8 Elements for Creating a Secure and Efficient Hospital Visitor Management Policy

Every hospital should have a written policy outlining visitor rules and expectations. This ensures that patients and visitors know in advance what is required while in the hospital, streamlines visitor traffic, and minimizes disruptions.

Here are some points to consider when designing your Visitor Management Policy:

1. Visitor Identification and Badging:

• Require all visitors to present an ID, sign in, and receive a visitor badge.
• Have a plan for people who do not have identification.
• Badges should include the visitor’s name, the date and time they visit, and the floor or department they are authorized to visit.
• Consider using photo ID badges for added security, especially if the visitor does not present a picture ID.
• Badges should be required to be worn so they are clearly visible to staff and patients at all times, not carried in a pocket or bag.

2. Visitor Screening:

• Implement a screening process to check for any health concerns, such as symptoms of contagious diseases, when needed.
• Include a background check process for certain types of visitors (e.g., contractors, vendors) and certain departments (e.g. Maternity, Behavior Health, NICU) as needed.

3. Visitor Access Control:

• Provide a dedicated parking area for Visitors.
• Funnel all visitors to one main entrance.
• Define the areas within the hospital where visitors are allowed.
• Restrict access to sensitive areas, such as intensive care units, maternity and pediatric units, pharmacy, HVAC and mechanical spaces, etc.
• Use electronic access control systems where possible.

4. Visiting Hours and Limits:

• Set clear visiting hours and communicate them to both patients and visitors. Hours may vary by unit, i.e. ICU, Maternity, and Pediatrics, may need to be more restrictive.
• Limit the number of visitors per patient at any given time to reduce congestion and maintain a calm environment.

5. Emergency Protocols:

• Include procedures for visitor management during emergencies, such as evacuation or lockdown situations.
• Ensure visitors are accounted for in the event of an emergency.

6. Privacy and Confidentiality:

• Ensure that visitor management practices comply with HIPAA and other privacy regulations.
• Train staff to protect patient privacy during visitor interactions.

7. Visitor Behavior Expectations:

• Clearly outline acceptable behavior for visitors, including respect for patients, staff, and other visitors.
• Have a process in place for addressing violations of these expectations.

8. Signage and Communication:

• Place clear signage throughout the hospital to guide visitors on policies and where to go. Display the visitor policy at all hospital entrances, information desks, and in waiting areas.
• Ensure that information on visitor policies is easily accessible on the hospital’s website and at the entrance. Post the visitor management policy on the hospital’s official website, preferably on the “Visitor Information” or “Patient and Visitor Guide” sections. Ensure it is easy to find and access. Consider posting in multiple languages if appropriate.
• Include visitor policies with patient communications during pre-registration or admission when possible. Communicate the policy to all hospital staff, ensuring everyone understands the procedures.