Verify the visitor's identification to ensure they are authorized to visit the hospital. This task plays a crucial role in maintaining the security and safety of the hospital premises. The desired result is to confirm the visitor's identity matches the information provided. If there are any challenges in validating the identification, such as expired documents or discrepancies in the information, contact the appropriate department for assistance. Resources required for this task include a valid identification scanner or manual verification by the staff.
Check visitor's appointment details
Verify the visitor's appointment details to ensure they have a scheduled visit to the hospital. This task ensures smooth coordination between the visitor and the hospital staff. Confirm the appointment details, including the date, time, and department, match the visitor's intention. If there are any discrepancies or confusion, contact the hospital department in charge of appointments. Ensure to provide clear instructions on how to proceed if the visitor doesn't have an appointment. Resources required for this task include the hospital appointment scheduling system or a contact list for the appointment department.
Fill visitor's information in the system
Enter the visitor's information into the hospital system for documentation purposes. This task facilitates efficient record-keeping and enables easy access to visitor data when required. Ensure accurate and complete entry of information in the designated fields. If there are any challenges or technical issues with the system, consult the IT department for assistance. Resources required for this task include access to the hospital information system and a computer or device with internet connectivity.
1
Male
2
Female
3
Prefer not to say
Capture visitor's photo for the pass
Take a high-quality photograph of the visitor to be printed on the visitor pass. This task ensures proper identification of the visitor within the hospital premises. Ensure the photo captures the visitor's face clearly and matches the provided identification. If there are any technical issues with the camera or difficulties in obtaining a suitable photo, consult the IT or security department for assistance. Resources required for this task include a camera or device with a camera, suitable lighting, and a designated area for photography.
Print temporary visitor pass
Generate and print a temporary visitor pass for the visitor. This task provides the visitor with a visible proof of authorization to move within the hospital premises. Ensure the temporary pass includes the visitor's photo, name, and the date of visit. If there are any challenges with the printing process or the availability of printers, consult the IT or administrative department for assistance. Resources required for this task include a printer connected to the hospital network and suitable visitor pass templates.
Review purpose of the visit
Engage in a conversation with the visitor to understand their purpose for visiting the hospital. This task helps determine the visitor's intentions and potential areas they should be directed towards. Show empathy and actively listen to the visitor's concerns or questions. Offer guidance or further assistance if needed. If there are any sensitive or urgent matters discussed during the conversation, consult the appropriate department or escalate as required. Resources required for this task include effective communication skills and active listening abilities.
Approval: Purpose of Visit
Will be submitted for approval:
Review purpose of the visit
Will be submitted
Provide visit guidelines and hospital policies
Inform the visitor about the visit guidelines and hospital policies they are required to follow while on the premises. This task ensures the visitor is aware of their responsibilities and helps maintain a safe and respectful environment within the hospital. Explain the guidelines clearly and emphasize any specific instructions relating to the visitor's purpose of visit. If there are any changes or updates to the guidelines, ensure the visitor is informed accordingly. Resources required for this task include a document or manual containing the visit guidelines and hospital policies.
Ensure visitor understands guidelines
Confirm the visitor's understanding of the visit guidelines and hospital policies. This task ensures the visitor is fully aware of their responsibilities and can adhere to the set guidelines. Engage in a conversation with the visitor, asking them questions related to the guidelines and policies. Address any concerns or confusion the visitor may have and offer further clarification. If the visitor is unable to understand or comply with the guidelines, consult the appropriate department or escalate as required. Resources required for this task include effective communication skills and active listening abilities.
1
Fully
2
Partially
3
Not at all
Activate visitor pass in the system
Authorize the visitor's pass within the hospital system to grant them access to restricted areas if applicable. This task enables seamless movement of the visitor within the hospital under controlled access. Ensure accurate and timely activation of the visitor pass in the system. If there are any technical issues or challenges in activating the pass, consult the IT department or the appropriate access control department for assistance. Resources required for this task include access to the hospital information system and appropriate privileges.
Hand over the visitor pass to the visitor
Provide the visitor with the authorized visitor pass. This task ensures the visitor has the physical pass to display while moving within the hospital premises. Hand over the visitor pass in a friendly manner and provide any necessary instructions on where to wear or display the pass. If the pass is misplaced or lost, follow the appropriate procedures to issue a replacement pass. Resources required for this task include the authorized visitor pass and a designated area for pass distribution.
Confirm visitor check-in in the system
Record the visitor's check-in information within the hospital system to ensure accurate tracking of their movements. This task allows for efficient monitoring and management of visitor presence within the hospital premises. Confirm the visitor's check-in time and details in the system. If there are any challenges or technical issues with the check-in process, consult the IT department or the appropriate tracking system support for assistance. Resources required for this task include access to the hospital information system and appropriate privileges.
Inform hospital department of visitor's arrival
Notify the relevant hospital department or personnel about the visitor's arrival. This task ensures proper coordination and preparedness for the visitor's purpose of visit. Communicate necessary details to the department, including the visitor's name, purpose, and any additional information provided. If there are any urgent matters or specific requirements related to the visitor, highlight them in the notification. Resources required for this task include a contact list of the respective departments or personnel to inform.
Approval: Check-In Completion
Will be submitted for approval:
Confirm visitor check-in in the system
Will be submitted
Monitor visitor's movement within the hospital
Keep track of the visitor's movement within the hospital premises. This task ensures the visitor is guided and assisted as required and helps maintain overall security and safety. Regularly check on the visitor's location and query their satisfaction or any further assistance they may need. If there are any concerns or unexpected behaviors observed, consult the security or appropriate personnel to address the situation. Resources required for this task include effective communication skills and knowledge of the hospital layout.
1
Main lobby
2
Cafeteria
3
Patient ward
4
Emergency department
5
Pharmacy
Log visitor's exit time in the system
Record the visitor's exit time within the hospital system to ensure accurate tracking and monitoring of their stay. This task allows for efficient management of visitor presence and facilitates adherence to visit duration policies. Confirm the visitor's exit time and details in the system. If there are any challenges or technical issues with the exit logging process, consult the IT department or the appropriate tracking system support for assistance. Resources required for this task include access to the hospital information system and appropriate privileges.
Deactivate visitor pass in the system
Disable the visitor's pass within the hospital system to revoke their access to restricted areas if applicable. This task ensures controlled and secure access within the hospital premises. Accurately and promptly deactivate the visitor pass in the system. If there are any technical issues or challenges in deactivating the pass, consult the IT department or the appropriate access control department for assistance. Resources required for this task include access to the hospital information system and appropriate privileges.
Retrieve visitor pass during check-out
Collect the visitor pass from the visitor during the check-out process. This task ensures the visitor's authorized access ends upon leaving the hospital premises. Remind the visitor about returning the pass and thank them for their visit. If the pass is not returned or misplaced, follow the appropriate procedures to address the situation. Resources required for this task include a designated area for pass retrieval and clear instructions for the visitor.
Approval: Check-Out Completion
Will be submitted for approval:
Log visitor's exit time in the system
Will be submitted
Document the visitor pass process for record
Record the visitor pass process for documentation and reference purposes. This task provides a comprehensive overview of the visitor pass lifecycle and helps identify areas for improvement or compliance. Document the visitor's details, including their name, pass ID, and any significant observations or incidents during their visit. If there are any required forms or templates for documenting, ensure they are accessible. Resources required for this task include documentation templates or forms and a tool for recording visitor details.
