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EVS Software Case Study: Woman’s Hospital – Baton Rouge

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ES Optimizer uncovered three extra full-time employees.

ES Optimizer’s staffing models showed that Landor had three extra Full-Time Employees (FTEs), allowing him to staff a new building.

ES Optimizer Takes Woman’s Hospital – Baton Rouge’s ES Department from Guessing to Knowing

Johnathan Landor, Director of Environmental Services at Woman’s Hospital in Baton Rouge, decided to use ES Optimizer for his department after an online demonstration. After witnessing how ES Optimizer improved his employees’ satisfaction and productivity, he considers adopting the software to be one of his greatest achievements in his four years at Woman’s Hospital.

Landor’s department experienced cost savings from using ES Optimizer’s staffing models, which allowed him to shift staff to the most productive assignments in his facility. His employees benefited with more fair and balanced work assignments, becoming more satisfied and motivated at work. The structured schedules began to “tell a story” of a day at the Woman’s Hospital, eliminating uncertainty about what needed to be done.

Read the Woman’s Hospital – Baton Rouge case study below to find out how ES Optimizer can take your department from guessing to knowing.

Woman's Hospital Baton Rouge Case Study PDF

Five Software Updates: Do More in ES Optimizer Mobile

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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.

Why an Admission, Discharge & Transfer System CANNOT Replace Environmental Services Software

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ES Optimizer Room Types List

ES Optimizer houses a complete list of Room & Space Types found in Hospitals.

The Admission, Discharge, and Transfer (ADT) software is the backbone IT system in the hospital. It manages the most important activity: admitting and discharging patients and getting paid for the services. A hospital does much more than selling bed space, but at its core, admitting new patients is what keeps the hospital financially viable.

Making sure the empty, discharged beds turnover quickly to clean, infection-free rooms available for admission is also very important. This is a key function of an Environmental Services Department, so of course, the ES department needs to be intimately involved with the ADT system.

However, it is a costly mistake to think that an ADT software has all the tools necessary to manage Environmental Services. Here are the key areas where only an Environmental Services Software can optimize the hospital’s second largest workforce.

Overall Staffing Numbers

Discharges, Transfers, and Isolation cleans, which can be tracked in the ADT system, are only part of the the ES department’s cleaning responsibilities and budget.

Smart Facility Software has performed thousands of staffing analyses for hospital ES departments. We continually find that patient room discharge cleans account for only 10 – 20% of the total FTE (full-time employee) budget. (Departments where this is less than 10% tend to be overstaffed — and departments where this is more than 20% tend to be understaffed.)

The other 80-90% of the budgeted FTEs that cannot be managed in the ADT system are:
• Occupied patient room cleans
• Daily cleans, policing, and project work for every room, corridor, elevator, entrance, and stairwell in the hospital.
• Lock-ins for between-case cleanings and multiple shift coverage.
• Trash removal, meeting set-ups, supply stocking, linen distribution, etc.
• Breaks and non-productive time of FTEs (e.g. vacation and sick time).
• Management FTEs

So, the ADT system cannot provide the number of FTEs needed to clean the full hospital.

HAIs do not limit themselves to only patient rooms during discharges. Our environmental services software, ES Optimizer, has 91 room types, only 4 of which are patient rooms.

Daily Work Assignments

In addition to missing cleanable space, an ADT system does not house project work, tasks and frequencies required to build daily assignments.

ADT systems track all the patient beds in a hospital and assign them to zones which are associated with daily cleaning assignments for ES Technicians. An ADT system usually does not, however, list any of the other rooms, corridors, entrances, stairwells, and elevators that need to be cleaned daily, policed, and between-case cleaned. It also doesn’t address the frequency of cleaning (e.g. 5 or 7 days/week). Finally, an ADT software does not manage the project work (e.g. floor finishing, buffing, shampooing, wall washing, etc.) for all these rooms.

All of these cleanable spaces along with frequencies need to be in the software to build equitable daily work assignments for ES Technicians that make sense from a geographic standpoint. ES needs to have the right number of people in the right place at the right time, not only to do discharges, but also perform the other 80%-90% of the work that needs to be done 24/7/365.

ADT systems cannot provide these work assignments since they do not house the data elements to do so.

Quality Assurance

Some ADT systems provide a measure of Quality Assurance (QA) capability. But once again, typically only for patient rooms. ES Optimizer has a QA system for all cleanable space in the hospital, including discharge cleans.  The inspections that are being run for the ES department needs to be incorporated into the discharge and patient room daily cleans. You only want to run one QA system for ES functions so that the data is comparable and coherent.

Apps running on smart devices synchronizing with a cloud-based database is how an ES management tool should handle QA.


