Introduction
Healthcare organizations often face one of the toughest workforce challenges—scheduling. Managing large teams of nurses, physicians, and support staff while balancing patient demand is never simple. Hackensack Meridian Health (HMH), one of New Jersey’s largest healthcare networks, turned to Smart Square HMH, a workforce scheduling and management platform designed to make life easier for both staff and administrators.
Smart Square, developed by symplr, integrates predictive analytics, real-time labor tracking, and an open-shift marketplace to ensure hospitals and clinics stay adequately staffed. For HMH, this tool not only improved efficiency but also saved millions by reducing unnecessary labor costs. Let’s dive into what Smart Square HMH is, how it works, and why it has become such an essential tool for the healthcare system.
What Is Smart Square HMH?
Smart Square HMH is a cloud-based workforce management system tailored for Hackensack Meridian Health employees. At its core, it provides a centralized scheduling hub where staff can view their shifts, request time off, or pick up additional work. Managers, on the other hand, can forecast labor needs weeks in advance, fill open shifts quickly, and track performance metrics like overtime or FTE leakage.
Unlike older scheduling systems, Smart Square is predictive. It doesn’t just tell managers who is available—it analyzes historical patient census trends, seasonal fluctuations, and hospital activity to recommend how many staff members should be scheduled on any given day. For a large network like HMH, this predictive capability ensures better coverage while minimizing overspending on labor.
Smart Square HMH Login: How to Access the System
Logging in is straightforward once you know where to go. Employees can access Smart Square HMH through:
- SSO Portal: Most staff log in via the Hackensack Meridian Health Identity portal at sts.meridianhealth.com. This single sign-on (SSO) system keeps logins secure and linked to employee credentials.
- Direct Link: The system can also be accessed through meridian.smart-square.com/v2/login, which redirects users to the secure login page.
Smart Square requires JavaScript to function properly, so users must enable it in their browsers. If login issues occur, staff should contact HMH’s IT help desk or HR portal to reset passwords or unlock accounts. For new employees, login credentials are usually provided during onboarding.
Key Features for Staff
Smart Square HMH offers several tools that empower staff members to take control of their schedules while maintaining work-life balance.
- Self-Scheduling and Shift Swapping: Employees can select preferred shifts or trade with colleagues without going through complicated approval processes.
- Open-Shift Marketplace: Extra shifts are posted for staff to claim, often with financial incentives. This allows flexible workers to pick up hours while ensuring units stay covered.
- Time-Off Requests: Staff can request vacations, personal days, or modified availability directly through the platform.
- Mobile-Friendly Access: Schedules can be checked and managed from mobile devices, making it convenient for staff always on the go.
- Notifications: Automatic alerts keep team members informed about shift changes, approvals, or urgent openings.
This level of transparency and control increases staff satisfaction, which in turn helps with retention—a critical issue in healthcare.
Key Features for Managers
For leaders, Smart Square HMH is more than a scheduling app; it’s a strategic labor management tool.
- Predictive Analytics: The platform forecasts staffing needs up to 60 days in advance, using patient data and trends.
- Coverage Dashboards: Managers can see in real time if a unit is understaffed or overstaffed and make adjustments on the fly.
- Cost Management: By tracking FTE leakage, overtime, and float pool use, leaders gain better control over budgets.
- Compliance Tools: Built-in alerts ensure staff assignments follow hospital policies, labor laws, and credentialing requirements.
- Communication: Managers can send updates or shift requests directly through the platform, reducing the need for endless phone calls or emails.
These features streamline operations and free leaders to focus more on patient care and less on administrative headaches.
Business Impact at HMH
Hackensack Meridian Health implemented Smart Square with a clear goal: reduce labor waste while maintaining excellent patient care. The results have been impressive.
Within the first year, Smart Square helped reduce FTE leakage by 6.5%, saving the health system over $600,000. FTE leakage occurs when scheduled hours go unfilled or when units rely on premium labor unnecessarily. By forecasting better and giving managers clearer insights, Smart Square minimized these inefficiencies.
The platform was rolled out hospital by hospital, starting with units that had the most scheduling challenges. Once early successes were demonstrated, the system expanded across the network. Today, Smart Square is a cornerstone of HMH’s workforce strategy.
Getting Started for New Team Members
For new employees, getting into Smart Square HMH is part of the standard onboarding process. The steps are simple:
- Receive login credentials from HR or IT.
