Top 5 Visitor Management Software Solutions for Healthcare Facilities

Hospitals cannot treat visitor management systems like a standard office check-in process. Patients, family members, contractors, vendors, and caregivers may all need different levels of access, while sensitive areas such as ICUs, maternity wards, and pharmacies require tighter controls.

The demand for digital visitor management reflects this need. 

The global visitor management system market is projected to reach $2.39 billion in 2026, with healthcare representing 24.9% of the market’s 2025 revenue, according to Mordor Intelligence.

A healthcare visitor management system can help facilities:

• Verify and register visitors before granting access
• Issue visitor badges and manage approvals
• Track who is inside the facility in real time
• Control access to restricted areas
• Account for visitors during emergencies
• Maintain digital visitor records and audit trails

But healthcare facilities have different security, privacy, workflow, and integration requirements. The right system needs to address these requirements rather than just replace a paper sign-in sheet.

What Are the Top 5 Healthcare Visitor Management Systems?

As of 2027, these are considered the best 5 options for hospital visitor management.

1. Visitly – Real-time tracking, emergency management, customizable workflows, and a HIPAA compliant platform (BAA signed at contract).
   
2. Envoy – Easy visitor registration, access control integration, and strong healthcare compliance features.
   
3. Eptura Visitor (Proxyclick) – Flexible workflows, touchless check-ins, and department-level customization.
   
4. FacilityOS (iLobby) – Built for large hospitals with multi-location support, compliance, and analytics.
   
5. SwipedOn – Simple, user-friendly solution with contactless check-ins and real-time visitor notifications.

#1. Visitly: The Comprehensive Visitor Management for Healthcare Facilities

Visitly is a healthcare-focused visitor management platform designed to help hospitals, clinics, and healthcare facilities manage visitor access, maintain accurate visitor records, and support security and compliance workflows. It helps facilities handle patient visitors, contractors, vendors, and staff-related entry processes through a centralized system.

Key Features of Visitly for Healthcare Visitor Management:

• Self-service visitor check-in:
  Visitors can register through kiosks or QR-based check-ins, reducing front-desk workload while creating a faster arrival experience.
• Visitor pre-registration and approvals:
  Healthcare facilities can invite and pre-register visitors before arrival, helping staff manage scheduled visits and reduce check-in delays.
• Visitor tracking and real-time visibility:
  Teams can view who is currently inside the facility, track visitor activity, and access visitor logs when needed for security reviews or audits.
• Custom visitor workflows:
  Facilities can create different workflows for patients’ families, contractors, vendors, and other visitor types with customized fields, approvals, and badge requirements.
• Healthcare compliance support:
  Visitly provides tools that support healthcare compliance programs, including configurable visitor data retention, role-based access controls, audit logs, and evidence exports for compliance reviews. A Business Associate Agreement (BAA) is available for covered-entity deployments.
• Emergency and evacuation management:
  During emergencies, healthcare teams can access visitor details, locations, and host information to support evacuation procedures and visitor accountability.
• Healthcare integrations:
  Visitly connects with workplace and IT systems such as Microsoft Teams, Slack, identity providers, and other tools to support notifications and visitor workflows.

How Visitly Helps Healthcare Facilities:

• Reduces manual visitor management tasks:
  Digital registration, automated notifications, and searchable visitor records help reduce dependence on paper-based processes.
• Improves visitor visibility:
  Security and administrative teams can quickly identify who is inside the facility and access visit history when required.
• Supports different healthcare workflows:
  Hospitals can manage different visitor categories, including patient visitors, contractors, vendors, and regulated-area visitors, with separate processes.
• Strengthens audit readiness:
  Configurable records, retention settings, and audit tools help healthcare organizations maintain better documentation for security and compliance reviews.

Prices from each vendor's pricing page, Q4 2026. See Visitly pricing and the full comparison.

See how Visitly works at your healthcare facility.

Talk to sales.

2. Envoy: Automate Your Visitor Management and Maintain Healthcare Compliance

Envoy is trusted by organizations across various industries, including healthcare. Known for its ease of use and comprehensive features, Envoy enables healthcare facilities to efficiently track visitors, ensure compliance, and maintain a high level of security.

