Date Last Revised: 4/26/2019 1:49:36 PM

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Housekeeping and the EVS Manager

Manage housekeepers' schedules ....................................................................................................................... 1

View the status of housekeeping staff ................................................................................................................ 2

Sign in a housekeeper .......................................................................................................................................... 2

Sign out a housekeeper ....................................................................................................................................... 2

Send a housekeeper on break ............................................................................................................................. 3

Reassign a housekeeper to a sector .................................................................................................................... 4

Manage Cleaning Assignments and Requests ............................................................................................... 5

Overview of cleaning assignments and requests ................................................................................................ 5

View the status of cleaning assignments and requests ....................................................................................... 5

Change a cleaning assignment ............................................................................................................................. 5

Cancel a cleaning assignment .............................................................................................................................. 6

Create a cleaning request .................................................................................................................................... 6

Write a note about a bed ..................................................................................................................................... 7

See how long a housekeeper has been working on an assignment .................................................................... 7

Track non-cleaning tasks ...................................................................................................................................... 8

Perform a cleaning inspection ............................................................................................................................. 8

Run commonly used reports .............................................................................................................................. 10

Monitor housekeeper productivity .................................................................................................................... 10

See an overall summary of bed cleaning in your facility ................................................................................... 10

See the average bed cleaning turnaround time ................................................................................................ 10

Run a report from a template ............................................................................................................................ 11

Manage housekeepers' schedules The Command Center is your workspace for managing housekeepers and their cleaning assignments. From here, you can:

Sign in housekeepers. View a housekeeper's status. Send a housekeeper on break and sign him back in when his break is over. Create cleaning requests. Update assignments.

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Cancel assignments. View assignment details. Add notes to assignments. Perform a cleaning inspection. Send a housekeeper a page.

View the status of housekeeping staff In the Housekeepers section of the Command Center, you can see how many housekeepers are signed in, how many housekeepers are on break, and how many managers are signed in. This information appears on the left when you select the Housekeepers option.

Sign in a housekeeper 1. Click . 2. Enter the housekeeper's name, pager, and the sectors in which they will be working this shift. If

housekeepers have default pagers or sectors that they work with every shift, this information appears automatically.

3. Sign in the housekeeper. “Sign In” will pop-up a new Sign In form to sign in another housekeeper; “Sign

in & Close” sign in the housekeeper and close the form.

Sign out a housekeeper 1. From the Command Center, select the Housekeepers option. 2. In the Housekeepers section, click the name of the housekeeper you want to sign out. 3. Click Sign Out.

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Send a housekeeper on break 1. From the Command Center, select the Housekeepers option. 2. In the Housekeepers section, click the name of the housekeeper you want to send on break. 3. Click Take Break.

4. Select a type of break.

The housekeeper's name turns grey, and a break icon appears next to their name. The Status column indicates the type of break the housekeeper is on.

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5. To sign the housekeeper back in after a break, click their name and then click Return from Break.

Reassign a housekeeper to a sector 1. From the Command Center, select the Housekeepers option.

2. In the Housekeepers section, click the name of the housekeeper you want to reassign. 3. Click Reassign and then enter the sector or sectors in which you want the housekeeper to work.

4. Click Accept.

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Manage Cleaning Assignments and Requests

Overview of cleaning assignments and requests When a patient is discharged or transferred, the system marks the bed as dirty. The system then creates a cleaning request, which appears in the Requests section of the Command Center.

As soon as a housekeeper in that sector becomes available, the system automatically assigns her to clean the bed. The request then disappears from Requests, and appears as an assignment in the Current Assignments section.

View the status of cleaning assignments and requests The Requests section of the Command Center shows the number of bed requests, the number of beds with a priority of Stat, and the number of beds on hold. This information always appears on the right.

The Current Assignments section of the Command Center shows the number of assigned beds, the number of beds with a priority of Stat, and the number of beds on hold. This information appears on the left when you select the Assignments option.

Change a cleaning assignment 1. From the Command Center, select the Assignments option. 2. Click the assignment you want to edit. 3. Click Edit Assignment and select a priority for the bed cleaning.

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4. To reassign the bed to another housekeeper, enter his name in the Housekeeper field.

5. Accept the assignment.

You can make changes to an unassigned request the same way you make changes to a cleaning

assignment. In the Requests section, click the request to expand it. Click Edit Request and fill in

the fields as you would when you edit an assignment.

