Computers and Technology

7 reasons visitor management systems are essential for healthcare facilities

visitor management system

7 reasons visitor management systems are essential for healthcare facilities. Healthcare facilities and hospitals require secure environments that go beyond the norm. Security issues can have serious legal consequences and long-lasting effects on those most vulnerable. Yet, the 2018 ASHE Hospital Security Survey revealed that security management has been 82% more difficult over the past two years – this was before COVID.

COVID-19 has required more data collection and restrictions on visitors and patients. To reduce staff burden, we are seeing healthcare facilities adopt visitor management systems (VMS). Continue reading to learn 7 reasons visitor management systems are so important for healthcare facilities.

Check out our webinar on managing safety and health in the aged and health care sector. It features Matt Hawken, Senior Sales Executive, and Michael Tagliaferri, Head of Customer Success.

  1. The check-in process is streamlined with visitor management systems

A VMS allows healthcare facilities digitally manage their check-in process, from identification confirmation to patient questionnaires to health insurance information. Pre-filled forms can be submitted by patients through secure channels, easing the stress of an already stressful process.

  1. Visitors management systems create a safer and more secure environment.

Patients have the right to privacy and dignity, no matter if they are visiting a doctor’s practice or an aged care facility. This means that the flow of people in and out of the building must be closely monitored. VMSs can issue QR codes and ID badges to contractors and visitors to allow them to get to where they need to go. The VMS can send alerts to security personnel when it detects that they are not on the right track.

  1. With a VMS, it’s much easier for healthcare workers and patients to comply with HIPAA.

It is vital that sensitive patient information be kept safe. VMSs can track who has access to patient information and separate different sets of information to ensure that no additional information is disclosed to contractors or visitors. This is not only convenience but also the law, as outlined in the HIPAA privacy rule.

  1. Visitors management systems permit transparency and privacy

Transparency is just as important in healthcare as privacy. You can track digitally visitor, patient, and contractor data to see what data has been collected, who viewed it, as well as comply with all data protection regulations.

  1. Visitors management systems facilitate COVID protocol changes

COVID makes it difficult to determine who is allowed into a facility and what information they have. A VMS can be used to help with COVID contact trace and safety checks. It records temperature, travel information, and symptoms. A digital system ensures that protocols are maintained consistent and accurately.

  1. A visitor management system can improve customer satisfaction

A simple way to collect and use data allows office staff to prepare visitors and contractors properly so that they can concentrate on welcoming them and providing other assistance. The VMS collects identification ahead of time so that all people entering the building can be expected. This helps to increase patient satisfaction.

  1. Visitors management systems are more secure and reliable than paper logbooks

Not only is it dangerous to keep track of visitors with paper logbooks or sign-in sheets, but it also lacks the privacy, consistency and accuracy of a digital visitor management software. VMS reduces paperwork in your office, so staff can focus on what matters and be more productive. Automating visitor entry is also more cost-effective.

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