Managing visitors is a key aspect of hospital management, presenting several considerations for patient and building security, staff workflow, regulatory compliance, and patient privacy.
Visitor management systems have the potential to streamline most of the process, simplifying the steps that allow patients to receive visitors without compromising their safety. With this information, hospital administrators and security personnel will understand the advantages of an effective visitor management system, while discovering tools that can provide an efficient result.
Here’s a look at how hospitals can maintain a balance between patient privacy and security through the use of effective visitor management systems.
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Visitor Management System Considerations
When hospitals consider solutions for handling the flow of visitors, they may have a variety of challenges that they need to address. Primarily, a visitor management system must provide ample security for the hospital staff and patients. Ideally, the system can create an efficient workflow without significant backlogs or wait times for visitors to be processed.
Additionally, the system must meet regulatory compliance goals, including those targeting data security. Finally, the system should take into consideration the needs of the patient, particularly their privacy and ability to move safely throughout the hospital with minimal obstruction.
Benefits of Visitor Management Systems
Addressing the needs of patients, visitors, and hospital staff requires a visitor management system with peak efficiency. The benefits, outlined below, demonstrate the advantages of a robust system that employs the latest technology.
Efficient Operations
With a turnover rate of about 21% in staffing, hospitals need tools that make work efficient and easy to learn. By automating much of the visitor management process, administrators do not have to devote as many employee hours to supervising or handling the process. Instead, they can employ more security personnel to monitor the system and leave more time for hospital staff to attend to patients.
Improved Security
Depending on the type of visitor management system, hospitals can track the movements of visitors throughout the hospital from their initial entry to the moment they leave the building. A survey by the International Association for Health Security and Safety (IAHSS) noted that hospitals experienced an average assault rate of 22 per 100 beds in 2022. This survey also revealed that more than half of hospitals find it difficult to fully staff their security needs. Visitor management system tools can help hospital administrators to maintain high-security standards and comply with local regulations despite staffing challenges.
Real-Time Data Management
Hospital administrators need to have a bird’s-eye view of the hospital’s operations, including the movements of staff, patients, and visitors. Visitor management systems specialize in real-time data collection, which means they can determine when a visitor enters a restricted area and immediately alert security personnel. Access to this information can prevent or minimize criminal activity, as well as helping to locate patients or visitors during an emergency.
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Better Patient and Visitor Experience
For hospitals, improved health outcomes are a key consideration when employing any new system. Visitor management systems can enhance the patient and visitor experience by removing many of the hurdles these groups face when trying to interact with each other in a hospital setting. A smooth path from hospital entry to a patient’s room, with the assurance of increased security, can reduce the stress commonly associated with hospital visits.
Technologies for Visitor Management
Visitor management systems rely on a variety of technologies to streamline the process and provide accurate reporting to security personnel and hospital administrators. Technologies depend on the system and the needs of the hospital. Popular tools include:
- Scanning Systems: Using barcodes, QR codes, or RFID allows users quick access using an automated system while tracking their movement through the hospital. These tools integrate seamlessly with ID bands and labels, highlighting the importance of quality wristbands.
- Exit and Entry: Systems can track patients and visitors as they pass through each area of the hospital, which is key for accident management or handling patient elopement.
- High-Resolution Photography: Taking high-res photos of visitors as they check in can provide visual identification for further security.
- Access Denial: Automated systems can respond in real-time to a threat, preventing unauthorized people from accessing vulnerable patients or sensitive data.
Visitor management is a vital part of the running of a hospital. Without it, hospital administrators cannot hope to protect the security of the hospital and its patients.
Fortunately, visitor management systems can provide key safeguards. Implementing an automated process can save time and money without increasing patient risk.
Malcolm Aitken is Sales Manager for Chicago Tag & Label, which manufactures form labels, labels, and tags that deliver solutions to a broad range of industries including retail, industrial, manufacturing, distribution, and medical environments.
NOTE: The views expressed by guest bloggers and contributors are those of the authors and do not necessarily represent the views of, and should not be attributed to Campus Safety.
