Visitor Management System for Hospitals

Healthcare visitor management is critical to any hospital's operations, especially since the COVID-19 pandemic resulted in more stringent government restrictions on footfall. With staffing shortages making it more challenging for hospitals to meet these requirements, it has become even more crucial for healthcare organisations to find a system to help ensure compliance and safety efficiently. This is where a visitor management system comes into play.

What is a Healthcare Visitor Management System?

A healthcare visitor management system is a combination of hardware and software that allows for the real-time monitoring and management of visitors entering hospitals. By providing visitor visibility and helping to prevent overcrowding and unauthorised access quickly and efficiently, such systems contribute to a hospital’s security, quality of care, patient experience and compliance with Singapore’s requirements on the number of visitors.

Features of a Hospital Visitor Management System

At WerkDone, we offer a hospital visitor management system that comes with the following key features:

Cloud-Based System

By storing data on the cloud, your hospital will not have to worry about storage constraints. As a bonus, the data can be remotely accessed, enabling non-front-end employees to conveniently retrieve their required information for use in their work, even when off-site.

Intuitive user interface

With minimal skills required to operate WerkDone’s system, it reduces potential errors during operation. In addition, your team can easily master the tool with minimal training, preventing the implementation of the system from adding to their heavy workload and stress. With greater speed and reduced errors in the crowd management process, hospitals also benefit from a more positive brand image.

Digital workflows

When your hospital implements our healthcare management system, workflows are digitalised. This practice is more environmentally friendly and allows cost savings on paper-based processes to be achieved. Additionally, automation enables specific steps in crowd control, such as visitor pre-registration, to be completed by visitors. This also increases your hospital’s efficiency in managing visitors and frees up your valuable manpower so they can better work on more critical tasks.

Customisability

With the freedom to tailor the system to meet all your organisation’s needs, your team can maximise their gains from the investment.

Data security

The data collected by healthcare organisations are typically sensitive, and any breaches can cause severe financial and legal complications. Your institution’s reputation can also be negatively affected. By adopting WerkDone’s visitor management system, your team can be assured that there is a robust data security feature to safeguard the information well, minimising the possibility of adverse outcomes

How Does a Visitor Management System Benefit a Hospital

By adopting a visitor management system, your employees and visitors can benefit in more ways than one:

Streamline Visiting Processes

A healthcare visitor management system enables visitors to pre-register visits independently, and repeat visitors can have their profiles saved. Upon arrival at the hospital’s premises, visitors can also check in using their preferred system. This shortens the time for customer service staff to service these individuals, enabling everyone to benefit from shorter waiting times and reducing the workload for customer service employees. When visit schedules can be tracked digitally, it also increases the ease for hospital employees to pull together an overview on a dashboard to better prevent overbooking and overcrowding. This enhances the overall visitor experience and prevents your team from being overworked. As data is reflected in real-time, your staff will also be empowered to take action rapidly to control or restrict crowd movement. This can be useful in circumstances requiring disease containment interventions such as COVID-19. Lastly, with frequent revisions to healthcare protocols in Singapore, a visitor management system ensures that all the latest information can easily be conveyed to visitors in a standardised manner and safeguard the hospital in the event of disputes.

Simplifying Data Management

With the large number of patients and visitors hospitals service daily, it can be tricky for your team to manage the sheer amount of data using a paper-based system. By implementing a visitor management system, the data can be easily categorised, stored and retrieved, saving time for your employees. As a bonus, the analytics function allows your organisation to gain further insights from the data and present them in an easy-to-understand manner on a dashboard. Thus, any employee can benefit from using this extra information to make informed decisions that improve their work performance.

Improved Security

By adopting a visitor management system, your hospital can also easily monitor the movements of individuals while they are on the premises. This makes it easier to keep unauthorised and unwelcomed individuals away from restricted areas, protecting the safety of hospital staff, patients and equipment. Meanwhile, the ability to set timed access ensures that nobody can overstay more than the required duration. This keeps the crowd at an optimal level at all times, contributing to a better visitor experience and reducing the possibility of disease transmission. Apart from this, such a system also enables data to be better protected through encryption, minimising the chances of breaches that can compromise your hospital’s reputation. By investing in a visitor management system, organisations can take a proactive approach to security and create a safer environment for employees, visitors, and patients.

