1. Welcome to Smart Square!
Staff Go-Live: February 14, 2017

2. What is Smart Square
Smart Square is a web-based scheduling and staffing tool developed by healthcare professionals for healthcare professionals. It is a product of Avantas, a company known for proven best-practice work strategies for the health industry.

3. Why Smart Square Why use Smart Square?
Improve the effectiveness of daily staffing
Provide a paperless and easy-to-use tool that is responsible for increases in quality, savings and higher staff satisfaction
Make it easier for staff to view and self-schedule at work, home or on the go
Reduce time spent in manager scheduling
Increase the availability of contingent resources

4. What do I need to Know Policies highlights
Vacation requests must be submitted in Smart Square 3 months in advance of scheduled start date
Time off will only be approved if employee has personal, holiday or vacation time
Where can I see detailed policy information?
All Smart Square and Staffing Center policy information is located in Policy Stat under Staffing Center folder

5. What is the Staffing Center?
The Staffing Center is a centralized department that coordinates staffing in collaboration with department manager and house supervisors/manager.
What is changing?
All call-ins (sick calls, bereavement, jury duty, etc.) will be handled by the Staffing Center. Please call the staffing Center to report call-in
Recruitment calls will come from the Staffing Center
Staff deployment is handled by the Staffing Center in conjunction with charge nurses and house supervisors
Staffing Center Contact:

6. Who is included in Smart Square as of 2/14/17?
All inpatient nursing units, emergency departments and surgical services in the following facilities:
Jewish Hospital
Saint Joseph Hospital
Saint Joseph East
Saint Joseph London
Sts. Mary & Elizabeth Hospital
University of Louisville Hospital
Ambulatory EDs in Louisville
Medical Center Jewish East
Medical Center Jewish South

7. Scheduling Period Dates - 4 Week Scheduling Period
Important Dates
Scheduling Period Dates - 4 Week Scheduling Period
Period Start date
Period End Date
Schedule Requests Due Date
Self-Schedule Open
Self-Schedule closes
Schedule Post Date
4/9/2017
5/6/2017
2/12/2017
2/14/2017
3/1/2017
3/7/2017
5/7/2017
6/3/2017
3/12/2017
3/19/2017
3/29/2017
4/4/2017
6/4/2017
7/1/2017
4/16/2017
4/26/2017
5/2/2017
7/2/2017
7/29/2017
5/14/2017
5/24/2017
5/30/2017
7/30/2017
8/26/2017
6/11/2017
6/21/2017
6/27/2017
8/27/2017
9/23/2017
7/9/2017
7/19/2017
7/25/2017
9/24/2017
10/21/2017
8/6/2017
8/16/2017
8/22/2017
10/22/2017
11/18/2017
9/3/2017
9/13/2017
9/19/2017
11/19/2017
12/16/2017
10/1/2017
10/11/2017
10/17/2017
12/17/2017
1/13/2018
10/29/2017
11/8/2017
11/14/2017

8. Smart Square Tutorials
Smart Square Tutorials are always located within Smart Square
Simply navigate to the tutorials to learn about all the features of smart square

9. Where to go for personal Smart Square Support?
The Smart Square Super Users and Team will be in the following computer labs for drop in sessions:
February 14-16, February 20-23
Facility
Computer Lab
Saint Joseph London
SJL IT Training Rm G level 112
Saint Joseph Hospital
Joan Weber Room, Building D
3rd Flr Computer Lab (2/20, 2/22, 2/24, 2/27)
Saint Joseph East
Medical Office Building, 2nd Flr
U of L Hospital
Lampton Computer Center
Jewish Hospital
JH Nursing Computer Lab
Saints Mary and Elizabeth
Medical Plaza II, 2nd Floor
Contact your department manager or the Staffing Center for additional information

10. Who are the Super Users?
Supers Users are staff nurses and managers who have elevated access in Smart Square and have been trained to provide support to all nurses utilizing Smart Square
Below are your friendly Smart Square Support Users
Super User
Facility
Lorie Cravens
Jewish Hospital
Karen Scheiba
Elissa Grider
Marybeth Keeton
SJE
Raychel Laytart
Deb Lacy
SJH
Carolyn Hall
Super User
Facility
Peggy Miller
SJL
Rufus Morgan
Kelly Helton
Jenny Giltner
SMEH
Heather Baer
ULH
Katrina Bates
Ben Bryant
MCJS-ED
Emily Carr

11. Contact The Staffing Center is available 24/7 after 2/14
Staffing Center Contact: