General Information

VolunteerTalk: Visitor Tracking

The CAHHS Volunteer Services Office received the following inquiry from Katie Williams, Director, Volunteer Guest Services at Kaiser Permanente San Diego/Zion Medical Centers in San Diego, California:

Submitted November 17, 2020

Since the pandemic began, many hospitals have eliminated or limited the number of visitors within the hospital setting. As we begin allowing visitors to return, we’d like to understand what other hospitals are doing to track visitors.

  • Does your hospitals’ volunteer department assist with its visitor screening/tracking process?
    • What, if any, visitor management software are you using? We are currently researching HID Global. 
    • What systems are currently in place for visitor tracking?
    • What visitor data are you collecting?
    • How are you logging the data? 
    • How do you ensure visitors are complying with visitation policies?

Any information is appreciated. Thank you!

Katie Williams
Director, Volunteer Guest Services
Kaiser Permanente San Diego/Zion Medical Center
(619) 528-6412
kathleen.m.williams@kp.org

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Comments

Visitor Tracking

We began our visitor tracking by using a paper patient list while we waited for our EPIC team to develop a workflow that would allow our information desk staff to enter visitor information in the EMR. We are not collecting any specific visitor information; if the visitor happens to be on of the patient's contacts in the EMR, we use that information and mark them as "visitor 1" or "visitor 2". If they are not already listed in the EMR as a contact, we enter a new contact called "COVID Visitor", which is removed from the record when the patient is discharged. It is very difficult to ensure the visitors are following policy! Once they leave the information desk it's next to impossible to manage where they go in the building. We also find that visitors quickly learn ways to sneak in and bypass the screening points. Hope this helps! Feel free to contact me directly if you need more information. Johanna Watt, CAVS, Director Loma Linda University Health | Hospitality Services 11234 Anderson Street, CH-1802, Loma Linda, California 92354 (909) 558-8413 email joewatt@llu.edu

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Comments

Visitor Tracking

We began our visitor tracking by using a paper patient list while we waited for our EPIC team to develop a workflow that would allow our information desk staff to enter visitor information in the EMR. We are not collecting any specific visitor information; if the visitor happens to be on of the patient's contacts in the EMR, we use that information and mark them as "visitor 1" or "visitor 2". If they are not already listed in the EMR as a contact, we enter a new contact called "COVID Visitor", which is removed from the record when the patient is discharged. It is very difficult to ensure the visitors are following policy! Once they leave the information desk it's next to impossible to manage where they go in the building. We also find that visitors quickly learn ways to sneak in and bypass the screening points. Hope this helps! Feel free to contact me directly if you need more information. Johanna Watt, CAVS, Director Loma Linda University Health | Hospitality Services 11234 Anderson Street, CH-1802, Loma Linda, California 92354 (909) 558-8413 email joewatt@llu.edu

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