Module guide · Clinical

Visitor Management

Front-desk check-in with an automatic blacklist guard, a searchable visit log, per-person profiles with full history, health screening, and ban management.

Overview Dashboard Check-in Visitor logs Visitor profiles Health screenings Blacklist Reports & statistics Good practices

What this module is for

Restricted to admins/directors, nursing staff, front-desk/registration, and safety, infection-control, and compliance officers.

Who uses it

Hospital admins and directors, nurses at every level, front-desk and registration staff, and safety/infection-control/compliance officers. Physicians, general staff, and billing cannot see this module, if a colleague can't find it in their sidebar, it's a permissions issue, not a bug.

Where to find it

Open Visitor Management from the sidebar. Seven screens: a dashboard plus Check-In, Visitor Logs, Visitor Profiles, Health Screenings, Blacklist, and Reports.

1
Check in
New or returning visitor, patient, relationship, and purpose, blacklist and screening checks run inline.
2
Track the visit
Visitor Logs shows everyone checked in, overstaying, or awaiting approval.
3
Build the record
Every visit rolls up into a Visitor Profile with full visit, ban, and screening history.
4
Manage restrictions
Flag a single visit, or ban a visitor from a patient, unit, facility, or the whole system.

A few terms you'll see throughout

A Visitor Log is one visit; a Visitor Profile is the reusable record for the person, used to recognize returning visitors and to apply bans. A ban's scope can be as narrow as one patient or as broad as the whole system.

Dashboard

Today's and a custom date range's activity, plus quick links into every other screen.

Stat tiles (Today, and for a custom From/To range)

Field	What it means
Total Visits, Unique Visitors, Currently Checked In
Overstays, Denied Entry, Blacklisted Encounters	Red-tinted whenever above zero.
Avg Duration, Avg Visits/Day

A red alert banner lists anyone currently overstaying (badge number, unit, scheduled check-out time) and links straight to Visitor Logs. Below that, breakdowns of visits by purpose and by unit.

Check-in

The working front-desk screen: check a visitor in, new or returning, and check people out.

Returning visitor

Field	What it means
Search by name or phone	Picks up the visitor's existing profile so their details and history carry over.

New visitor

Field	What it means
First Name, Last Name*
Middle Name, Phone, Email
ID Type, ID Number, ID Issuing State	9 ID types: Driver's License, State ID, Passport, Military ID, Tribal ID, Resident Alien Card, Employee Badge, Student ID, Other.

Visit details

Field	What it means
Patient Being Visited*
Patient Location, Unit
Relationship*	20 options, e.g. Spouse, Parent, Legal Guardian, Clergy, Interpreter; "Describe Relationship" appears if Other.
Purpose of Visit, Purpose Notes*	16 options, e.g. General Visit, Discharge Escort, Maternity Support, End of Life.
Scheduled Check-Out, Badge Number	Leave Badge blank to auto-assign; Scheduled Check-Out drives the overstay flag.

The blacklist check runs automatically

The moment a returning visitor and a patient are both selected, the system checks for an active ban in the background. If blocked, a red banner appears and the Check In button is disabled, no way to badge in a banned visitor by accident.

A Health Screening Required checkbox reveals an inline panel: temperature, 8 symptom checkboxes, recent international travel, known exposure (with details), PPE provided, and outcome notes, the pass/fail/escalate outcome is calculated automatically from what's entered.

The bottom of the page lists everyone currently checked in today, with a Check Out button per row (Badge Number + Notes).

Checked In — on-site now

Overstay / Denied / Blacklisted — needs attention

Pending Approval — awaiting sign-off

Visitor logs

Search, review, and manage the full history of check-ins, with approval, denial, and restriction actions.

Search filters

Field	What it means
Name, phone, badge number, patient, unit
Status, Relationship, Purpose	Same option lists as Check-In.
Check-In From/To, Overstay only, Active only

Results are exportable to CSV or Excel. Clicking a row opens a detail drawer with badges for OVERSTAY, RESTRICTED, and ESCORT REQUIRED where they apply, plus a link to the visitor's full Profile.

Actions, by status

Field	What it means
Check Out / Force Check-Out	While Checked In. Force Check-Out requires a typed reason, used when a visitor left without formally checking out.
Flag Restriction	Marks the visit as restricted, with a reason (Patient Request, Protective Order, Abuse Concern, and 8 more) and notes, without creating a full ban.
Approve / Deny	While Pending Approval. Deny requires a typed reason.

Visitor profiles

Look up the persistent record for a specific person, and open their full history.

Directory search

Field	What it means
First Name, Last Name, Phone, Email
Blacklisted only, Trusted only	Checkboxes.

A profile page shows total visits, last visit, ID type/expiry, and a Trusted Visitor flag if set, plus three tabs: Visit History, Ban History, and Screening History. From here, Edit updates the person's details, and Ban This Visitor opens the same ban form described below.

Health screenings

Review failed or escalated screenings, or record a new one for any visitor.

Screen a Visitor form

Field	What it means
Find Visitor*	Search by name.
Temperature, Symptoms (8), Recent travel, Known exposure	Exposure Details required if Known exposure is checked.
PPE Provided (4), Outcome Notes

The outcome is calculated, not chosen

Staff record symptoms, temperature, travel, and exposure, the system decides Pass, Fail, Deferred, or Escalate to Nurse from that data.

Blacklist

Create and lift bans, and run an on-demand check on whether a visitor is currently blocked.

New Ban form

Field	What it means
Visitor*
Scope*	Patient-Specific, Unit-Wide, Facility-Wide, or System-Wide.
Patient / Unit / Facility	Required depending on Scope.
Reason, Reason Details*	11 reasons, same list as Flag Restriction.
Supporting Document Reference, Expires At	Leave Expires blank for a permanent ban.

Lift Ban requires a typed reason for lifting, no un-banning without an audit trail. A Check Ban Status widget on the same page runs the same block-check used automatically at Check-In, as an on-demand lookup.

Active — currently blocking entry

Expired / Lifted — no longer in effect

Reports & statistics

The same stats as the dashboard, with fuller breakdowns and export tools.

Extra breakdowns

Field	What it means
Visits by Day of Week	Bar chart.
Visits by Purpose, Relationship, Unit, Screening Outcomes

Export & print

Field	What it means
Daily Report	One calendar day, as TXT, PDF, or print-ready PDF.
Stats Report	The applied date range and unit filter, as PDF, Excel, or print-ready PDF.

Good practices

Search returning visitors before typing a new profile

It keeps one clean history per person and avoids duplicate profiles that split someone's visit and ban history in two.

Create bans from the Blacklist screen, not the profile page

The Blacklist screen's ban form uses proper patient/unit search pickers; the profile page's version uses raw ID fields that are easy to mistype.

Reason fields exist for the audit trail

Denying entry, force-checking-out, flagging a restriction, and lifting a ban all require a typed reason, by design, for compliance review.

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