Cancel a cleaning assignment 1. From the Command Center, select the Assignments option. 2. Select an assignment to expand it. 3. Click Cancel and then enter the reason why you are canceling the request.

4. Click Accept.

Create a cleaning request

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Bed cleaning requests are usually created and assigned to housekeepers automatically. In some cases, however, you might need to create a cleaning request manually. For example, if an occupied bed becomes soiled, a nurse might ask that the bed be cleaned immediately.

1. Click in the upper-left corner of the Command Center. 2. Enter unit, room, and bed information for the request. 3. In the Priority field, select the appropriate priority.

Select Normal to add the bed to the regular cleaning schedule.

Select Next if you want the bed cleaned after the housekeeper finishes his current bed.

Select Stat if you want the bed cleaned immediately.

4. Enter any cleaning protocols needed for the request. 5. Accept the cleaning request.

Write a note about a bed 1. From the Command Center, select the Assignments option. 2. Click the request or assignment to which you want to add a note. 3. Click Add Note.

4. Enter a note about the request or assignment and click Accept.

Notes are available for your reference, and can also be seen by housekeepers, bed planners, and

hospital staff who use census reports.

See how long a housekeeper has been working on an

assignment In the Housekeepers and Current Assignments sections of the Command Center, the Cur/Tot Mins field shows:

How long an assignment has been in its current status The total time the bed has been dirty

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Track non-cleaning tasks Instead of trying to remember which EVS staff members are stocking supplies or attending meetings, keep track of these non-bed tasks in the system. EVS staff don't automatically receive other assignments until their non-bed tasks are complete.

1. In the Command Center, select the Housekeepers option. 2. Select a housekeeper and click Non-bed Task.

3. Select a specific task. The housekeeper's status is updated and she is no longer assigned cleaning

requests until the task ends.

To indicate that a housekeeper completed a non-bed task, select the housekeeper and click Finish

Task.

Perform a cleaning inspection 1. From the Command Center, select an assigned cleaning request. 2. Click Inspect. If another manager already started a cleaning inspection, the inspection opens in read-

only mode.

3. Select Pass or Fail for each aspect of the clean.

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4. Click Add Discrepancy to note any areas of concern.

5. Click Comments to add a comment. You might want to add a comment explaining why the clean failed

or more details on the discrepancy you selected.

6. Click Manger Sign to indicate that you reviewed the clean. 7. Click Accept and Stay to save the inspection and leave it open. Click Accept and Close to save and

close the inspection.

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Run commonly used reports To open the EVS Dashboard, select the My Dashboards tab at the top of your screen.

You can also see several commonly used reports by clicking Environmental Services Reports

in the main toolbar.

Monitor housekeeper productivity Use housekeeper productivity reports to see information about the number of beds housekeepers have cleaned and the time it took to clean them. The report results can help you monitor individual productivity as well as overall staffing needs.

To run the report:

1. Click Environmental Services Reports and then select Housekeeper Productivity. 2. Select the Housekeeper criteria and then enter the name of the housekeeper for whom you want to

run the report. 3. Adjust other report settings as necessary. 4. Run the report.

See an overall summary of bed cleaning in your facility Use the Bed Status report to search for all environmental services activity on certain beds over a range of time. You can monitor how frequently beds in certain areas of the hospital need cleaning and how long it takes staff to clean them. Based on this information, determine staffing needs for different areas of the hospital. To run the report, click Environmental Services Reports on the toolbar and select Bed Status.

See the average bed cleaning turnaround time The turnaround time reports show the time between the following EVS events for a bed:

When a discharge or transfer is effective When the discharge or transfer was entered in the system When EVS is notified When a housekeeper is assigned When the bed is marked as clean

These statistics can help you find problems in your workflows or gaps in staffing. For example, check the Avg Ntfy to Asgn column to see the average number of minutes between when cleaning requests were created and when they were assigned to housekeepers. If these averages are high, it could indicate that your shift is understaffed.

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Run a report from a template 1. Click My Reports on the main toolbar and select the Library tab. 2. Search for the report you want to run by typing the template name in the Search field. 3. Click Reports from this template. 4. To run an existing report, select the report in the Matching Reports section.

Click Run to view the report without any changes. Click Details to learn what information the report collects. Click Edit to make changes to the report, such as changing the date range, adding columns, or

changing the display.

5. After you run the report, the results open in a separate tab. They're also available on the My Reports

tab in the Recent Results section. After you've reviewed the results, click Options to configure the report's settings or export the results so you can work with them outside of Hyperspace.