Top 30 Best Healthcare Visitor Management Systems
Managing visitors in healthcare settings goes far beyond just having people sign a logbook. It involves controlling access to sensitive spaces, confirming who is coming in, keeping accurate visit records, cutting down on long waits, and improving the experience for both guests and healthcare staff. Healthcare visitor management systems helps hospitals and clinics stay secure while still being welcoming. As digital tools continue to change how hospitals operate, visitor systems have become more advanced. They now include features such as biometric verification, digital badge printing, contactless check-ins, health screening questions, and syncing with patient records or security systems. These updates not only boost safety but also make daily operations smoother and more organized.
In the rest of this article, we highlight 30 healthcare visitor management systems that offer more than just basic check-in tools. Each one brings something unique to support hospitals and clinics in maintaining a safe, efficient, and people-friendly environment.
Top 30 Best Healthcare Visitor Management Systems
1. Envoy
Envoy helps healthcare facilities manage visitors efficiently while improving safety. It simplifies how guests check in, using tools like QR code scans, pre-registration emails, and iPad kiosks. Visitors can quickly sign required forms, such as NDAs or health questionnaires, before arriving or during check-in. This reduces paperwork and speeds up compliance.
Staff members get immediate alerts via email, text, or platforms like Slack and Teams when their guest arrives. Envoy also supports photo capture and badge printing at entry points, making it easier to identify and track everyone inside the building. In addition, healthcare teams use the platform to book meeting rooms, reserve desks, and manage mail deliveries, all from a single system. This keeps things organized and ensures nothing slips through the cracks.
2. VisiPoint
VisiPoint helps hospitals and clinics manage visitors while keeping safety a top priority. With its intuitive touchscreen kiosks and tablets, patients, guests, and vendors can quickly check in, take a photo, and agree to necessary policies. The process is even faster when visitors pre-register or use QuickPass QR codes, cutting down on wait times and making arrivals feel more organized.
Behind the scenes, staff can track visitor activity through online dashboards, stay updated on who’s in the building, and run emergency roll-calls if needed. VisiPoint also works with RFID systems to control access, prints visitor badges securely, and protects data in compliance with GDPR and healthcare regulations.
3. CoReceptionist
CoReceptionist transforms patient admission into a quicker, less stressful process. Instead of relying on clipboards and pens, hospitals and clinics can now use iPads with the CoReceptionist app to check in patients more efficiently. This shift not only speeds up the process but also gives front desk staff more time to focus on other important tasks.
The system prints visitor and patient badges automatically, helping staff easily identify who’s entering or leaving. These badges can include photos for added identification or barcodes that simplify check-out, improving both security and convenience. Visitors register through the app, which then instantly alerts the appropriate staff via SMS or email, reducing wait times and improving communication. CoReceptionist also works across multiple entrances and locations, keeping the experience smooth and consistent no matter where someone checks in.
4. EntrySign
EntrySign makes signing in faster and easier for both visitors and employees. As guests arrive, they can quickly input key details like their name, company, car plate number, photo, who they’re meeting, and the time of arrival. Staff members don’t need to rely on paper logs or manual tracking they can instantly view who is on-site, who has left, and pull up past visitor logs when needed.
Instead of multiple tools, everything is handled through the user-friendly Back-Office Suite. This platform gives staff access to analytics, visitor records, and site access controls, all from a single place. Employees also have the option to sign in or out using contactless methods, which keeps the process simple and efficient. To help you collect the right information, the system allows for customized visitor screening. You can set up specific requirements depending on the needs of your location. On top of that, EntrySign’s in-house graphics team will craft a custom display that reflects your identity, so your check-in system looks and feels like a natural part of your space.
5. Hipla
Hipla makes healthcare visits quicker, more secure, and easier to manage for both patients and providers. Visitors can check themselves in using a kiosk or their smartphone in just five seconds. During this short process, they scan their ID, take a photo, sign digitally, and if needed, print a badge. Once done, the host immediately receives a notification, and the system logs every detail to help meet compliance standards.
