Why Care Homes should use a Digital Check-in Solution.
In this blog post, we demonstrate multiple ways that your care home would benefit from a visitor management system.
The residential care sector has grown rapidly in recent years and is now one of the fastest-growing sectors in healthcare. Care homes provide residents with assistance through activities and catering to their specific needs. Visitor management systems are essential for any business that houses people and has visitors coming in and out regularly. If you work in a care home or are planning on opening one, here’s why you need a visitor management system.
Section 1: Visitor Preparation
Section 2: Comply with GDPR Regulations
Section 3: Improve the Check-In Process
Section 4: Ensure Safety for Residents and Staff
Section 5: Strengthen your Fire Evacuation Drills
Section 6: Create a Modern First Impression
Section 7: Improve CQC Ratings
1) Visitor Preparation
In order to ensure a smooth and efficient visit for your guests, it is highly recommended that you pre-book them in advance. This not only helps to avoid any last-minute hiccups, but also enables you to provide them with important information prior to their arrival. By sending out emails well in advance of their visit, you can share vital details with your visitors such as health and safety protocols, policies, and fire evacuation processes. This allows them to familiarise themselves with the rules and regulations of your home, which can help to make their visit more enjoyable and stress-free.
When a visitor is pre-booked, a confirmation email is automatically sent out to them. This email contains a wealth of valuable information that they can refer back to as needed, including the date/time of their visit and a unique QR code for check-in. This not only helps to streamline the check-in process but also saves both staff and visitors valuable time upon arrival. By providing visitors with all of the necessary information ahead of time, you can ensure that their visit runs as smoothly and efficiently as possible, leaving them with a positive impression of your facility and the services you offer.
2) Comply with GDPR Regulations
A visitor management system can aid in adhering to the General Data Protection Regulation (GDPR) by providing a secure and transparent system for handling personal information.
Here are some ways in which a VMS can help you adhere to GDPR regulations:
A VMS can be configured to collect only necessary personal information, such as name, the purpose of the visit, and contact details. This helps to minimise the data you collect, store, and process.
Unlike traditional paper books, previous visitor details are not on display for anyone to look through and potentially steal. All personal data on VMS is securely stored and out of sight for unauthorised personnel once input into the system.
You are given the option to delete and archive visitor information if asked to do so. With paper books, you have to rip sheets out and shred them so they can't be retrieved. This is both time-consuming and improper.
3) Improves the Check-In Process
Managing visitor check-ins at a care home is one of the primary challenges faced by care staff. With multiple visitors arriving daily, it becomes challenging to keep track of check-in times and guest details. By implementing a VMS, you can maintain an accurate log of all visitors on the premises to promote resident safety.
When several visitors arrive simultaneously, it can be challenging to maintain a clear reception area. Therefore, it is essential to have a fast and efficient check-in process. A visitor management system enables visitors to input their personal details quickly and effortlessly, reducing stress during the check-in process. By implementing an efficient check-in system, care staff can allocate more time to resident health, safety, and care.
Moreover, using a VMS minimises paperwork and administration work for the reception team by generating reports and automating manual tasks that would have taken longer without the system.
4) Ensures Safety for Residents and Employees
One of the most significant benefits of utilising a visitor management system is the ability to screen out unapproved guests. By implementing a system that guests must pass through for approval, you can minimise the number of unapproved visitors attempting to enter your care home. Additionally, you can conduct background and screening checks to ensure the safety of your vulnerable residents and request photo identification to verify the visitor's identity.
In addition, a visitor management system can contribute to ensuring the safety of your employees. By enforcing a strict visitation policy, you can reduce the transmission of germs and illnesses among individuals. This aspect has been especially critical since the Covid-19 pandemic, where it is essential to prevent anyone on the premises from coming into contact with viruses or illnesses that could potentially spread throughout the care home.
5) Strengthen your Fire Evacuation Drills
A visitor management system can significantly aid care homes in strengthening their fire evacuation drills. The system can help maintain accurate and up-to-date records of visitors, including their names, contact information, and purpose of visit. This data can be accessed instantly by the care home staff during an emergency, helping them quickly identify the whereabouts of all visitors on the premises. This ensures that all visitors are accounted for during fire evacuation drills, minimising the risk of anyone being left behind.
Moreover, the visitor management system can help automate the evacuation drill process, making it more efficient and effective. Overall, a visitor management system can play a critical role in strengthening fire evacuation drills and improving the safety of care home residents and visitors.
6) Create a Modern First Impression
A VMS creates a more modern first impression for care homes by introducing an efficient and streamlined check-in process. Visitors can check in quickly and easily using an electronic kiosk, instead of relying on traditional paper logbooks. This modern approach not only saves time but also creates a professional and welcoming atmosphere that visitors will appreciate.
Moreover, a visitor management system provides care homes with the ability to record and store visitor data accurately and efficiently. This can be retrieved easily and quickly when needed. This modern and organised approach gives visitors the impression that the care home is well-managed, up-to-date with the latest technology, and places a high priority on safety and security. In turn, this can increase confidence and trust among visitors and create a positive first impression that reflects positively on the overall quality of care and services offered by the care home.
7) Improve CQC Ratings
A visitor management system can positively impact a care home's CQC (Care Quality Commission) rating in several ways. Firstly, it can help maintain accurate records of visitor information, demonstrating that the care home is organised and efficient. CQC inspectors may review the care home's records to ensure it is following appropriate safety and security protocols. Secondly, the system can help care homes maintain a safe and secure environment for residents by verifying visitor identities, checking for outstanding warrants, and issuing identification badges or wristbands. This can prevent potential security breaches, which can reflect positively on the CQC rating.
Moreover, a visitor management system can improve the overall visitor experience, which can contribute to a positive perception of the care home. A streamlined check-in process creates a professional and welcoming atmosphere, demonstrating the care home's attention to visitors' needs and expectations. This can contribute to a more positive overall impression of the care home, which can reflect positively in the CQC rating.
