The Importance Of Visitor Management Software In Healthcare Facilities

Currently, the healthcare industry faces a unique challenge related to striking a balance between patient care and robust security.

Over 90% of healthcare data is compromised due to unauthorized access. Thus, the visitor management software is becoming an increasingly important feature in many different businesses.

It has now also become a vital tool in many healthcare facilities, which have found it to be a quick, efficient, and hygienic way to check in patients and visitors.

In this article, the team behind VMFree, a cloud-based visitor management system, examines the functionality and importance of visitor management software in healthcare facilities.

Read on…

Visitor Management System: The Overview

The visitor management is any specific process that helps a specific organization to keep track of the people who are visiting the particular location. The system may be the same. However, the policies may vary based on the following:

• Organization
• Facility type
• Industry
• Geographic location

You may encounter a few organizations that simply collect the visitor’s name, which is sufficient for their system.

On the other hand, there can be different organizations that have high security requirements, such as badges, legal documents, employee escort, and even more!

So, how exactly does the process work?

Step 1: A visitor signs in on a tablet or a computer

When the visitor arrives, they enter their name and details on a tablet or computer. The collector collects the person’s details, takes a photo,, and then asks them to digitally sign a document.

Step 2: Once the signature is done, the employee gets a notification about the guest.

The visitor management sends an automatic alert to the correct employee that the guest has arrived.

Step 3: The employee further meets the visitor.

The employee now knows who is in the waiting area and meets them as per the schedule.

However, when it comes to the healthcare industry, visitor management systems are primarily designed for patients.

The process remains the same. However, in the case of a hospital, the caregiver gets the notification. The visitor visits the patient under the supervision of the caregiver.

And What Are The Features You Should Look For In A Hospital Visitor Management Software?

When you are selecting a visitor management system for healthcare purposes, you have to consider the following factors:

1. Visitor Registration
2. Bagde printing
3. Real-time tracking
4. Integration capabilities
5. reporting tools
6. Customizable options

So, you must look for a strategy that can positively align with the overall hospital needs.

The Importance Of Visitor Management System

The global market for visitor management systems is experiencing significant growth. The prediction indicates that the development will increase from $1,858.9 million in 2025 to approximately $6,984.7 million in 2035.

As for the CAGR, it will reflect an 11.7% growth in total!  

The data is quite evident that organizations are seeking a better, more secure, and efficient visitor management system to enhance their security.

Multiple Points Of Entry

Larger healthcare settings, such as hospitals, often have multiple points of entry, making a single visitor check-in station impractical.

By providing visitor management software in each department, it is much easier for people to check in upon arrival, and staff can find it a more efficient way to keep track of who is in the building.

Large Volumes Of Visitors

Hospitals can see thousands of people pass through their doors each day, and if each one were required to check in at a reception desk, huge queues would likely form.

This can make things much more stressful and difficult for staff members and can leave visitors becoming impatient and possibly late for appointments.

Visitor management software is installed to help reduce the waiting time for visitors when they arrive. It allows them to check in quickly and easily without any issues of miscommunication, distraction, or delays.

This will also free up reception staff members to do more important tasks and offer greater levels of patient care.

Dealing With Infectious Diseases

Hospitals are full of vulnerable people, so it is important to take every measure possible to protect them.

As visitor management software can be tailored to the needs of each healthcare setting, the check-in process can ask questions to help screen visitors for potential symptoms of infectious diseases.

Once this has been identified, it is then possible to reduce the exposure of the patients, therefore, preventing the spread of any harmful diseases or illnesses.

Patient Security

The safety of those in any healthcare setting must be of paramount importance, and visitor management software can help with this.

The software allows staff to quickly identify individuals who might pose a risk to patient safety and provide the ability to include a blocklist to restrict entry when signing in.

This helps to prevent any unwanted visitors and potential incidents, therefore keeping patients as safe as possible.

Managing Patient Flow

Large hospitals and small doctors’ surgeries are also focusing on installing Visitor management software for effective results.

When a patient signs in, the system can then direct them to their designated location, whether it is a waiting area or a treatment room.

This can be preprogrammed to ensure that they receive accurate information, and it can be easily changed to help manage the flow of patients throughout the environment.

Emergency Procedures

In the event of an emergency, staff must be aware of who is on site at all times. Visitor management software can provide live data, making it much easier to locate individuals, which is especially important in the event of an evacuation.

Regulatory Compliance

Visitor management software can help healthcare facilities comply with strict regulatory standards and guidelines, including CQC requirements and GDPR regulations.

Many healthcare settings are finding the integration of visitor management systems to have substantial benefits.

It gives staff the opportunity to be more productive and ensures that patient care and safety are fully enhanced.

It also allows hospitals to understand the needs of their visitors through the data that they collect and gives them an opportunity to reduce costs at a time when budgets are as tight as ever.

Read Also:

• What Are Examples Of Commercial Security?
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