Visitors also have the option of contactless check-ins using QR codes. The system works smoothly with existing security setups and adapts to specific needs through customizable workflows. It helps facilities stay organized without overcomplicating operations. Adding to its usefulness, Hipla includes visa-style visitor tracking and tools to manage meeting rooms and mobile access. These features not only speed up the entire check-in process but also help reduce wait times by up to 90%.
6. LobbyTrack
Lobbytrack simplifies the patient visit experience, making it more efficient from start to finish. Visitors can check in using their smartphones or on-site tablet kiosks, which keeps contact minimal a crucial factor in maintaining hygiene in healthcare settings. To support health protocols, administrators can include screening questions such as symptom checks or recent exposure, and the system automatically blocks access for anyone who doesn’t meet the requirements.
Inside the facility, the software helps avoid overcrowding by controlling how many visitors are allowed in a room or area at any given time. As soon as a visitor arrives, the host is alerted through email or SMS. Badges are printed on the spot with key details like the visitor’s name, photo, QR code, and custom branding, adding an extra layer of security and a professional touch to the process.
7. The Receptionist
The Receptionist transforms the check-in process in healthcare settings, especially in behavioral health clinics, making arrivals more relaxed and efficient for both patients and staff. Instead of paper logbooks and long waits, visitors now check themselves in quickly on an iPad. Once completed, the system sends a quiet alert directly to the provider’s device, so clinicians stay informed without interruptions.
Staff can set up the system to ask different questions or request specific documents based on the type of visitor—be it a new patient, a delivery person, or a vendor. This flexibility supports privacy rules and keeps things organized in environments that often deal with sensitive information. On the administrative side, the system includes a web-based dashboard where staff can adjust branding, customize check-in steps, and manage records. It also allows for easy exporting of logs, photos, or signed forms, making it easier to meet documentation and audit requirements.
8. FMS:Visitor
FM:Systems’ FMS:Visitor changes how healthcare facilities handle guest check-ins, creating a safer and more welcoming experience from start to finish. As soon as a visitor is pre-registered through a calendar invite, staff are immediately notified of the upcoming visit. Guests can then check in using their phones or at a kiosk using QR codes, facial recognition, or ID scanning.
This system makes the check-in process quicker and more intuitive. Visitors receive printed badges automatically, while the platform also manages parcel deliveries and parking assignments. Facilities can monitor everything through live dashboards that help maintain compliance and support screening procedures that align with HIPAA standards. It also helps control who gets access to sensitive areas, making sure the right people are in the right places at all times.
9. Cisco Spaces
Cisco Spaces transforms how hospitals interact with patients and visitors, creating a smoother, more connected environment from the moment they step in. After logging into the hospital’s Wi-Fi with minimal effort, patients and guests start receiving important updates like hospital policies, emergency alerts, and other relevant information via SMS, email, push notifications, APIs, or captive portals.
As guests enter the building, the system quietly tracks their movement through tools like QR check-in kiosks, mobile logins, or portal access. Staff receive immediate updates, allowing them to guide patients effectively with personalized directions and timely information. This level of responsiveness helps reduce confusion and wait times, while making navigation inside the facility easier for everyone. At the same time, facility managers get access to live dashboards that show how spaces are being used. These tools help them monitor factors like temperature and humidity, check room occupancy, and locate important equipment quickly. This not only improves safety and comfort but also helps teams make better use of available space and resources.
10. Archie
Archie simplifies check-ins with options like QR codes or email links, which guests can use on branded kiosks or personal devices. Pre-registration is also available, making the arrival process quicker and more convenient. As soon as a guest checks in, hosts get notified right away, allowing for a prompt and warm reception.
The system includes useful features such as photo capture, health screening, NDA signing, and badge printing. These tools help maintain compliance while giving guests a smooth and professional welcome. Archie keeps a clear record of check-in and check-out times, making it easy to track visitor flow and generate helpful reports. It also works well with room and desk booking tools, as well as access control systems. Integration with platforms like Slack, Teams, Kisi, and Outlook helps keep everything connected without hassle. All visitor data stays private and secure, with encryption and hosting on Google Cloud Platform, backed by ISO 27001 and SOC certifications.
