4 Visitor Management Features that Boost Hospital Security and Improve Visitor Experience

Hospitals experience a constant flow of people, welcoming hundreds, sometimes thousands, of patients, staff, and visitors each day. Yet despite the high volume of foot traffic, fewer than half of healthcare workers report their hospital requires basic visitor management security protocols like ID checks at entry points.

This gap in oversight comes at a time when safety concerns in healthcare are rising dramatically. According to recent research conducted by The Harris Poll and Verkada, nearly two in five healthcare workers have considered leaving their roles due to safety concerns, and almost half say they’re likely to do so within the next year.

In this threat landscape, hospitals must reevaluate how they manage who comes through their doors. Modern visitor management systems are emerging as a vital tool to increase safety and security without compromising the visitor experience.

From intuitive design and real-time visitor screening to electronic medical records (EMR) integrations and more, the following are the features that every healthcare system needs to protect its patients and staff, while maintaining a safe, seamless experience for every visitor.

1. Connected Check-In Experience

Many hospitals still rely on pen-and-paper processes for visitor check-in, slowing down operations, introducing more opportunity for errors, and creating a less-than-ideal first impression. Modern visitor management systems replace these outdated workflows with intuitive, tablet-based interfaces that are easy for both staff and visitors to navigate.

With a simple touchscreen setup, front desk teams can scan IDs, collect signatures, print visitor badges, and capture any required documentation – all in one place. Branding elements like logos and color schemes can also be incorporated to create a professional, welcoming experience from the moment a visitor arrives. The result is a faster, more consistent check-in process that reduces administrative burden while setting the tone for professionalism the moment a visitor checks in.

2. Real-Time Screening

Once a visitor begins the check-in process, safety protocols should be built into the experience without creating friction. One of the most important is verifying whether a visitor is cleared to enter. Real-time visitor screening gives hospitals a proactive way to navigate complex visitation scenarios, such as patients requesting that specific individuals not be allowed to visit, or the need to enforce restraining orders and other legal protections.

By scanning a photo ID, visitor management systems can automatically check individuals against customizable approve and deny lists, enabling hospitals to manage these situations thoughtfully and efficiently. Staff can pre-authorize trusted guests or flag individuals who should be denied access, helping ensure policies are enforced consistently without adding administrative burden. If a match is detected, front desk or security teams can be alerted immediately, allowing them to take appropriate action before the individual enters.

3. EMR Integration with Visitor Management

Visitor management becomes even more powerful when integrated with a hospital’s EMR platform. These integrations allow front desk staff to instantly access real-time patient information, such as name, department, and room number, the moment a guest begins check-in.

From there, custom badges can be printed, nurses or care teams for the specific patient that the guest is visiting can be automatically notified, and visitors can be directed to the correct location without confusion. This level of integration not only saves time for staff but also helps visitors navigate the facility with ease, contributing to a smooth and welcoming experience.

4. Guest Insights

Check-in is just one part of the visitor’s experience. It’s important for hospitals to maintain awareness of who is on-site to ensure policies, like guest limits and visiting hours, are followed and to respond effectively if an issue arises.

Digital visitor logs can help staff maintain that awareness without adding an administrative burden. Each check-in can automatically capture helpful context such as the visitor’s name, photo, time of entry, and purpose of visit. When integrated with other systems like video security, this information can also provide useful insights into a visitor’s activity if further review is ever needed.

In the event of an incident, having access to this information allows security teams to act quickly and confidently, whether that means understanding who is present, retracing steps, or coordinating with local authorities. This level of visibility helps hospitals keep people safe, ensure accountability, and maintain trust throughout the facility.

Modernizing the First Line of Defense

Visitor management plays a crucial role in shaping both safety and experience in healthcare settings. With more than four in five healthcare workers calling for stronger security measures, one of the most effective places to start is at the front door. By modernizing how hospitals manage who comes through their doors, healthcare leaders can take meaningful steps to protect staff, support patients, and reduce operational strain – all while maintaining a positive, seamless experience for every visitor.

This article originally appeared on Campus Safety.