If you’re an EVS director, you’re likely looking for better and faster ways to communicate with your team members. You should know there are three communications advances in Smart Facility’s EVS software that are revolutionizing the ease of communicating with your staff and customers.

  • Mobile, Dig­i­tal Team Com­mu­ni­ca­tions (elim­i­nat­ing paper)
  • QR Codes (receiv­ing cus­tomer ser­vice requests from any­where in the hos­pi­tal, direct­ly into your work­flow and team assign­ments)
  • Deci­sion Engine (automat­ing hun­dreds of rou­tine task assign­ments, week­ly)

Gen­er­al­ly speak­ing, the Smart Facil­i­ty Soft­ware envi­ron­ment is set up to enhance the fun­da­men­tal needs of EVS: Staffing Lev­els and Assign­ments (ES Opti­miz­er), Team Com­mu­ni­ca­tion (Ser­vice Opti­miz­er), and Surveys/Inspections to ensure qual­i­ty (Sur­vey Opti­miz­er).

Today, we’re talk­ing about Ser­vice Opti­miz­er and Team Com­mu­ni­ca­tion, and how one sim­ple soft­ware addi­tion can deliv­er three big advances in your department’s com­mu­ni­ca­tion — rev­o­lu­tion­iz­ing depart­ment per­for­mance AND giv­ing the man­ag­er back time in their day.

1. Mobile, Digital EVS Team Communications

To put it sim­ply, Ser­vice Opti­miz­er elim­i­nates paper and con­nects your entire team with one mobile app. You and your staff quick­ly begin to feel the huge ben­e­fits of remov­ing paper check­lists (and the man­u­al log­ging of com­plet­ed tasks into your EVS data).

  • Dai­ly assign­ments, project work, and polic­ing assign­ments are dig­i­tal­ly sent to mobile devices car­ried by EVS tech­ni­cians. Tech­ni­cians mark tasks com­plet­ed as they go — imme­di­ate­ly log­ging the infor­ma­tion to your work assign­ment data­base.
  • Man­agers can track progress in real time and see results on dash­boards. Man­agers can view progress on desk­top or mobile devices, and assign and re-assign tasks on the fly as the day goes by and work demand changes.
  • The entire team has imme­di­ate, two-way text com­mu­ni­ca­tion — allow­ing instant clar­i­ty and elim­i­nat­ing pagers or phone tag.

2. EVS QR Codes (restroom alerts and so much more)

There are two main place­ments for QR codes. The first place­ments are the obvi­ous high-traf­fic areas, such as the famil­iar restroom signs. The sec­ond place­ment is every oth­er space in the facil­i­ty. More than restroom alerts, QR codes make it pos­si­ble for man­agers to have eyes on every part of their facil­i­ty. 

  • Cus­tomers, whether inter­nal or exter­nal, can quick­ly report an issue.
  • EVS staff are alert­ed imme­di­ate­ly. They can assess the urgency and respond in a time­ly man­ner.
  • Over time, the fre­quen­cy of QR codes in cer­tain areas allows EVS man­age­ment staff to learn and change their reg­u­lar clean­ing sched­ules accord­ing­ly.
  • Nurs­es, lab tech­ni­cians, admin­is­tra­tors can sub­mit a ser­vice request of any kind: clean­ing issues, patient dis­charge, waste pick up. Your staff is noti­fied auto­mat­i­cal­ly the moment that a QR Code is scanned.
  • A man­ag­er can instant­ly cre­ate & assign a project by scan­ning a code. Or, they can log clean­ing or polic­ing. Like­wise, a tech­ni­cian can log a task com­ple­tion.
  • Man­agers can view all requests and com­ple­tions in a cen­tral­ized soft­ware loca­tion.

3. Decision Engine: automate managerial decisions for routine EVS tasks

Smart Facility’s Deci­sion Engine can share the load of the hun­dreds of tasks assigned by a man­ag­er each week. Here’s how it works: 

  • Unlike pre­planned dai­ly assign­ments, many tasks are one-off requests that pop up out­side the usu­al EVS sched­ule.
  • Deci­sion Engine allows the man­ag­er to set up task dis­tri­b­u­tion rules that auto­mat­i­cal­ly assign a task when it comes in.
  • There are three ways a task can enter the sys­tem:
    • A ser­vice request from a QR Code scan
    • EHR inte­gra­tion through HL7
    • A man­u­al­ly added task
  • In any event, tasks are auto­mat­i­cal­ly assigned using pri­or­i­ty staffing lev­els that a man­ag­er sets up for room type and/or ser­vice request­ed. 
  • Deci­sion Engine fol­lows the pri­or­i­ty lev­el set­tings and auto­mat­i­cal­ly assigns the task to the most appro­pri­ate logged-in staff mem­ber.


Man­agers can rest assured know­ing that the soft­ware will make the deci­sion exact­ly as they would have. Most impor­tant, the man­ag­er gets time back in the day to focus on the larg­er issues that demand atten­tion. 

Three big EVS communications advances

As part of the Smart Facil­i­ty Soft­ware fam­i­ly, Ser­vice Opti­miz­er is the prod­uct that brings vis­i­ble, real-time com­mu­ni­ca­tions to EVS man­age­ment and staff. With one sim­ple addi­tion of Ser­vice Opti­miz­er, EVS teams can add three big com­mu­ni­ca­tions advances to their every­day work­flow: Mobile Team Com­mu­ni­ca­tions, QR Codes, Deci­sion Engine.

Want to find out more about how Smart Facility Software’s QR Code Technology can support your team? Call 800–260-8665 or click here to schedule a demo today!