- Log in via the SSO portal or direct link.
- Update personal details and confirm unit assignments.
- Set scheduling preferences and notification options.
HMH also provides training sessions, user guides, and online resources so that new staff can learn how to manage schedules efficiently from day one.
Everyday Workflows for Staff
Using Smart Square quickly becomes second nature for employees. A typical workflow might look like this:
- Checking the Schedule: Employees log in to view upcoming shifts and confirm assignments.
- Claiming Open Shifts: When units are short-staffed, employees receive alerts and can sign up instantly.
- Submitting Time-Off Requests: Vacation or personal time can be requested without lengthy paperwork.
- Swapping Shifts: Staff can trade shifts with peers, subject to manager approval, making it easier to balance personal and professional commitments.
- Communication: In-app messaging helps staff stay connected with their teams and managers.
These functions make day-to-day scheduling far smoother compared to outdated manual systems.
Manager Workflows
Managers have their own set of tools designed to reduce administrative stress. Their daily workflows might include:
- Building a schedule using predictive demand data.
- Posting open shifts to the marketplace when coverage is short.
- Reviewing labor cost reports and monitoring overtime levels.
- Adjusting staffing levels in real time when patient volumes spike unexpectedly.
- Generating reports for leadership on staffing patterns and efficiency gains.
With Smart Square HMH, managers spend less time fighting scheduling fires and more time leading their teams effectively.
Troubleshooting and Support
While Smart Square HMH is generally reliable, users may occasionally run into problems. Common issues include:
- Login Errors: Often fixed by resetting passwords via the HMH portal.
- Browser Issues: Clearing cache or enabling JavaScript usually solves display problems.
- Access Denied: Employees should confirm they are using the correct login link and have active HMH credentials.
- Escalation: If problems persist, the help desk and HR portals provide tiered support to resolve technical or account issues.
This structured support ensures staff aren’t left struggling when technical issues arise.
Security and Privacy
Because Smart Square HMH handles sensitive workforce data, security is a top priority. The system uses HMH’s secure SSO login to protect credentials and restricts access based on user roles. For example, staff can only see their own schedules, while managers have broader oversight.
Audit trails and permission controls further ensure compliance with internal policies and external regulations. Employees are also encouraged to log out after sessions and avoid accessing the system on unsecured devices.
Integrations with Other HMH Systems
Smart Square doesn’t operate in isolation. It integrates with HMH’s other platforms, such as HRIS and payroll systems. For example, it connects with MyWay PeopleSoft, allowing seamless transfer of scheduling and HR data. These integrations reduce duplicate data entry and provide leadership with unified dashboards that cover everything from staffing levels to budget performance.
Tips for Maximizing Smart Square HMH
To get the most from Smart Square, both staff and managers can follow best practices:
- Plan vacations and availability early so predictive forecasts stay accurate.
- Monitor FTE leakage regularly to avoid budget surprises.
- Encourage staff to use the open-shift marketplace quickly so coverage gaps close faster.
- Use reports and analytics in leadership meetings to guide long-term workforce planning.
These habits ensure Smart Square delivers its full value.
Frequently Asked Questions
What is Smart Square HMH?
It’s a workforce scheduling platform used by Hackensack Meridian Health to streamline staffing, reduce labor costs, and improve staff satisfaction.
Is Smart Square the same as MyWay?
No. MyWay is HMH’s HR and payroll system, while Smart Square focuses on scheduling and workforce management.
Where can I log in?
Employees can log in via the SSO portal or directly at meridian.smart-square.com/v2/login.
Why won’t the page load?
Make sure JavaScript is enabled in your browser.
How does it save money?
By predicting staffing needs, reducing overtime, and cutting FTE leakage, Smart Square saves HMH significant labor costs each year.
Conclusion
Smart Square HMH has transformed how Hackensack Meridian Health manages its workforce. By combining predictive analytics, flexible scheduling, and strong integration with other systems, it empowers staff and managers alike. Employees enjoy more control over their work-life balance, while leaders gain the tools to optimize labor costs without sacrificing patient care.
For a health system of HMH’s scale, these improvements translate into better patient outcomes, happier employees, and stronger financial performance. Whether you’re a frontline nurse checking your schedule or a manager forecasting staffing needs, Smart Square HMH is the modern solution that keeps the system running smoothly.
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