There are organisational changes taking place through the Danish hospitals. In some places, the portering duties, cleaning jobs and service jobs are being merged into a new job title – service assistants. The intention is for such service assistants to deal with ad hoc tasks formerly carried out by hospital porters, as well as cleaning and maintenance jobs. Many of the jobs that need to be done are one-off in nature, whereas the tasks that can be planned are the repetitive ones.

This presents challenges in terms of coordination and planning, and there is a need for greater flexibility:

  • Service assistants must be able to prioritise and coordinate the way they tackle one-off, here-and-now tasks as well as scheduled tasks.
  • There must be an overview of the ad hoc tasks, so a service assistant can step in when needed – possibly even if already engaged on a cleaning task.
  • This type of job is characterised by uneven workloads. This in turn makes it important that it be easy to implement alternative work plans and include temporary staff when needed, so that the job gets done, and hygiene requirements are met. Patient-related tasks have top priority, of course.
  • Hospitals need greater flexibility in workflows and easier handover of tasks in cases such as when a planned cleaning task didn’t get done or if the service assistant perhaps did extra work.

The Cleaning Management application is integrated with the Task Management application that many hospital porters are familiar with using. This ensures consistent access to cleaning services, too. It provides a complete view of all the kinds of tasks that service assistants have to deal with.

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The Cleaning Management application is also about the ability to plan the busier days better as well as taking advantage of the quiet days to get ahead and carry out regularly occurring assignments.

This software solution takes into account that there are differences between frequent and one-off tasks within cleaning. That’s why service assistants are also able to book themselves into entire cleaning plans – instead of just considering one task at a time.

The individual assignments contain a checklist and a workflow description, because there are different requirements for hygiene and cleaning in the various rooms in the hospital. This helps ensure that the requirements are complied with, and also makes it easier for temporary workers to do the job properly.

Finally, the system makes it possible to draw on data from the so-called PIR detectors (passive infrared motion detectors) in modern building management systems. These provide additional information about the use and availability of specific rooms. This then provides relevant support for effective decision-making with regard to cleaning activities. This helps avoid duplication, and work processes are made more efficient. 



Service Assistant

  • Flexibility
  • Overview of all types of tasks
  • Work descriptions and checklists provide good support in day-to-day work
  • Easier to prioritise tasks
  • Better basis for effective decision-making

Service Manager

  • Simple, effective change in work plans
  • Easier to deal with staff absence
  • Overall overview of patient service tasks as well as cleaning assignments
  • Tools for better capacity planning


  • Financial savings as a result of increased efficiency and flexibility
  • Better utilisation of capacity


  • Greater security about compliance with hygiene requirements

Clinical Staff

  • Effective coordination
  • Registration of tasks completed creates transparency