SSM Smart Square Guide – Management in Healthcare Business

SSM Smart Square is a cloud based staff scheduling and time tracking solution used widely in the healthcare industry. At its core SSM Smart Square aims to optimize scheduling workflows and make managing staff schedules more efficient.

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Some key benefits of SSM Smart Square include

Enabling healthcare facilities to manage schedules track hours approve time off requests and swap shifts in one centralized location.
Providing flexibility to create schedules across multiple facilities and departments from a single portal.
Offering real time visibility into schedules open shifts and time off balances to help facilities balance coverage needs with staff requests.
Generating reports on labor costs productivity and other metrics to help facilities control costs and streamline operations.

How To Register On SSM Smart Square Portal?

Registering for an SSM Smart Square account is simple:

Access the official SSM Smart Square website.
Click Register in the upper right corner of the homepage.
Enter your work email create a password and input your name role and facility information.
Confirm your account by clicking the activation link sent to your email.
You may be prompted to complete additional setup steps like customizing your profile or adding staff to your account.

Role of SSM Smart Square in The Healthcare Business

SSM Smart Square plays a critical role in streamlining operations for healthcare facilities that utilize it. Some of the key benefits it provides include:

Manages The Time: SSM Smart Square automates time tracking for shifts breaks overtime and other labor details. This helps ensure staff are paid correctly.
Easy Staff Scheduling: Facilities can create fair compliant schedules quickly via a web or mobile interface. Staff can also request time off shifts and make exchange requests.
Precision & Accuracy: Integrating schedules into one system prevents errors from manual tracking across spreadsheets. Real time data ensures fair labor distribution and adequate coverage.

Streamline Access | SSM Smart Square Account Login

Logging into your SSM Smart Square account is quick and simple. Here are the basic steps:

Navigate to Smart square using a web browser on your computer or mobile device.
In the top right corner of the homepage click the Login button.
Enter the email address and password you created during registration.
You will now be taken to your account dashboard. The look and features may vary slightly depending on your user role (manager supervisor employee etc).
Common tasks on the dashboard include viewing the calendar creating and editing schedules reviewing time off requests and running reports.
Most functions are accessible via the main navigation menu on the left. Some may require certain permissions.
For mobile access you can download the free SSM Smart Square app for iOS or Android devices. Simply enter your login credentials to access schedules on the go.

Exploring the Platform

Once logged in take some time to explore the various SSM Smart Square features and customize your settings. As an administrator ensure all features line up with your organization’s needs:

Profiles: Manage personal details contact preferences and designations.
Teams: Organize staff into logistical groupings like units or locations.
Positions: Set up roles responsibilities schedules and pay rates.
Schedules: View and adjust upcoming and past work schedules.
Time off: Configure PTO policies and approve absence requests.
Reports: Access real time analytics on labor attendance and payroll.

Access and Assistance

If you ever have trouble accessing your SSM Smart Square account there are a few options to try:

Forgot Password: Click the Forgot Password? link on the login page and follow the prompts to reset it. An email will be sent to reset your credentials.
Contact Support: Reach out to the dedicated SSM Smart Square customer support team for assistance. They can be contacted via phone email or the in app chat function.
Check Browser Network: Ensure you are using a supported browser and that any security filters allow access. Try a different browser clearing cookies or using a private tab.
Single Sign On Issues: If using SSO confirm it’s configured properly through your administrators. The SSM team can troubleshoot SSO login problems.
App vs Website: Access the web version through a computer if the app is not working for any reason like connectivity or updates needed.
Update Account Info: Double check contact email and phone number are up to date in your profile in case reset instructions need to be sent.

The supported browsers for accessing the SSM Smart Square platform include:

Chrome (latest 2 versions)
Safari (latest 2 versions)
Firefox (latest 2 versions)
Microsoft Edge (latest 2 versions)

It is designed for peak functionality and performance within these browsers. While it may work in other browsers the supported options are guaranteed to provide the best user experience with full access to all features and functionality.

It’s recommended to keep browsers updated to the latest versions as well as that helps ensure compatibility with SSM Smart Square as its features and interface evolve over time. Using a supported browser also prevents potential issues caused by bugs or lack of support for certain web technologies in some lesser used options.

The SSM Smart Square mobile apps are designed specifically for iOS and Android devices. The website can also be accessed through mobile browsers on these operating systems using one of the supported options like Chrome or Safari for alternative or backup access when needed.

Keeping browsers current and using the listed supported choices. It helps to maintain a smooth and problem free experience when logging into SSM Smart Square from any computer or mobile device.

Managing Schedules Efficiently

Once logged in SSM Smart Square provides a range of features to streamline schedule management:

Templates: Common rotation schedules can be saved as templates to speed up future creation.
Approvals: Time off requests or shift trades can require approval from designated managers.
Notifications: Email or text alerts keep everyone aware of new schedules changes or approvals needed.
Calendar View: Schedules displayed across months or weeks for at a glance coordination.
Analytics: Review overtime trends absenteeism stats or favorite shift types to optimize long term.
Drag and Drop: Intuitive visual builder lets schedulers customize coverage needs in real time.
Cost Estimator: Project labor expenses under different scenarios before finalizing choices.
Conflict Checker: Identifies issues like understaffing overtime or duplicate entries for correction.
Publishing: Schedules released on predefined dates so staff always have advance visibility.
Time Clock: Track check ins breaks and overtime through a geofence for payroll accuracy.

