Overview
This guide is for admins configuring Envoy Visitors at hospitals, clinics, and healthcare systems. It is focused on non-PHI visitor management — patient visitors, vendor reps, contractors, and credentialed personnel.
Compliance and operational requirements
Hospital lobbies handle multiple visitor populations simultaneously: patient families, sales and service reps, clergy, vendors, and contractors. Each population has different expectations around credentialing, documentation, and identification. HIPAA, HITECH, OSHA, and Joint Commission expectations apply at the back end. Emergency evacuation and infection control require that you produce a complete roster of who is in the building at any time.
Recommended features and configuration
Separate flows for very different visitors
Visitor types: distinct flows for patient visitors, vendor reps, clergy, and contractors
Sign-in fields: collect only the fields each role actually needs
Sign-in flow rules: automatically-notify, automatically-deny, or require approval based on visitor responses
Vendor credentialing
Required document upload: enforce proof of immunization, training, and insurance for vendor reps
Visitor assessments: capture site-specific training acknowledgment
Identification and badging
Visitor photos: capture a photo for every guest
Badges: Time-stamped badges that distinguish different visitor types at a glance
Notify the right person, fast
Host notifications: SMS visitor notifications for clinical staff who don't sit at a desk
Slack or Microsoft Teams host notifications: notify administrative hosts in their existing workflow
Emergency response
Using Visitors for evacuation: real-time roster of who is located on-site
Emergency notification message log: an auditable record of every alert sent and who received it
Case Study: Scripps Health
Interested in seeing how Scripps Health uses Envoy at their hospitals? Read more in our case study!