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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

By | EVS Learning Center, Software Features | No Comments

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

By | EVS Learning Center, Software Features | No Comments

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!

By | Environmental Services News, Software Features | No Comments

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.


Staffing Wizard Makes Staffing Analysis Even Easier

By | New Features, Software Features | No Comments

There’s a new toy in your ES Optimizer Stocking!

If you’re wanting a great gift for the new year, take a moment to play with the Staffing Wizard function in ES Optimizer. This new tool allows you to create a Staffing Analysis easily without having to enter all the data previously needed for daily policing and project cleaning.

The Staffing Wizard automatically uses your current ES Optimizer cleaning-standard settings for all cleaning elements (Daily and Project) for each frequency group. In addition, simple and clear on-screen language makes the forms easy to understand and complete. Let’s take a look.

When you enter Staffing Analysis from the dashboard of ES Optimizer, you’ll see a screen that looks like this:

Chart showing where to click the Staffing Wizard button


This particular user has saved seven unique staffing analyses. I’ve drawn boxes around two new enhancements on this page: the Staffing Wizard button and a grid of data that shows budgeted, calculated, and total full-time employees (FTEs) for each analysis.

To start a new staffing analysis, click on the Staffing Wizard button. You’ll go to a screen that looks like this:

The Staffing Wizard landing page asks you to fill in staff data

As the tabs indicate, you can create a staffing analysis in four steps. (Step 1 opened by default when you clicked on “Staffing Wizard.”) In this first step, you enter your department information. The “Use Previous Staffing Settings” box lets you automatically populate the fields and edit the data as needed to save time. Once you have completed this page, click on the Step 2 tab. No need to save your data between steps—Staffing Wizard does that for you.

In Step 2, you respond to prompts that assess your staffing requirements for discharges/transfers and between-case cleaning duties. Notice that the text uses common abbreviations and simple language to make entering the data easy.

The second step of the Staffing Wizard

In Step 3, you note any additional staffing your department uses. Staffing Wizard provides ten predefined selections by default. However, you may customize these to include any staff designations you wish.

Step 3 landing page to the Staffing Wizard

In Step 4, you select the rooms to include in your analysis. You can check an entire facility, a building, or any area you designate. By default, Staffing Wizard will analyze staffing for all rooms. Filters allow you to exclude closed rooms from analysis. You can also exclude all locked-in and contracted rooms, and you may further filter these by “daily cleaning,” “corridors, elevators & stairs,” and “project work.”

Screen for selecting rooms you want analyzed in the Staffing Wizard

The “notes” tab lets you enter important information about your analysis. If you preselected filters, it automatically stores those choices here for your reference.

Filters added automatically to the notes in Staffing Wizard

Now, select “Process Staffing Analysis” to instantly generate the report (below). Staffing Wizard makes staffing analysis quick, simple, and easy. It’s a gift that will keep on giving, week after week, all year long. If you’d like to learn what other features ES Optimizer can give to you to simplify your environmental services management call us at 800-260-8665.

The report that is generated when you complete working with Staffing Wizard

New! Training Module Updates: Guest Trainers, Multiple Job Types, Updated Reports

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1) You can now add a Guest Trainer

ES Optimizer now has a new feature allowing ES Department managers to add a Guest Trainer to the system. This new feature allows software users to enter trainers that may be outside the hospital such as a floor finish vendor, cleaning chemical vendor, or safety trainer from outside the facility’s Environmental Services department. This new release also allows multiple job types to be flagged for training.  Read More

New Feature for Simply Documenting Project Work

By | New Features, Software Features

Smart Facility Software is announcing a new simplified means of documenting your completed project work. In previous versions, ES Optimizer required you to schedule your projects, and then update the status of your projects as they were completed. However, if all you wanted to do is document your project work the scheduling requirement added unnecessary steps to the process. Read More