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Document and Report on Project Work using the Project Assignment Module

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One of the most important things ES Optimizer can help you with is documenting Project Work. You can be ready with instant reporting for Joint Commission Compliance visits and any other question on when work was done in a specific area. You can also schedule project work so you can stop dropping daily assignments to put out fires.

Projects are automatically created with each room record based on the room type, floor type and your staffing analysis. You can use the Project Assignment module in ES Optimizer to:

  • Track completed work
  • Schedule and Assign project work so nothing slips through the cracks
  • Create work orders
  • View and Report when projects are completed
  • Set frequencies for recurring tasks
  • View scheduled work on a daily calendar
  • Schedule and assign Project Work from the floor on your mobile device

Manage Project Work from Mobile Devices:

You can schedule project work on the fly while performing a QA Inspection using your mobile device. With Service Optimizer, technicians can log completed project work in real-time on a mobile device.


These videos can guide you through managing Project Work in ES Optimizer:

Create and Schedule Project Work

Make a Project Recurring

After you add a project, watch this video to learn how to make it recurring ES Optimizer:

Search for Projects

Print a Project Assignment

How to Create a Work Order (or Assign a Project Work Order)

How to Schedule a Project while Performing a Quality Management Inspection

Ask us about managing Service Requests and Projects on the fly with Service Optimizer!

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.


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