The Advantages of Going Paperless for EVS Teams
Studies show that paperless hospitals are better for both patients and staff, making hospitals safer, more efficient, and more sustainable. But it’s not just patient health records that are going digital: environmental services can benefit from going paperless just as much as medical teams.
For EVS teams that have relied on paper work assignments, transitioning away from paper can feel daunting. But going paperless doesn’t mean losing documentation; in fact, it builds stronger documentation, by creating records that last in an electronic format, and making it easier to track and report on that data.
Here are some of the ways that going paperless can positively impact your EVS team:
Increased EVS Performance & Efficiency
Daily assignment sheets have to be distributed daily for every single shift: morning, evening, and night. That kind of paperwork starts to pile up quickly––and because of document storage requirements, those piles of paper then have to be stored for several years. With EVS software, there’s no need for storage beyond your database.
But it goes beyond storage: going paperless also can go a long way toward making your EVS team more efficient, because it makes reporting on your team’s performance so much easier.
Paper reporting is a much less efficient way of tracking daily performance. For managers to understand their team’s performance, they have to sift through weeks’ worth of paper documents and analyze them by hand. That process can delay decision making beyond the time you need to make effective changes.
Electronic work assignments, on the other hand, allow for instant data on progress toward daily performance expectations––so you can recognize the obstacles that are getting in the way of your team’s success, and change course when needed.
Going paperless can also help keep you in contact with your team––especially when it comes to mobile technology. Using mobile software, you can drop paper checklists, and instead schedule, assign, and reassign tasks to team members from your mobile device to theirs. Technicians can mark tasks complete as they go, saving them time, and allowing you immediate visibility on what’s getting done and when.
Mobile technology not only eliminates the need for paper: it also eliminates the need for games of EVS phone tag, by managing the entire workflow from one mobile app.
Keeping records of training and inspections can be cumbersome and difficult to reconcile. But with a good EVS software system, reporting is instantaneous. Instead of scrambling to dig up the necessary training records when it comes time for a Joint Commission review, you can call them up at the click of a mouse.
That goes for inspection records, too. Paper inspection records don’t have a lot of value until they’re properly analyzed through electronic means. And while spreadsheet programs like Excel can make that process easier, they still rely on manual data entry.
With EVS software, there’s no need for data re-entry: all of your data is ready and waiting, so you can provide the reports and analysis you need, when you need them. ES Optimizer’s revolutionary Quality Management module means inspections can be conducted on a mobile app, completely eliminating data re-entry, and producing instant reports and results.
Increased Cost Savings
While investing in EVS technology does require an initial cost, the cost savings over the long run are significant. Reducing your facility’s reliance on paper not only means saving money on buying, printing, and storing paper––it can also save on other costs, as well.
Going paperless through a software system like ES Service Optimizer can significantly reduce management time by automating task assignments and making it easier to schedule project work. By enabling easy reporting, it can also help you more easily identify opportunities for additional cost savings and performance improvement.
More Environmentally Sustainable
In the 21st century, more and more hospitals are investing in environmental sustainability. This can be a challenge for EVS teams, who are tasked with keeping hospital environments clean and safe for patients and staff. But going paperless is one big way that EVS teams can contribute toward the greater push toward environmental stewardship.
Because investing in digital solutions not only reduces your paper consumption: it also reduces the energy it takes to transport and store that paper. Along with initiatives like reducing disposables, decreasing linen use, and reducing harmful chemicals in cleaning and floor refinishing, going paperless can go a long way toward making your EVS team greener.