Key Features for Hospital Visitor Management:

• Easy visitor registration and tracking: Envoy’s simple sign-in process enables healthcare facilities to efficiently manage visitors and contractors, eliminating bottlenecks.
  
• Integration with access control systems: Envoy integrates seamlessly with existing security systems, ensuring only authorized visitors can access restricted areas.
  
• HIPAA-compliant features: Ensures that visitor data is securely stored and managed, helping healthcare facilities stay compliant with HIPAA regulations.
  

How Envoy Solves Healthcare Facility Problems:

• Envoy automates the visitor check-in process, reducing wait times and improving operational efficiency.
• By integrating with access control systems, it ensures that only authorized personnel and visitors can access restricted healthcare areas, improving security.
• Additionally, its HIPAA-compliant features help ensure patient and visitor privacy is always protected.

Pricing:

Envoy Premium is $362 per location per month, billed annually ($4,344 per year); watchlist and ID scanning need a custom Enterprise quote.

A Quick Overview of Envoy:

3. Eptura Visitor (Formerly Proxyclick): Track Your Healthcare Visitor Traffic at Ease

Eptura Visitor is a highly customizable visitor management solution for healthcare facilities with specific needs across multiple departments.

Key Features for Hospital Visitor Management:

• Real-time data tracking and reporting: Track and monitor visitor activity in real-time, helping healthcare staff stay informed and responsive.
  
• Touchless check-in options: Promotes a contactless, hygienic check-in experience for visitors, enhancing safety in healthcare environments.
  
• Easy integration with IT infrastructure: Eptura integrates easily with your existing healthcare management software and IT infrastructure, streamlining operations.
  

How Eptura Visitor Solves Healthcare Facility Problems:

• Eptura Visitor helps streamline visitor management by offering a flexible, customizable solution for healthcare facilities.
• Whether it’s for contractors, patients, or staff, Eptura adapts to various visitor types, ensuring that workflows are tailored to each department’s specific needs.
• Its real-time tracking provides better visibility into visitor traffic and enhances security, while integration with existing systems reduces administrative overhead.

Pricing:

Eptura Visitor (formerly Proxyclick) has no published price; quote only.

4. FacilityOs (Formerly iLobby): Manage Visitors in Multiple Healthcare Facilities

FacilityOs (formerly iLobby) is a robust visitor management system designed for high-traffic healthcare facilities. Whether managing visitors at a large hospital or multi-location clinics, FacilityOs maintains security & compliance with healthcare regulations.

Key Features for Hospital Visitor Management:

• Multi-location support: Manage visitors across multiple departments, clinics, or different healthcare locations from a centralized platform.
  
• Health and safety compliance: FacilityOs ensures your healthcare facility meets the latest health regulations, including HIPAA compliance and safety protocols.
  
• Reporting and analytics: Use data-driven insights to track visitor flow, optimize check-in times, and ensure efficient management of visitor traffic.
  

How FacilityOs Solves Healthcare Facility Problems:

• FacilityOs enables healthcare facilities to manage large volumes of visitors across multiple locations without compromising security or compliance.
• Its compliance features ensure that visitor data is handled securely and that your facility is always in compliance with health regulations.
• Additionally, its robust reporting and analytics tools allow healthcare administrators to track and optimize visitor flow, ensuring a seamless visitor experience.

Pricing:

FacilityOS (formerly iLobby) visitor management starts at $225 per month; the emergency, security and contractor modules are priced separately.

5. SwipedOn: User-friendly Visitor Management for Healthcare Facilities

SwipedOn is now part of Sign In App, bringing visitor management together with employee sign-in, compliance, safety, and workplace visibility. For healthcare facilities, the platform can help teams manage visitors, track who is on-site, and maintain accurate digital records across the facility.

Key Features for Hospital Visitor Management:

• Customizable visitor sign-in: Create sign-in flows that collect the information required for each type of visitor while giving guests a clear, self-service check-in experience.
• Real-time visitor tracking: Staff can see who is on-site and receive instant notifications when visitors arrive, helping teams maintain better visibility throughout the facility.
• Visitor badges and identity verification: The platform supports visitor identity checks, badge printing, and automated sign-in to help facilities manage access more consistently.
• Compliance and audit-ready records: Digital records, policy acknowledgements, and standardized workflows help healthcare organizations maintain documentation and support compliance requirements.
• Emergency evacuation management: Teams can access real-time information about who is on-site and generate evacuation roll calls during an emergency.