Cost Savings

Perhaps most importantly, a healthcare visitor management system automates workflows. This reduces the need for stationary, paper, files and storage cabinets required for manual visitor registration processes, enabling hospitals to achieve cost savings. Your employees will also benefit from spending less time on administrative duties, which helps your hospital save on paying employees to work overtime. For your team, this means better work-life balance and the ability to take on tasks that engage them more, which can translate to higher employee satisfaction. Additionally, your organisation can easily cross-check the work hours charged by your third-party service providers against the data obtained through the system, helping your hospital ensure that you are accurately billed.

OUR CLIENTS

Ren Ci Community Hospital

Ren Ci Community Hospital is a charity healthcare institution with the primary mission of providing affordable medical, nursing, and rehabilitative care services for seniors in the community. They approached us seeking a solution that would give them the ability to better manage visitors per bed. This required taking into account MOH’s (Ministry of Health) ever-changing guidelines on Covid Prevention and other public health measures, while safely handling patient and visitor data. Traditional methods of visitor management involve heavy paperwork, this risks human error or loss of sensitive data. Additionally, the hospital sees a large variety of visitors passing through its doors, from patients to visiting family, to staff and retail operators.

By implementing a Visitor Management System, we provided Ren Ci Community Hospital with:

The ability to identify over 50 different categories of visitors by their visit purpose and security clearance.

Access Management via automated gantries and kiosks.

Easy implementation of capacity rules and measures, in which visitors are automatically added to a waiting list if the maximum capacity for a specified time limit has been reached.

Made it easier to welcome new and repeat visitors and manage their data on a cloud-based server.

Streamlining hospital’s enforcement of Visitor Management and security protocol.

By implementing a Visitor Management System, we provided Ren Ci Community Hospital with:

The ability to identify over 50 different categories of visitors by their visit purpose and security clearance.

Access Management via automated gantries and kiosks.

Easy implementation of capacity rules and measures, in which visitors are automatically added to a waiting list if the maximum capacity for a specified time limit has been reached.

Made it easier to welcome new and repeat visitors and manage their data on a cloud-based server.

Streamlining hospital’s enforcement of Visitor Management and security protocol.

Orange Valley Nursing Home

Orange Valley is one of largest private nursing home operators in Singapore, running five separate facilities which contribute invaluably to local community care. Orange Valley approached WerkDone due to challenges posed by the growing ageing population, frequent changes in public health guidelines, and heavy administrative workload due to paper-based procedures. A customized end-to-end solution in the form of WerkDone's Visitor Management System was introduced.

By implementing a Visitor Management System, we provided Orange Valley Nursing Home with:

Efficient Online Appointment Booking System for visitors, vendors, or contractors

User-friendly self-registration platforms for visitor

Ensuring seamless and secure admission procedures by implementing automated Patient and Next to Kin admission

Ability to accurately identify and authenticate visitors for Automated Door Access Management

Flexibility to customize booking rules on Admin function

Dynamic Data Report for Analysis and Audit purposes

By implementing a Visitor Management System, we provided Orange Valley Nursing Home with:

Efficient Online Appointment Booking System for visitors, vendors, or contractors

User-friendly self-registration platforms for visitor

Ensuring seamless and secure admission procedures by implementing automated Patient and Next to Kin admission

Ability to accurately identify and authenticate visitors for Automated Door Access Management

Flexibility to customize booking rules on Admin function

Dynamic Data Report for Analysis and Audit purposes

Take Visitor Management to the Next Level with WerkDone’s System

Employing a visitor management system not only helps your hospital improve crowd control processes, but also enables cost savings to be achieved and valuable insights to be gained that facilitate strategic decision-making. As a leading provider of end-to-end access management solutions, WerkDone is confident in drawing on our rich experience to seamlessly integrate our visitor management system into your hospital’s workflow so your team can quickly enjoy its benefits.

Our track record of successful implementation in more than 200 organisations and the recognition we received from institutions such as SOCOTEC demonstrate our commitment and ability to deliver the highest level of service to clients.
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Take Visitor Management to the Next Level with WerkDone’s System

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