11. SwipedOn
SwipedOn is widely used in healthcare and aged care facilities to monitor everyone coming in and out from staff to visitors and contractors. It helps keep entry points organized while offering useful tools that support daily operations in medical environments. Upon arrival, every visitor, staff member, or volunteer is asked a quick yes-or-no health screening. If a response raises concern, an alert goes to the assigned safety officer right away. This helps the facility respond quickly to potential health risks without complicating the check-in process.
Visitor identification is also made simple. SwipedOn prints badges on the spot, allowing staff to recognize who should be in the building at a glance. This helps maintain order and improves security without relying on memory or manual checks. All personal data collected through the system is handled with care. The platform follows strict data protection rules and complies fully with GDPR standards, so facilities can manage information responsibly.
12.Qwaiting
QWaiting’s healthcare queue management system helps hospitals keep things moving smoothly by organizing patient flow and improving how time is managed. It cuts down long queues, improves appointment scheduling, and boosts how efficiently staff work. The system makes it easier to manage appointments by letting patients book ahead and receive reminders. This helps reduce wait times and gives both staff and patients a better idea of what to expect. Updates are provided instantly, so people know exactly how long they’ll need to wait and how crowded things are.
Hospitals can also monitor patient traffic and staff activity across various departments. This level of visibility supports better coordination and helps identify slowdowns before they become a problem. With the QR code feature, patients can check in more easily. Hospitals can display QR codes around their premises, allowing patients to scan and gain quick access to queue information without needing extra staff to assist.
13. Eptura Visitor
Eptura helps hospitals and clinics stay organized and secure by allowing them to pre-register visitors in advance. During this process, the system collects essential details like identity documents, completed health forms, signed NDAs, and generates unique QR codes or RFID passes for each guest. These credentials sync with access control systems, ensuring only approved individuals reach restricted zones within the facility.
To make visitor tracking easier and more accountable, Eptura offers digital logbooks and visual dashboards that show clear, time-stamped visitor histories. This not only supports compliance with privacy laws like HIPAA but also helps staff respond more confidently during unexpected situations. Guests can check in using contactless kiosks or their phones, reducing long waits and easing the workload for front-desk teams. At the same time, watchlist screening and controls based on badges or visit times add another layer of security.
14. Robin
Robin simplifies the way offices welcome and manage guests. From the moment a visitor is invited, hosts can send out branded email invitations that include all necessary details like instructions, required forms, NDAs, or health checks. This helps guests prepare ahead of time, cutting down on delays at the front desk.
When visitors arrive, they can quickly check themselves in using an iPad or a touch-free display. A visitor badge prints automatically, and the host gets an instant alert through email, Slack, or Microsoft Teams. This quick process keeps everything moving smoothly and ensures that visitors feel expected and welcomed. Meanwhile, admins have access to detailed visit logs and downloadable reports. These tools make it easier to track guest activity, meet compliance standards, and keep an eye on security. Robin doesn’t treat visitor check-ins as a separate process. Instead, it connects them with other tools like desk booking, meeting room scheduling, and office entry systems. This makes it easier for teams to manage their spaces and visitors in one connected system.
15. Teamgo
Teamgo replace paper logs with digital kiosks and QR code stations that make the process smoother for everyone. As patients, staff, and contractors arrive, they can quickly check in using iPads, complete health screenings, capture photo IDs, print badges, and sign legal forms securely all without the usual delays or confusion at the front desk.
At the backend, administrators can easily monitor who’s coming in and out through a centralized cloud dashboard. It tracks arrivals, manages occupancy limits, and keeps a detailed log for contact tracing. When a guest shows up or flags a health concern, the right people receive instant SMS or email alerts, keeping everything running safely and smoothly. Teamgo supports unlimited kiosks and user accounts, offering flexibility for facilities of all sizes. It connects with tools like Microsoft Azure Active Directory and is built on a secure AWS infrastructure, helping hospitals meet strict industry standards for privacy and data security.