How SwipedOn Solves Healthcare Facility Problems:

• SwipedOn helps reduce manual visitor administration by replacing paper-based sign-in with customizable digital workflows and self-service check-in.
• Real-time visitor data and host notifications help staff know who has arrived and who is currently on-site.
• Identity verification, visitor records, and policy acknowledgements help healthcare facilities apply consistent processes for different types of visitors and contractors.
• During an emergency, staff can quickly access an up-to-date list of people on-site and use digital evacuation roll calls to support emergency response.
• As part of Sign In App, SwipedOn can also support employee sign-in, resource booking, reporting, and visibility across multiple locations.

Pricing:

SwipedOn is now sold as Sign In App: its pricing page redirects to Sign In App's.

A Quick Overview of SwipedOn:

What Types of Visitors Can Hospitals Manage With a VMS?

A hospital doesn't have one standard visitor workflow. Different people entering the facility may require different approval, identification, and access rules.

What Features Should You Look for in a Visitor Management System for Hospitals?

The right healthcare visitor management system should balance workplace safety, compliance, and ease of use. Here are the key features to look for:

• Contactless Check-In – Limit physical touchpoints to improve hygiene and safety.
  
• HIPAA Compliance – Protect sensitive patient and visitor data in line with healthcare regulations.
  
• Seamless Integration – Connect with your hospital’s existing IT, access control, and healthcare systems.
  
• Real-Time Tracking – Monitor visitor activity instantly for enhanced security and faster response times.
  
• Customizable Workflows – Adapt check-in processes for patients, vendors, or contractors as needed.
  
• Emergency Management Tools – Quickly account for visitors during emergencies.
  
• Reporting & Analytics – Get data-driven insights to optimize visitor flow and compliance audits.
  
• Scalability – Select a system that scales with your healthcare facility’s size and evolving needs.

Suggested Read: The Importance of Secure Visitor Management Systems in Hospitals

What are the Common Visitor Management Mistakes Healthcare Facilities Should Avoid?

The common visitor management mistakes healthcare facilities should avoid are:

1. Using the Same Workflow for Every Visitor

2. Collecting More Visitor Data Than Necessary

3. Treating Digital Check-In as the Entire Security Process

4. Giving Visitors Unrestricted Access

5. Leaving Contractors and Vendors Outside the Visitor Process

A visitor management system can improve visibility and control, but poor setup can still leave gaps. Here are common mistakes healthcare facilities should avoid.

1. Using the Same Workflow for Every Visitor

Different visitors may need different levels of access and approval.

• Family members: May need patient-specific approval and limited access.
• Contractors: May require recurring authorization and access to specific areas.
• Vendors: May need scheduled visits and department approval.
• Pharmaceutical representatives: May require appointment verification and restricted access.

Better approach: Create visitor categories and set workflows based on visitor type, destination, and visit purpose.

2. Collecting More Visitor Data Than Necessary

More data does not always mean better security.

• Collect only information required for identification, security, and operations.
• Limit who can access visitor records.
• Set appropriate data retention periods.
• Avoid storing unnecessary personal information.

Better approach: Define what visitor information your facility actually needs before configuring the system.

3. Treating Digital Check-In as the Entire Security Process

A digital check-in kiosk only replaces the sign-in process. It does not cover every part of visitor security.

A complete process may also include:

• Visitor identity verification
• Host or department approval
• Badge printing
• Access permissions
• Visitor tracking
• Check-out
• Emergency accountability

Better approach: Connect visitor registration with the security and access procedures already used by the facility.

4. Giving Visitors Unrestricted Access

Being approved to enter the hospital does not mean a visitor should have access to every department.

Restricted areas may include:

• ICUs
• Pharmacies
• Laboratories
• Operating areas
• Staff-only areas
• Administrative or data-sensitive departments

Better approach: Set access rules based on the visitor type, destination, and purpose of the visit. Where possible, connect the visitor management system with access-control systems.

