SmartBadge Distribution - Best Practices & Workflows

This support article outlines best practices to support an efficient SmartBadge management workflow, from initial distribution to ongoing support and replacement processes.

Please note that these best practices are intended to provide general direction and operational guidance. Each facility may have its own standards and workflows that can be incorporated into this process.

Initial Distribution

• SmartBadges are assigned based on the approved monitored user list
• SmartBadges are distributed during on-site launch week(s)
• Pre-on-site coordination: Vitalacy works with unit and department leaders to review and verify the user list
• During the on-site launch, Vitalacy provides assigned SmartBadges and distributes badges to available staff members
• Remaining SmartBadges are left with unit leader(s) or designated admin team members
• On-site user or badge changes can be made during initial launch week(s)
   

Remaining Unassigned Badges

• Any remaining unassigned SmartBadges after initial distribution should be retained by the facility for new hires, replacements, or future assignments
• Dedicated SmartBadge Manager: We strongly recommend designating a facility team member to manage ongoing SmartBadge assignment, distribution, and tracking

Ongoing Support & Changes
New Hires

• New hires should follow the facility’s standard onboarding workflow
• Staff should complete Vitalacy training and quiz requirements prior to receiving a SmartBadge
• SmartBadges should be assigned through an established cadence (weekly, bi-weekly, or monthly) using a new user pool
• The new user pool can be accessed through the Vitalacy web app or through a facility-provided HR list
• The SmartBadge Manager may manually assign badges through the Vitalacy web app or request assistance from the Vitalacy Support Team

Termination & Department Changes

• As a best practice, users who are no longer part of the facility should be identified through the same cadence used for new user management. This ensures SmartBadges can be recovered and reassigned to new staff
• Badges should be physically retrieved by the facility. This may be managed through department leaders, administrative teams, or existing offboarding workflows
• During on-site visits, Vitalacy may also assist with collecting SmartBadges and returning them to the facility for reassignment
• With HR Sync integration, terminated user lists can be accessed through the Vitalacy web app or through a facility HR list, depending on facility preference
• If the system does not have HR Sync, termination lists should be based on notice from unit leaders, up-to-date HR rosters, or any established internal facility process
• If a user transfers to a department that is not monitored by Vitalacy, please follow the termination workflow
• If the user transfers to another monitored department, no badge reassignment is required

Replacements - Faulty or Missing SmartBadges

• Staff may report missing, damaged, or faulty SmartBadges through the Vitalacy support channel at help@vitalacy.com
• Vitalacy may contact the designated SmartBadge Manager to coordinate a replacement or reassignment
• Alternatively, staff may contact their facility’s SmartBadge Manager directly for replacement requests
• Through the Vitalacy Partnership Success Path Program, Vitalacy may provide user activity reports and related data to facility leadership. If irregularities with SmartBadge activity are identified, Vitalacy may follow up with department leaders or administrative contacts
• If SmartBadges are lost, misplaced, or damaged, Vitalacy can assist with reassignment or replacement. Each facility is provided an allocated SmartBadge inventory to support accountability and maintain healthy badge availability
• Depending on the facility’s replacement approach and available inventory, there may be costs associated with additional SmartBadge replacements
• For more information regarding SmartBadge accountability, replacement guidelines, or related costs, please refer to the: Universe SmartBadge Policy Document

For additional questions or feedback, please contact: help@vitalacy.com