to Managers on their mobile devices, where they can task them out to Technicians. The software creates the QR codes, text numbers and signs to post in your facility.

To see how it works and request more information, scan the QR code below call us at 800-260-8665.

Post a sign like this in high traffic areas to receive service requests in real-time.


EVS Software Case Study: Ohio Health

By | Hospital Case Studies | No Comments

Ohio Health System Creates Environmental Services Efficiencies with ES Optimizer

Ohio Health's Environmental Services Metrics

Ohio Health’s daunting facility metrics required an Environmental Services Software solution.


Long considered the cleanest facilities in our society, hospitals rely on their second largest work force, the Environmental Services (ES) Department, to maintain this essential hospital function. Second in size only to the nursing staff, the ES staff ensures patients and their loved ones are confident they’re in a clean and healthy environment. Hospital acquired infections (HAI’s), customer satisfaction, cleanliness perception, and discharge acuity all must be balanced with the front-line labor and management systems needed to excel in the modern hospital Environmental Services Department.


The ES Departments share the Ohio Health Mission: To improve the health of those they serve. Their goal is to consistently present a non-infectious facility cleaned by well-trained professionals.

The challenge is the sheer size of the Ohio Health System. It is a family of 29,000 associates, physicians and volunteers; a network of 11 hospitals, 200+ ambulatory sites; and providers of hospice, home health, medical equipment and more, spanning 47 Ohio counties. Their hospitals are busy places. ES Managers were using spreadsheets and paper surveys to manage a staff of 650 charged with cleaning and inspecting 5.4 million square feet. The tools ES management teams were using to accomplish their mission had become outdated and time consuming with effectiveness being hit or miss.

The administrative burden of creating work assignments and staffing schedules kept managers from improving quality. It also hindered their ability to keep current assessments of the actual number of employees needed to maintain consistent levels of cleanliness. Standard industry benchmarks for number of employees, based solely on square footage, were telling management one story. But, actual quality inspections were telling another, resulting in customer satisfaction scores needing refinement.


Ohio Health decided to work with Smart Facility Software, using the cloud-based software, ES Optimizer, to meet this challenge.
ES Optimizer is a system that streamlines every step in analyzing staffing needs, building work assignments and creating employee schedules. One Ohio Health hospital was chosen initially to pilot the software in January 2016: Grant Medical Center, in Columbus, OH — Ohio’s busiest Level I Trauma Center. Once the pilot was complete the project management team would bring back findings to determine whether ES Optimizer should be implemented system-wide.

How Frequency is Determined

Step 1:

Find out the true number of Full-Time Employees (FTEs) needed.

Ohio Health decided to go grassroots to find out how many people were needed for the level of cleaning quality desired.

Knowing the amount of space, tasks and frequency is the key to answering the FTE question. An inventory of the hospital’s rooms, corridors, elevators, stairwells, and entrances, with the cleaning tasks would be needed for each type of space. Then frequency would be determined: How many times per day/week/month/year are we going to perform each cleaning task?

Ohio Health used Smart Facility Software’s team of professionals to conduct the on-site inventories and enter the data into ES Optimizer. The
times needed for each cleaning step, already in ES Optimizer, are based on Smart Facility Software’s 30+ years of ES experience. Ohio Health, however, adjusted the cleaning steps and times to complete them to suit the unique needs of their facility. From there, the software calculated the number of FTEs actually needed. ES Managers were able to run what-if scenarios using the software to alter the number of FTEs required. For instance, they could change levels of cleaning and frequencies to see how the final numbers were affected.

Step 2:

After the appropriate staffing level had been determined, Ohio Health moved to implement. This meant building daily work assignments. ES Optimizer made it easy to turn the room inventories already in the database into working sets of assignments.

Step 3:

Staff were then appointed to the work assignments they would cover. Again, using ES Optimizer, the ES Manager could easily view work assignments that needed coverage and search the database for technicians with available time to cover it. If a technician had available time, the ES Manager could search the database for available work assignments. This made sure all work assignments are covered despite unexpected as well as expected time off.

On-site training sessions gave the ES management team the skill set to fully utilize all ES Optimizer capabilities: Staffing Analysis, Work Assignments, Quality Inspections, Employee Training, Project Work, Census Based Scheduling, and other vital components. The management teams could now get rid of all the paper, word documents, and spreadsheets.


The effect of implementing ES Optimizer in Grant Memorial Hospital impacted staff, management, and customers decisively.