Reset your SSM Smart Square Password

If you have forgotten your password following these simple steps can help you reset it:

Navigate to the SSM Smart Square login page at smartsquare.
Click the Forgot Password link below the login button.
Enter the email address associated with your SSM Smart Square account.
You will receive an email from SSM with a password reset link. This email may take a few minutes to arrive.
Click the link provided in the password reset email. This will take you to a password reset form.
Enter a new password for your account. Passwords must be a minimum of 8 characters and include uppercase letters, numbers and symbols.
Re enter your new password in the confirmation field.
Click Reset Password. You will see a message that your password has been change.
You can now sign in to your SSM Smart Square account with your new password.
If you do not receive the password reset email check your junk spam folders. You can also contact SSM support for assistance.

Benefits for Healthcare Facilities

The delivers numerous advantages for healthcare providers:

Increased Staff Satisfaction: Fair schedules time off approval visibility and swap shifts improve work life balance.
Happier Patients: Consistent patient care is possible with optimized staff coverage and continuity.
Controlled Labor Costs: Precise forecasting prevents over or under staffing specific periods.
Regulatory Compliance: Complex rules around hours worked overtime meal breaks etc. are automatically tracked.
Enhanced Productivity: Time saved on manual tasks through automation allows focus on core services.
Improved Collaboration: Real time visibility across locations streamlines processes like holiday scheduling.
Robust Analytics: Labor insight guides smart cost cutting and process improvement initiatives.
Peace of Mind: Notifications approval workflows and paperless documentation eliminate miscommunication issues.
ROI: Quick payback period results from staff retention boosts and millions in annual savings industry wide.

Utilization in the Home Care Industry

The home care industry greatly benefits from utilizing SSM Smart Square’s features:

Client Visits: Caregivers can be scheduled efficiently for multiple daily or weekly home visits. Travel is optimized to save miles.
Task Management: Specific medical or daily living support tasks are assigned to visits ensuring all needs are addressed.
Electronic Documentation: Charts visit notes and care plans integrate with medical records for accountability.
Telehealth: Virtual consultations and remote patient monitoring can be booked seamlessly.
On Call Coverage: After hours emergency support schedules maintain adequate backup.
Flexible Swapping: Last minute changes due to traffic or client needs occur with ease between caregivers.
Efficiency: Overtime and unnecessary additional visits are reduced saving costs through streamlined scheduling.
Compliance: Strict regulations around patient and staff hours breaks and overtime are automatically tracked.
Transparency: Families rely on schedules being available digitally for peace of mind while clients are in home care.
Accountability: Geofenced timeclocks record arrival and departure ensuring thorough and timely care delivery.

Ensuring Compliance and Information Security

Maintaining regulatory compliance and robust data security are top priorities for healthcare facilities. It incorporates various features to support these critical needs:

PCI Compliance: SSM is Level 1 PCI certified to safely handle protected patient and employee information.
HIPAA Compliance: Systems and policies adhere to Healthcare Information Portability and Accountability Act standards.
Role-Based Access: Granular permissions control which users can access or modify different types of sensitive data.
Audit Logging: A record of changes made to scheduled shifts time off or employee details ensure accountability.
Encrypted Transmission: Data transferred between devices and the SSM platform uses secure HTTPS connections.
Penetration Testing: Regular third party security audits identify vulnerabilities to guard against unauthorized access.
Location Services: Time clock geofencing controls which devices from approved locations can punch in/out for shifts.
Multi-Factor Authentication: Optional extra layer of protection requires a secondary verification beyond passwords.
Auto Logout: Sessions timeout after periods of inactivity requiring re login with credentials.

Opportunities and Change Management

Effective change management is crucial when adopting new technology like SSM Smart Square. Key steps include:

Avoiding Mismanagement

Even with the best scheduling tools inefficiencies can arise without careful oversight. They helps prevent common pitfalls:

Understaffing: Dashboards identify coverage gaps risking safety quality or productivity issues that cost time and money.
Overstaffing: Excess labor is highlighted freeing options to fund priority areas like retention instead of going over budget.
Botched Approvals: Workflow ensures the right managers review time off swap requests to reduce denials wasting everyone’s time.
Miscommunications: Publishing platform promotes transparency so all parties work from synchronized schedules to avoid confusion.
Unfair Treatment: Equity analytics reveal concerning bias trends by age gender role schedule preference that foster employee dissatisfaction and turnover if unaddressed.
Overtime Errors: Accurate tamper proof time tracking leaves no room for wage claim disputes that destroy trust and damage brand reputation.
Regulatory Fines: Strict compliance with complex labor law is simplified protecting the bottom line reputation through defensible documentation.
Disaster Recovery: Schedules and data are securely stored off site to resume operations seamlessly even after severe local disruptions like fires or storms.

Frequently Asked Questions

To log in to Smart Square visit the website and enter your username and password in the designated fields. Then click Login to access your account.

Yes, Smart Square has its own mobile app.

To use Square on your phone, download the Square Point of Sale app from your app store then sign in or create an account.

Conclusion

SSM Smart Square provides a comprehensive yet accessible solution for healthcare facilities to streamline their staff scheduling processes. By centrally managing schedules time off requests time tracking and analytics SSM Smart Square helps optimize labor costs and workflow efficiency. With robust but intuitive tools configurable templates and approval flows SSM Smart Square gives schedulers powerful control to balance coverage needs with employee satisfaction.