Census-Based Scheduling

Flexing the daily work assignments for the day’s census.

Census-Based Scheduling is not as big of a component for ES departments as it used to be. Rarely do you find hospitals these days with a 10% or more level of clean and empty patient rooms ready to be occupied every morning. However, if your hospital is running less than 90% census, then the ES department needs a system to flex daily work assignment coverage up or down.

The only true variable in a Hospital ES department workload is census, discharges, and transfers. The rest of the cleaning is typically fixed; it was cleaned, or it was not cleaned. If census does fluctuate, then the ES department needs to be able to flex the variable cleaning (daily, discharge, transfer, and isolation cleans) with fixed cleaning such as nurse’s stations, waiting areas, restrooms, etc. An ADT system does not incorporate the rooms for fixed cleaning and, therefore, cannot be used as a census-based scheduling tool.

Days-On/Days-Off Scheduling

ADTs lack full EVS scheduling capabilities.

Without ES software, scheduling personnel with work assignments typically tends to be done in Excel spreadsheets that are saved as a new file every couple of weeks. This leaves behind a trail of confusing historic files.

A cloud-based database application built specifically for ES departments organizes all the employees and the work assignments. The uncovered assignments can be easily be searched and paired with open employees. Open employees that match the assignment can be found through a filtered search as well. Assignments can be applied to calendar dates and easily changed by supervisors, who have the ability to print out sign-in sheets and rosters. This is much more efficient and error-free.

ADTs have none of these capabilities other than showing what employee was assigned to each zone and which beds they cleaned.

Scheduling and Tracking Project Work

A typical hospital has thousands of projects aside from daily cleaning that need to be scheduled and tracked. Since an ADT system tracks patient rooms, perhaps the floor finishing, buffing, etc. could be run through an ADT. However, ADT systems can’t schedule the main lobby waiting area to be shampooed. EVS software includes data for these spaces and the ability to add to work assignments, schedule staff, and record its completion. See ES Optimizer’s Project Assignment screen to the right.

Employee Training and Records

An ADT system can’t keep track of all the in-services needed for a successful ES department, or record employee commendations and consultations. A cloud-based database designed for and used by ES Departments will.  With ES Optimizer’s training management module, reports on training history can be run instantly for the Joint Commission.

ES Software is needed in addition to an ADT System

While Admissions, Discharges and Transfers systems are an essential tool in hospitals, they are not built to handle all functions of Environmental Services. Bed tracking information is key to managing environmental services and ES managers should be very involved with the ADT system.  But, ES managers also need a software tool, like ES Optimizer, built specifically for their departments in order to reach their full productivity and efficiency at keeping the entire hospital clean and infection free.


Author: Shawn Wright
Shawn Wright is one of the owners of  Smart Facility Software. He has over 25 years of experience in ES consulting and implementing software in environmental services departments nationwide.

Customers Send Instant Service Requests – Now via Text!

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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.


ES Optimizer Case Study: Ohio Health

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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.

Ohio Health System looked to ES Optimizer to improve customer satisfaction, cleanliness perception, and efficiency. We’re happy to say they succeeded.

By implementing ES Optimizer in a pilot hospital, Ohio Health significantly cut hours and dollars spent on administrative and interim management duties, freeing up valuable time and money to focus on quality assurance rounding and employee coaching. These results led to a system-wide adoption of ES Optimizer.

Read the Ohio Health System case study here to see the results Smart Facility Software can deliver for your facility.

HCAHPS: Just the Facts

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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.

Smart Facility Software at AHE EXCHANGE 2017

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Smart Facility Software will be at the 2017 EXCHANGE AHE Conference & Solution Center in Orlando, Florida from September 17-20. Come see us at booth 813, take part in a hands-on demonstration of our software, and ask us how we can make your Environmental Services Department more efficient.

ES Optimizer

ES Optimizer is the Industry’s Premier Cloud Tool used by over 950 Hospital ES Departments every day. Determine long-term staffing requirements and organize ES tasks. It’s the industry’s leading tool that lets you plan smartly to get the most from your budget, and the best from your people. Maintain a better environment for your patients, visitors, and staff.

NEW! ES Service Optimizer

Be one of the first to try our newest addition to ES Optimizer. ES Service Optimizer is the mobile companion to ES Optimizer that revolutionizes real-time response to your customers. Digitally assign tasks and receive progress data updates from ES Technicians. All data syncs with ES Optimizer’s Task Management Cloud, saving Managers the task of entering activity records from paper assignment logs. Also improve two-way communication between Managers and Technicians via texts.

ES Survey Optimizer

Survey Optimizer was developed especially for busy Facility Managers and Environmental Services Managers responsible for rounds and reporting using surveys. Use our proven Survey Management System to uncover and monitor issues in a consistent manner. Surveys can be performed on mobile devices that sync wirelessly to the cloud.