ES Managers at Grant eliminated the equivalent of 12 hours per pay period of administrative work. This represents an 83% decrease in managerial labor cost spent on administrative work. The labor expense for management to generate a new work assignment was reduced by an astounding 98%. The newly freed up hours were reallocated to customer service rounding of the hospital.

There was a 75% reduction in the ES manager’s hours spent on interim management duties. This allowed the majority of their time to be directed to customer service rounding and associate coaching.

“Surprise” service requests for areas not being covered that take the schedule off-track are a thing of the past.

The project management team concluded that if ES Optimizer were implemented system-wide, new leaders will benefit from fast onboarding due to the automated administrative processes. This would result in significant improvement in new leader workflow design.


With these results, the project team received approval to implement ES Optimizer system-wide to include all their Central,
Ohio and regional campuses.

As ES Optimizer was rolled out across the system, Managers and Service Techs saw immediate feedback and improvement via quality inspections (which could be easily performed on ES Optimizer’s mobile app). New work assignments made discharge cleaning the priority. Trends for Quality improvement became easy to report on. Staff observed a rapid improvement in day-to-day cleaning as well as project cycle cleaning.

ES Optimizer has made Ohio Health Hospitals cleaner in not only perception but in reality, instilling confidence the Environmental Services Departments are making the most efficient use of the labor resources available.


Founded in 1986, SFS is considered the industry expert for in Environmental Services Management and Technology. Our cloud-based software products include:

The Industry’s Premier Cloud Tool used by over 750 Hospital ES Departments Every Day. The Mobile Add-on that connects ES Technicians to ES Optimizer’s Task Management Cloud. The Software to Easily Build and Conduct Any Survey, Anytime, Anywhere.

Download and print a PDF of the Ohio Health System case study here.

HCAHPS: Just the Facts

By | EVS Learning Center | No Comments

What is the HCAHPS survey?Patient Satisfaction Survey

The Hospital Consumer Assessment of Healthcare Providers and Systems (HCAHPS, pronounced h-caps) survey is a national, standardized, and publicly reported survey completed by a random sample of adult patients between 48 hours and 6 weeks after discharge from a hospital.

The HCAHPS survey is issued to discharged patients via mail, telephone, and email. It contains 32 total questions, including 21 core questions that address critical aspects of the hospital experience. Those aspects include:

  • Hospital environment cleanliness
  • Hospital environment quietness
  • Responsiveness of hospital staff
  • Ease of communication with doctors and nurses
  • Communication about pain
  • Discharge information
  • Overall impression of the hospital

Why was the HCAHPS survey created?

Before the creation of the survey, there was no standardized way to convert patients’ perceptions of their hospital stays into measurable data. HCAHPS has created a national standard of collecting and reporting data about the patient experience. This allows objective comparisons to be made between hospitals locally, regionally, and nationally.
The HCAHPS survey was designed for these purposes:

  • To generate data about the patient experience that allows meaningful comparisons between hospitals for consumers.
  • To publicly report survey results, holding hospitals accountable for their quality of care and giving them incentives and hard objectives for improvement.

How does the HCAHPS survey affect hospitals?

The results of HCAHPs surveys are used to determine a hospital’s patient satisfaction score. This score is not only publicly reported and visible to consumers, but is weighted in the decision to award or withhold 1% of reimbursement by Medicare to hospitals. Adherence to clinical performance guidelines is weighted by 70% in the decision to award or withhold funds, while HCAHPS scores are weighted by 30%.

How can hospitals improve their HCAHPS score?

Communication between providers, hospital staff, and patients is a major component of overall patient satisfaction. So is the cleanliness of the hospital environment. Tools like ES Optimizer, ES Service Optimizer, and Survey Optimizer are proven to improve environmental services performance, staff communication and patient satisfaction. Over 950 hospitals, medical centers, nursing homes, and long-term care facilities rely on Smart Facility Software to manage environmental services operations, service requests and survey data faster, more efficiently, and more effectively.

ES Optimizer can eliminate up to 12 hours per pay period of administrative time spent creating assignments, freeing up time and money that can be re-purposed towards ensuring excellent customer service. Using ES Optimizer is proven to make a difference in the cleanliness and efficiency of your facility. Using ES Optimizer can mark the difference between whether or not your facility receives full funding.

Learn more about HCAHPS.

Get started with Smart Facility Software Today! Click here and complete the form to get your free online demo and personalized tour of ES Optimizer.