Health Care Visitor Management

With an automated visitor management system, health care facilities can automate the duties of a reception.

Staff shortages cannot risk patient safety, so healthcare facilities are increasing their investments in visitor management technology. Recording the arrival of patients, staff, contractors and visitors  is essential  for ensuring health, safety, and physical security.  QR codes and smart phones mean the end of health screening by a receptionist along with paper record keeping, transcription and filing. And every type of visitor can be directed to their proper location and/or host. 

Investing in digital visitor management solutions lets healthcare facilities elevate facility safety and compliance while simultaneously reducing overheads and administration costs. Digital visitor management solutions allow facilities to know who was on-site at the time of a health, security or other kind of incident, and such data is essential for contact tracing.

Benefits of a Digital Visitor Management System for Healthcare Facilities

Healthcare, like many industries, is experiencing a generational shortage of labor [link to credible reference in WSJ or NYT]. The Covid pandemic, early retirements, inadequate recruiting and skills training plus immigration restrictions have reduced workforce participation to historic lows. Automation via technology can happen today, while workforce development can take years, and immigration reform perhaps never.

Automating routine tasks that can be easily performed by visitors and staff using mobile consumer technology makes total business sense. Skilled resources should only be employed for higher value tasks, and digital automation creates new data sources that can be used to run a better business.

Healthcare providers have a unique set of challenges. Access to certain areas will be limited by visitor type. Some areas are only for patients, close family and staff, some for healthcare workers and other professionals, some for contractors, and some areas for the general public.

According to the International Association for Healthcare Security and Safety, patients are exposed to a number of risks. Contagious diseases are an obvious example, but the elderly and high risk patients are also  susceptible to threats from trespassers or unwanted visitors. A healthcare facility’s visitor receptionist process can be challenging, especially when customer service means managing family visitation privileges and preferences. 

Automating receptionist recordkeeping duties is only one benefit. With Safe Site Check In automation, most visitor reception functions – patients go here, caregivers there, visitors elsewhere – can now be automated. Staff can now respond only to exceptions while spending more time with patients and less time waiting for arrivals. Regular visitors and contractors experience less wait time increasing customer satisfaction.

Because Safe Site Check In is digital, arrival and attendance data is immediately permanently stored in the cloud, encrypted and secured. Visitor logs go online, eliminating paper, data entry and filing, saving not only labor costs, but physical space costs as well.

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Automated Visitor Management for Healthcare Clinics Reduces Risks and Saves Money

All healthcare delivery facilities strive to provide a safe, secure, and productive environment for patients, family, caregivers and employees. It’s essential to brand integrity and reputation. And most facilities operate on narrow profit margins. These are some of the ways Safe Site Check In can streamline caregiver business operations:

  • Customer Service – Family, caregivers, contractors and professionals experience less waiting, increasing satisfaction.
  • Visibility – Staff now has a real-time view of all arrivals and their identity and reason for visiting.
  • Security – Maintain the confidentiality of all visitor records and protect patients and staff from unwanted visitors.
  • Safety – Ensure that each visitor gets the necessary safety information and responds to the required health screening data, including optional proof of vaccination.

Productivity – Shift your front desk staff’s workload to increase their productivity on higher value tasks, and limit interruptions to only those visitors needing immediate help.

Safe Site Check In – How it Works

Visitors check in by scanning a facility-specific QR code poster using any smartphone. There is also a Kiosk-mode version for visitors without a smart phone that works on any tablet. Once scanned, first time visitors identify themselves by name, email and phone number. 

New and repeat visitors answer the questions you customize for your facility’s specific needs. Selected responses result in supervisor alerts (e.g., possible Covid exposure, or a contractor or delivery arrival). First time visitors can be presented with a liability waiver or safety training video. A successful check in results in a unique green QR confirmation code. 

Managers can also alert workers to jobsite conditions important for their safety, such as weather conditions, new seasonal disease protocols like the flu, planned construction, or reminders about using personal protection equipment (PPE). 

Questions and answers are permanently cloud stored for compliance reporting or claims handling. GPS verification makes sure everyone is checking in at the physical location where they should be.

Workers can also create their own password protected Profile containing data critical for managing workforce. Profiles contain their certifications, licenses, work permits, training data, vaccination status. And safety data sheets are accessible by anyone onsite from within the app.

The Safe Site Check In webapp is available in English and Spanish. There are no downloads, installs or IT services necessary. Works with any device or browser. Setup is easy – printing and laminating QR posters takes the most time – and there are dozens of q&a templates available for customization. Our customer success services help you configure for special needs: For example, a public check-in followed by a restricted access check-in.

With Safe Site Check In, you don’t need an in-house IT team to utilize and manage our automated daily log. Anyone can set up the check-in site within minutes. Requires no new hardware or software, downloads or pre-registration by staff or visitors. Be up and running in minutes, all for one affordable monthly subscription.  Contact Safe Site Check In via our free trial or demo today!