CS Optimizer

We offer Custodial Services and Mobile Survey Management Applications to Universities and other Educational Facilities. Manage all custodial management functions in one application. Improve your department’s productivity while still improving quality.
Have questions about our products before the expo? Contact us to find out more and set up a remote demonstration.

How Our Tune-Up Services Help You

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Our expertise is leveraged to build out all the ES modules.

We all know that busy schedules place demands on the Environmental Services management team that doesn’t necessarily allow time for setting up their program to its peak effectiveness.

We provide support in these areas:

  • Building all the daily work assignments by evaluating workloads, ordering routes, and adding service notes to ensure all assignments are equitable and accurate.
  • Design Project/Preventative maintenance module in ES Optimizer.
  • Build the comprehensive quality assurance program within ES Optimizer with monthly reporting features for Environmental Services.
  • Design a comprehensive training agenda for all housekeeping staff, including supervisors and managers.
  • Identify best practices of other ES departments that are currently not in place.
  • Create an implementation plan for ES Optimizer that details the necessary steps for a successful deployment.
  • For long-term clients, we provide support by updating room cleaning data via a walk-through of areas that contain rooms that have experienced physical changes. This service is called “Validation” because we are correcting the cleaning information in ES Optimizer.

The Proper Tools Make the Job Right

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Our HVAC Technicians…

The HVAC technician came by the office the other day to do some routine system maintenance. He’s fast, he’s efficient. He wears a tool belt, it’s hardly noticeable. But when he needs something— a wrench, or a wire stripper, or a nut driver—bingo! It’s in his hand almost before you can say “energy efficiency.”

Medical staff using smart facility software.The ES Optimizer…

It occurred to me that our ES Optimizer is very much like that tech’s tool belt. Inconspicuous, out of the way, but when you need something—it’s right there at your fingertips. Here are a few of the extra tools it’s nice to have on hand.

As you may know, ES Optimizer is the SAAS (software as a service) that lets you bring greater efficiency to your ES department. With the Teletracking tool integrated into the software, you can gain new efficiency in aligning work assignments more closely with the patient turnover.

Here’s how it works. Teletracking sends data to ES Optimizer on the current census. ES Optimizer uses this information to calculate the discharged cleaning needed for that day along with routine cleaning requirements. Then, ES Optimizer sends back a quota for each employee. Teletracking notifies employees of the quotas and updates ES Optimizer when quotas are met. It’s a real-time solution for allocating workload quickly and equitably among your staff to get the best possible productivity.

Hospital administration loves this because it reduces the delay in getting beds available for new patients, which ultimately improves the overall patient experience for the hospital.

Another great tool for ES Optimizer, available as an upgrade with the Quality Management Module, is Survey Optimizer. Here’s how it works.

Survey Optimizer comes with a library of 30 survey templates you can choose from—or it lets you create your own. Many users find it an ideal means for building surveys to gauge HCAHPS patient satisfaction, black light cleaning inspections, or Joint Commission compliance. There’s a lot of flexibility to customize.

You can install the mobile app on your Apple device and conduct surveys on the go—especially helpful for busy facility and ES managers who are responsible for rounds. What’s more, over 40 customizable reports are available. Just push the button to generate one. The survey is so simple to use that virtually anyone can be up and running with it in short order.

The right tools make the job right. Make it easy on yourself with the extra tools available with ES Optimizer by Smart Facility Software.

Try Our Software Today!

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No Experience with our Software? No Worries, We Can Train You…

We know the ins and outs of our software, and we will communicate in a language you will understand. Our software support specialists provide individualized technical training to your team for the best learning experience.

Stay in the Comfort of Your OfficeTeam work with Smart Facility Software Technicians

We make it simple, the training is performed at your facility in a computer training room so no travel is necessary for your staff.

Here are a Few Things You’ll Learn…

  • Development of daily work assignments, ordering routes, defining cleaning steps into an easy-to-understand format for your employees.
  • Setup of Personnel template and corresponding monthly employee calendar and attendance tracking.
  • Printing staffing reports, running What-If Scenarios, and creating Staffing Analysis reports.
  • The building of project cleaning assignments based upon needed project workers.
  • Setup and use of the Quality Management System, building inspections and surveys and performing them on the iPad throughout your hospital.
  • Use of Census Based Scheduling so you can more precisely assign discharge quotas based on today’s activity.

Our Software Training Doesn’t Stop Here…

We have an online technical support page just for you. The page will provide you with all the resources and online tools you need as an environmental services manager to support your system. Please take advantage of our video training library, FAQ and online chat to get the answers you need. Please email support or call our technical support line if you have any questions.