Healthcare organizations are constantly challenged to protect patients, visitors, and sensitive data while ensuring every visitor feels welcomed and experiences a smooth, efficient check-in process. Splan’s Visitor Management System (VMS) is purpose-built for healthcare settings, helping hospitals and clinics streamline visitor registration, reinforce safety protocols, and integrate seamlessly with existing clinical and administrative systems.

By integrating your visitor management system into the EHR, staff gain instant access to the relevant information, reducing administrative delays, and improving operational efficiency allowing them to focus more on patient care.

Transforming the Hospital Visitor Experience

Hospital Management in Splan Visitor Management system typically involves identity verification, visitor and patient registration, badge issuance, and enforcement of security protocols. Traditional manual processes can lead to long wait times, inconsistent experiences, and potential compliance risks.

Splan modernizes this process with:

• Automated visitor registration

• Contactless and biometric visitor check-in

• Digital visitor logs for effortless auditing

• Real-time notifications for visiting hours and restrictions

• Access control integrations for secure zones

• HIPAA-compliant data handling

With the above features, hospitals create a smooth, professional, and secure experience for every patient and visitor, while dramatically reducing bottlenecks at entry points.

Best Practices for Deploying a Hospital Visitor Management Solution

To maximize the benefits of Splan VMS, healthcare facilities should consider these best practices:

1. Comprehensive Staff Training: Ensure front desk and security personnel are familiar with workflows, emergency procedures, and visitor policies.

2. Clear Signage and Communication: Guide the visitors with visible instructions to simplify the check-in process.

3. Promote Automated Registration: Utilize kiosks and digital forms to replace manual paperwork and save time.

4. Secure Data Integration: Synchronize visitor and patient information safely with EHRs through HL7.

5. Robust Security Measures: Implement biometric IDs, mobile credentials, and controlled access zones for added protection.

6. Routine Audits: Regularly review visitor data and logs to strengthen security and compliance.

7. Emergency Preparedness: Track visitors and issue real-time alerts during emergencies.

8. Continuous Improvement: Gather feedback and refine workflows to enhance visitor and patient experiences.

Real Impact in Healthcare Facilities

Hospitals using Splan’s HIPAA-compliant visitor management system have reported:

• Up to 40% faster check-in times

• Improved visitor satisfaction and transparency

• Better incident reporting and tracking

• Stronger compliance with healthcare security policies

• Simplified coordination for staff, security, and administration

With its user-friendly interface, advanced integration capabilities, and biometric options, Splan VMS helps healthcare organizations create safer, smarter, and more welcoming environments every day.

Security and Patient-Centric Visitor Management Policies

Hospitals must ensure safety, compliance, and a seamless visitor experience. Splan VMS supports healthcare facilities in enforcing policies efficiently while maintaining a welcoming environment.

Healthcare Security Policies

• Regulatory Compliance: Adhere to HIPAA Security Rule and NIST Cybersecurity Framework for robust risk management.

• Access Control: Restrict sensitive areas like ICUs and pharmacies with electronic locks and zone-based permissions.

• Visitor Screening: Pre-register visitors, verify identities, and check against watchlists.

• Cybersecurity Measures: Protect data through email and endpoint security, data loss prevention, vulnerability management, and incident response planning.

• Staff Training: Mandatory HIPAA and security awareness programs for all personnel.

• Incident Response: Documented plans for breaches, lockdowns, and emergencies.

Patient Experience Policies

• Patient-Centered Care: Ensure care aligns with patient preferences, needs, and values.

• Streamlined Interactions: Reduce administrative delays, enabling staff to focus on patient care while delivering a smooth visitor experience.

Visitor Management Guidelines

• Clear Policies: Define visiting hours, access levels, and emergency procedures.

• Flexible Visitation: Promote open visitation while maintaining infection control and privacy.

• Digital Check-In: Streamline registration, badge issuance, and real-time tracking.

• Visitor Badges: Include photo, time limits, and controlled access zones.

• Emergency Protocols: Implement lockdown and evacuation procedures with real-time visitor tracking.

Splan VMS ensures healthcare organizations uphold these policies effectively, creating a secure, efficient, and welcoming environment for patients, staff, and visitors.