5. Leaving Contractors and Vendors Outside the Visitor Process

Hospitals often focus on patient visitors while overlooking people who enter regularly for work.

This can include:

• Contractors
• Maintenance teams
• Equipment technicians
• Suppliers
• Delivery personnel
• Service providers

Better approach: Create dedicated workflows for recurring visitors, including:

• Pre-registration
• Authorization
• ID verification
• Badge issuance
• Access restrictions
• Visit records

How Visitly Secures Visitor Management for Healthcare Facilities?

Visitly works more than a digital check-in tool—it’s a complete healthcare visitor management system designed to meet the complex needs of hospitals and clinics, covering well-rounded features like these:

• Touchless Check-Ins – Reduce infection risks with mobile, kiosk, or Face ID check-ins.
  
• Health Screening Questions – Screen visitors for symptoms or risks to comply with safety protocols.
  
• HIPAA Compliant Data Security (BAA signed at contract) – Protect sensitive visitor and patient information with healthcare-grade privacy safeguards.
  
• Visitor Approvals & ID Badges – Control access by pre-approving visitors and printing secure badges.
  
• Pre-Registration – Speed up check-ins by allowing patients, vendors, or contractors to register in advance.
  
• Evacuation & Emergency Management – See who is checked in, at which location and for which host, for a faster response in critical situations.
  
• Smart Integrations – Connect with tools like Microsoft Teams, Slack, Azure AD, Okta, and more for real-time notifications and streamlined workflows.
  
• Automated Logs & Analytics – Maintain accurate visitor records for audits, security & compliance management, and operational insights.

Visitly has streamlined visitor tracking and reporting for an Australian healthcare provider, enhancing staff monitoring and improving operational efficiency with its intuitive system.

How? Check out the NDCH case study here.

By combining compliance, security, and efficiency, Visitly stands out among all visitor management systems for hospitals.

Talk to sales to see Visitly at your facilities.

Conclusion: How to Choose the Right Healthcare VMS?

Each hospital visitor management system has its strengths. Envoy is ideal for facilities that require access control integration. Eptura Visitor (Proxyclick) works well for multi-department customization. FacilityOS (iLobby) suits high-traffic hospitals with multi-location needs. SwipedOn is ideal for smaller healthcare facilities seeking a straightforward, user-friendly solution.

For healthcare providers seeking a comprehensive visitor management system that is HIPAA compliant (BAA signed at contract) with contactless check-ins, real-time tracking, and emergency response tools, Visitly provides the most complete solution.

Want to see Visitly in action? Talk to sales.

FAQs

What is a healthcare visitor management system?

A healthcare visitor management system is software that registers, screens and tracks everyone who enters a hospital or clinic without being a patient or employee. It replaces paper sign-in with ID checks, badges tied to a unit or floor and a searchable record, so security can see who is in the building and limit access to sensitive units.

Which visitor management system is right for a hospital?

The right one depends on the number of sites and the screening depth security needs. A single clinic may need only badges and a log. A multi-location health system should require watchlist screening, access control integration, a signed business associate agreement and one console for all sites, then compare vendors on the plan that includes those.

Is any visitor management system HIPAA compliant?

Yes, a vendor can be, and Visitly is HIPAA compliant. A vendor's status does not make a hospital compliant: the covered entity still owns its own program, and HHS does not certify software. Visitly signs a BAA at contract and holds SOC 2 Type II and ISO 27001.

How does visitor management improve patient and staff safety?

It stops known risks at the door and limits where everyone else can go. Screening checks each visitor against the hospital's watchlist before a badge prints, and the badge shows the unit and expiry time. In an evacuation, the same records give security a current list of visitors and contractors on site.

How much does a visitor management system for healthcare facilities cost?

Most vendors price per location, and published list prices vary widely. Visitly starts at $1,000 per location per year, or $2,000 with watchlist and photo ID screening. Envoy Premium is $362 per location per month billed annually. Eptura Visitor publishes no price. Prices as of Q4 2026.

Should contractors and vendors use the same check-in as hospital visitors?

They should use the same platform with a different flow. A family visitor needs a destination and a badge. A vendor or contractor should also name the department that approved the work, acknowledge site safety and infection-control rules, and receive a time-limited badge. One platform keeps every group on the same on-site list for emergencies.