16. Veris
Veris is a cloud-based visitor management system that helps businesses of all sizes handle front desk check-ins, visitor tracking, and security protocols more efficiently. It simplifies the check-in process by allowing visitors to register through a self-service kiosk, complete with photo capture, badge printing, and instant notifications to hosts.
With Veris, companies can stay in control of day-to-day visitor interactions and internal operations. The system makes it easy to manage everything from pre-registration and bulk invites to security desk operations and administrative tasks. Users can also upload CSV files, send out calendar invites, assign different user roles, and pull detailed reports for better visibility across multiple office locations. Veris also features a drag-and-drop editor that lets users adjust check-in flows, customize form fields, and collect specific information from each visitor. This flexibility makes it easier to keep records accurate and up-to-date.
17. Sign In Solutions
Sign In Solutions helps organizations stay compliant and secure while keeping visitor check-ins smooth and efficient. Before a visitor even arrives, the platform collects necessary documents, gets approvals, and confirms their identity. This early verification helps reduce delays at the front desk and supports compliance efforts.
Once visitors, staff, or contractors are on-site, the system tracks their presence through a central dashboard. This gives a clear view of who is in the building at any time, reducing confusion and improving accountability. For added security, the platform includes tools that assess risks and assign threat scores, allowing teams to stay alert and act quickly when needed. Custom workflows let users set specific triggers based on visitor type, so the check-in process adapts to fit different needs. Hosts receive instant notifications when guests arrive, helping avoid awkward waits in the lobby. Behind the scenes, the system also manages how long personal data is kept and ensures it’s anonymized when necessary, supporting responsible data practices.
18. Vizmo
With Vizmo, visitors can pre-register, scan a QR code at a kiosk, or use their phones to check in. ID scanning and custom badge printing help maintain a professional look, while branded details add a touch of identity. The system notifies hosts the moment their guest arrives, so no one is left waiting or wondering. Behind the scenes, administrators can easily view and manage all entries through a single dashboard. They can track how long guests stay, confirm health declarations, and identify anyone flagged for further screening.
Vizmo also keeps things in check with overstay alerts and compliance tools modeled after strict data privacy laws like the GDPR. It connects smoothly with tools teams already use, such as Slack, G Suite, and access control systems, helping everyone stay in sync without extra effort.
19. Vizito
Vizito helps visitor pre-register online, check in using a QR code or tablet, and immediately receive a printed badge. The system notifies their host through email, SMS, Microsoft Teams, or Slack, ensuring quick coordination without unnecessary delays. As guests arrive, Vizito gathers key details such as photos, digital signatures, and acknowledgements of company policies or agreements. It keeps track of each visitor’s entry and exit to maintain accurate records that meet GDPR requirements. This not only helps improve safety but also simplifies compliance audits.
The platform adapts well to different environments including hospitals offering multilingual support in over 30 languages. It also connects easily with tools like Google Workspace, Microsoft Teams, and Azure Active Directory, which makes it suitable for organizations with multiple offices or global teams. Instead of just collecting visitor data, Vizito helps create a professional first impression from the front desk, all while keeping the experience quick and intuitive for both guests and staff.
20. Visitly
Visitly makes checking in visitors feel simple and organized. Its tablet-based system allows guests to pre-register, sign agreements, and receive printed badges quickly. People can also check in without touching the screen by using a QR code, making the process more hygienic and efficient. It records visitor logs and provides basic reporting so teams can keep track of who’s been in the building.
For healthcare environments especially, Visitly keeps track of everyone on-site and supports quick evacuations when needed. It also reinforces access restrictions, helping protect patient privacy. The system recognizes returning visitors through facial recognition, manages watch-lists, and prints custom badges on the spot. Beyond just managing guests, Visitly also logs staff movements, which is helpful for compliance and safety. Its support for multiple languages makes it easier to use in diverse settings, and the platform is backed by constant security oversight.